technical assistance review and development of proposed ... fileorganisation by providing...

Philippines Australia Human Resource and Organisational Development Facility (PAHRODF)

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T e r m s o f R e f e r e n c e

Technical Assistance – Review and development of proposed DepED ARMM Organisational Structure (Central/Regional level)

The Department of Education in the Autonomous Region in Muslim Mindanao

(DepED ARMM)

October 2016


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Background The PAHRODF (HRODF/Facility) The Philippines Australia Human Resource and Organisational Development Facility (HRODF)

is a five-year (2010-2015) Australian Aid programme of the Australian Government. HRODF

seeks to enhance the effectiveness of selected programs and reform agenda under the

Australia-Philippines Statement of Commitment (SoC) that is supportive of the Philippine

Development Plan (PDP). Further, the Facility supports and complements other Australian

Govern ment ’s initiatives under the SoC, by responding to human resource (HR) and

organisation development (OD) issues that can impinge on the capacity of national and local

governments to pursue reforms along SoC themes of educational reforms, sustained

economic growth, disaster preparedness and response, peace and security, and building of

stronger institutions for accountable and inclusive governance. The Facility’s objectives are (1) to develop and strengthen capacities and competencies

relating to human resource management and development (HRM/D), policy and planning,

management and leadership and administration (financial); (2) enable individuals and

organisations to make better use of these competencies and systems, including through

building and maintaining relationships, and (3) share the experiences and lessons from

research and knowledge synthesis initiatives. The Facility is also responsible for managing the

Australian and local scholarship programs, i.e., Australia Awards including the Australia

Awards Scholarships and the In-Country Scholarship Program, (ICSP).

The 2014-2015 Strategy Paper and Annual Plan identified priority programs under the

enhanced Statement of Commitment (SoC) requiring human resource or organisational

development (HR/OD) support for new and current partners which include the Department

of Education in the Autonomous Region in Muslim Mindanao (DepED-ARMM). The DepED

ARMM is directly aligned with the SoC theme on Peace and Security. It was identified as

purpose specific partner (PSP) of the PAHRODF in view of its role in providing equitable

educational opportunities for the Bangsamoro people and other communities and promoting

lasting peace and development in the Bangsamoro areas.

The Facility ended its five-year term in September 2015 however an extension until June

2017 was announced by the Department of Foreign Affairs and Trade (DFAT) of the

Australian Embassy. For this period, the Facility shall continue its assistance to the

organisation by providing interventions that support the thrusts of DepED ARMM,

particularly one on governance reform agenda, i.e., operational HR systems in accordance

with the Civil Service Commission standards indicated in the program for Institutionalised

Meritocracy and Excellence in Human Resource Management (PRIME-HRM).


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The Department of Education in the Autonomous Region in Muslim Mindanao (DepED

ARMM)

The DepEd ARMM is responsible for ensuring that the region’s basic education system is

aligned along the directions for Philippine education of the national government. As a

subsystem of the national education system, DepEd‐ARMM is mandated to establish,

maintain and support a complete and integrated system of quality education that is

meaningful, relevant and responsive to the needs, ideals and aspiration of the people in

Muslim Mindanao.

Considered as a division of the National Government’s Department of Education, DepED

ARMM vision, mission and change agenda are aligned to the latter’s vision, mission, mandate

and core values. The DepED ARMM strategic thrusts though are specific and inclined to cater

to the needs of the Muslim community.

To deliver its services to clientele, the set-up of DepEd-ARMM comprises offices at the

Regional Level, the Division Level and the District and School Level. At the regional level, the

leadership/top management consists of the Regional Secretary and assisted by an

Undersecretary for Madrasah Education, Assistant Secretary for Academics, Assistant

Secretary for Special Programs and Projects and Assistant Secretary for Operations.

At the field level, there are nine (9) Division Offices, each headed by a Schools Division

Superintendent (SDS) and assisted by two (2) Assistant Schools Division Superintendents

(ASDS), either a full-fledged or designated, and/or in-charge of elementary level or secondary

level. The ASDS also supervises the district and school levels while all the elementary districts

are directly supervised by the Assistant Schools Division Superintendent (ASDS), the other

Assistant Schools Division Superintendent is responsible for all the national high schools.

DepEd-ARMM has the highest number of employees in the ARMM government. It has 29,922

HR complement of 325 administrators from the Regional Office and Division Offices which

include the Regional Secretary, Assistant Regional Secretary, Bureau Directors, School

Division Superintendents, Assistant Division Superintendents, Education Supervisors and

Division Chiefs; 2,512 school heads including Principals, Teachers-In Charge and Head

Teachers; 26, 475 teachers; 610 non-teaching staff (as at 2016).

The current organisational structure of DepED ARMM has been in place since 2012. This is

shown in Annex 2. There were initiatives by management to revise the set-up according to

changing priorities and by designating officers to supervise key program thrusts. The regional

office has ninety (94) plantilla positions, 79 detailed employees (from division offices) and

over 252 job order (JO) positions.


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The organisation recognizes that as DepED ARMM continues to grow and respond to the

challenges of the department and realities in the region, the need to analyse existing

organisational structure and the functions of different offices in the regional office becomes

apparent. Further, a review of key services’ delivery and its impact to employees’

performance is imperative.

Assistance Provided by the PAHRODF to DepED ARMM Supported by the Facility, an organization assessment (OA) was carried out in 2014 in the

organization highlighting levels in capacity, competency and change readiness areas. As a

result of the organisation assessment, priority HRD gaps and possible interventions have

been determined, among others, strengthening SBM by building capacities of the schools to

do continuous improvement; competency building on policy development, process analysis

improvements and Human Resource Management systems/processes; materials

development and training of trainers.

In response to these priorities, the HRODF provided the following Technical Assistance (TA) interventions to DepED ARMM:

- Benchmarking on School-based Continuous Improvement (CI) Approaches and Projects - Human Resource management and Development (HRMD) Systems Design and

Documentation - Technical Advisory Services on carrying out the Implementation Plan for the HRMD Systems The first intervention participated in by 30 selected school heads, district and division officers

as well as regional management representatives, enabled the attendees to generate insights

from actual visits to CI practices of some schools, processes and framework on Results-based

Performance Management (DepED National Office) and HR systems application following the

PRIME-HRM advocated by the Civil Service Commission (CSC).

The other assistance focused on coaching DepED ARMM work teams in analysing current HR

processes (Recruitment, Selection and Placement, Strategic Performance Management

System and Learning & Development) and designing & documenting these into manuals that

shall serve as reference by the DepED ARMM in its HRMD operations. The proposed systems

underwent consultations and validation among stakeholders (samples from Regional,

Division, District offices) and review by the Civil Service Commission to ensure its alignment

to the PRIME-HRM as well as making it responsive to realities in the region.

The ongoing assistance on advisory services supports DepED ARMM’s roll out activities in

implementing the HRMD Plan priority activities. A coach/mentor is deployed to assist the

concerned technical work teams in revisiting and improving the HRMD manuals and

conducting activities to implement the HR processes.


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Other than HRODF interventions, DepED ARMM is also supported by Australian government’s

the Basic Education Assistance in Muslim Mindanao (BEAM ARMM, last quarter of 2012- June

2017) that focuses on increasing access, participation and completion rates in basic

education, improve learning achievement in functional literacy and numeracy, develop

employment related skills and improve management systems (SBM, Planning and HRIS). A

follow through program, namely, the Education Pathways to Peace in Conflict-Affected

Areas of Mindanao (PATHWAYS) is a nine-year (2017-2026) support to improve the delivery

and quality of education in conflict-affected areas of Mindanao.

Objectives of the assignment

The purpose of this undertaking is to help DepED ARMM improve its organisational structure

to be more efficient, effective in responding to current realities and development

requirements in the area. The current structure was set up according to the Muslim

Mindanao Act 279.

For this, HRODF and DepED ARMM shall engage the services of the learning service provider

(LSP) who will design and conduct activities that will produce an analytical report on the

current the organisational structure of the agency (DepED ARMM Central level) and draw up

recommendations for a re-structured set-up. The LSP shall be chosen based on the HRDOF

screening and selection process.

Scope of Service and Deliverables

The undertaking/intervention shall consist of the following:

- Analysis of the current organisational structure and the functions of

offices/departments/units; review how key services are delivered including how

departments interface (organised) and coordinate/relate with each other;

determine effectiveness of the structure and its impact on its employees

performance as well as responsiveness to emerging developments (

rationalisation, implementation of the HRMD systems, PATHWAYS)

- Study how decisions are made, responsibilities are delegated and performed at

the central (ARMM Region) and to the Division level

- Analysis of relationships between the DepED ARMM and Office of the Regional

Governor (ORG) in ARMM and the DepED National office

- Review current HR complement, available skills (Skills Audit) and identify how

these affect delivery of mandated services and client requirements in the area.

- Come up with recommendations to deal with improvement areas, strategic

options that DepED ARMM may adopt to increase its relevance and effectivity of

their organisational structure amidst developments, dynamics and culture in the

area.

- Review required documentations from oversight agencies (DBM, ORG and DepED


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National, Civil Service Commission) on the recommended organisational structure

and functions, e.g., staffing pattern, time and motion study, etc.

The specific services and tasks include:

Pre-Implementation phase:

Attend meetings with HRODF and DEpED ARMM for project mobilization,

identifying targets/ objectives, expectations, etc.

Review relevant materials (Republic Act 9054, ARMM Basic Education Act

of 2010 (MMA2010), current DepED ARMM strategic direction and

priority thrusts, existing organisational structure, Bangsamoro

Development Plan, PATHWAYS Program Investment Design, etc.)

Research and identify model organisational structures (on education

agencies) in other Asian countries (example, Malaysia, Indonesia) that

may serve as possible benchmark structure

Visit and meet with key concerned officers of oversight agencies (CSC,

DBM, DepED national agency, ORG), generate materials and other

information relevant to this TA.

Finalise the design and workplan (collaboratively with DepED ARMM and

HRODF); workplan shall take off from the design submitted by the LSP

during the bid process. The plan shall include approach and methodology,

strategies (schedule of activities - GANTT Chart), risk management Plan

and change management plan (to generate buy-in of output from DepED

ARMM).

Actual Implementation:

Conduct of activities indicated in the Workplan; conduct meetings (among

others - orientation, consultation, validation, presentation of initial

results/outputs, etc.) with stakeholders; prepare outputs, namely:

o Analytical Report on current DepED ARMM organisational

structure, how services are delivered, relationships between

DepED ARMM regional office and divisions, and ARMM region

and DepED National, effectiveness and impact on organisational

and employee performance, emerging demands brought about by

the Bangsamoro developments impending rationalization plan,

stakeholders and clientele demands (on delivery of mandated

services)

o Skills Audit and number(salary grade) of current HR complement

(Regional office and the sample divisions)

o Proposed organisational structure (DepED ARMM


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Post Implementation phase:

Conduct debriefing meeting/s with DepED ARMM management and

HRODF and DFAT

Update HRODF on activity progress and any critical feedback

Document and evaluate the implementation of activities and conduct

debriefing for DepED ARMM, DFAT and HRODF

Write completion report and other required reports/outputs. These shall

be submitted to the Facility as part of the final deliverables.

TEAM MEMBER QUALIFICATIONS

A core technical team shall be organised composed members (3-4) with the following

qualifications:

o At least a ten-year experience in organisational reviews, analysis and designing

o At least seven-year experience in organisational development and change management

o Familiar with Mindanao, Muslim Mindanao realities, cultures and dynamics;

experienced in dealing with various stakeholders and their situations.

o Experienced in process documentation (plus factor – skills in using photo and video formats)

The technical team shall be supported by an appropriate admin/logistics staff oganised by

the LSP.

Duration & Fees

The engagement shall commence in December 2016 and will end in 1st week of April 2017.

Professional Fees. The total fees shall to be paid shall be Philippine pesos and not exceed:

Australian dollar: One Hundred thousand & 00/100 (AUD 100,000.00) gross and VAT included,

which shall cover all pre-implementation, actual delivery and post implementation phases.

This shall include:

Central/Regional office and sample divisions, example, – large:

Maguindanao, medium: Tawi Tawi, and small: Marawi City),

functions, staffing pattern/plantilla of positions staffing

pattern); strategies to prepare the organisation implement

improvements

Update progress and status of target outputs


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Costs for travel (from work station to DepED ARMM and vice versa), team’s travel insurance, food and accommodation during the conduct of activities

Materials, printing and packaging of reports and outputs Professional fees of the LSP and its team members All other costs associated with the conduct of this activity (program delivery cost)

The fees shall be paid according to the schedule of deliverables shown below:

Outputs Due Date % of Fees Due

Signed contract Detailed workplan (with GANTT chart and

target outputs)

1st week of December 2016

30%

Conduct of the activity Draft outputs

1st week of March 2017

45%

Final outputs Completion Report

1st week April 2017

25%

Total

100%

Security Declaration

The Consultant shall be responsible for preserving the security and confidentiality of all

classified matter which may be imparted or entrusted to him/her as a result of this

endeavour.

Declaration of Ownership

All outputs, records and other documents from the technical assistance shall, for all intents

and purposes, be owned solely by the Department of Education-Autonomous Region in

Muslim Mindanao and the HRODF.


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Attachment 1 The Department of Education in the Autonomous Region in Muslim Mindanao (DepEd ARMM) current Strategic thrusts. Mandate: Establish, maintain and support a complete and integrated system of quality education that is meaningful, relevant and responsive to the needs, ideas and aspiration of the people in Muslim Mindanao

VISION:

DepED-ARMM is nurtured by competent workforce, producing multi-literate learners towards

an inclusive and progressive Bangsamoro Society. (drafted in 2014)

MISSION: To provide a regional basic education system that is inclusive, equitable and responsive to the regional needs and to prepare multi-literate learners for productive and useful lives. CORE VALUES: Maka-Diyos ,Maka-Tao, Makakalikasan, Makabansa ---------------------------------------- The ARMM Regional Government (ARG) has put high priority on basic education with the

legislation of the ARMM Basic Education Act of 2010. The Law aims to strengthen the capacity

of DepEd-ARMM to deliver a relevant education system. A 5-year Basic Education Strategic

Plan (2016-2021) was developed through the conduct of Program Implementation Review (PIR)

and intensive consultation workshop across the nine (9) schools division of ARMM. The

strategic plan focused on the three (3) strategic directions to work on such as ACCESS, QUALITY

and GOVERNANCE.

For ACCESS, the Plan targets to:

3% increase per year in the enrolment of Kindergarten and elementary schools;

2% per year increase in the enrolment of secondary schools

50% of school-less barangays (that are eligible for the establishment of schools)

provided access to annex or primary schools

5% increase (per year) in the enrolment of out-of school children and youth in

the ALS and ADM Programs


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80% of Grade 10 completers in public schools enrolled and completed senior

high school

5 SPED centers established and functional in the provinces of ARMM.

QUALITY:

20% cumulative increase in the NAT G6, NAT10 and LAPG

75% of students taking NAT and LAPG reach mastery level in core learning areas

10% increase in learners participation in sports competitions; arts and designs

program and activities

Improved competencies of 80% of teachers teaching core learning areas

GOVERNANCE:

Fully functional HRIS database and operational HR systems in accordance with

Civil Service PRIME

100% implementation of all teaching and non-teaching professionals

development programs implemented

Structured mechanism and processes of education date management and

engagement of external validating team; 90% consistency of EBEIS and LIS data

in both electronic and printed copies

100% of public elementary and secondary schools allocated with MOOE

10% increase in parents and stakeholders participation in school programs and

activities; 100% of schools with functional PTA; 75% of districts with functional

Local School Boards


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Attachment 2 Current Organisational Structure and Description of Functions of the Offices

OFFICE OFFICE FUNCTION

Office of the Regional Secretary

Advise and update the Regional Governor on the status of the regional basic educational system in terms of progress, priorities, needs, problems, and requirements, and recommend measures to resolve the same;

Promulgate and issue educational guidelines, policies, instructions, administrative orders, circulars or memoranda;

Consult and coordinate with the Local Government Units, and advises the national Department of Education on matters relating to education in the region by continued participation in relevant national Department of Education policy and decision-making activities, bodies and committees as prescribed in R.A. 9054;

Responsible and accountable to the Regional Governor and the


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Regional Assembly for ensuring that the functions and programs of the DepEd-ARMM are carried out, and for the quality assurance of those functions and programs;

In accordance with Section 19, Article VII and other pertinent provisions of RA 9054, appoint the personnel of the Department subject to Civil Service laws, rules and regulations, except teachers and non-teaching personnel in the Division who may be appointed by the Schools Division Superintendent upon his expressed authority;

Responsible and accountable to the Regional Governor and the Regional Assembly for ensuring that funds are received and disbursed in a transparent and proper manner and are liquidated promptly, and that the DepEd-ARMM operates within its budget;

Exercising disciplinary authority subject to civil service laws, rules and regulations and procedure.

Assistant Secretary for Academics

Assist the Regional Secretary in the general supervision direction, evaluation, and coordination of academic programs of the DepEd-ARMM ;

Assist in the implementation of policies, programs rules and regulations of the DepEd-ARMM;

Oversee the preparation of plans, annual and other periodic reports on academic matters;

Oversee and supervises the Curriculum and Textbook Development Services and its support Materials Development Center;

Assist in the preparation of annual school calendar

Assistant Secretary for Special Programs & Projects

Assist the Regional Secretary in the implementation of the DepEd-ARMM Programs and Projects;

Oversee and monitor all local and foreign assisted projects proposed and implemented in the regional, division and school levels;

Establish linkages with the other GOs, NGOs and other stakeholders;

Map and identify donor funded projects which are implemented in the region

Undersecretary for Madaris

Assist the Regional Secretary in the implementation of Madaris Plans, Programs and Projects of the DepEd-ARMM;

Assist the Regional Secretary in the general supervision direction, evaluation, and coordination of the Madaris plans, projects and programs of the DepEd-ARMM;


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Implement policies, programs rules, and regulations of the Bureau of Madaris Education;

Oversee the preparation of plans, annual and other related reports of the Bureau

Assistant Secretary for Operations

Assist the Regional Secretary in the supervision, direction, evaluation, and coordination of administrative & financial programs of the DepEd-ARMM;

Assist in the implementation of policies, programs, rules and regulations of the DepEd-ARMM related to financial and administrative matters;

Oversee and review the preparation of budgetary plans, annual, financial work programs, and other periodic reports

Bureau of Elementary Education

Formulate, develop and evaluate plans, educational standards, curricular designs, textbooks and other instructional materials, and Islamic values;

Implement a capacity development program for elementary school teachers;

Conduct periodic supervision and inspection of elementary educational institutions to ensure that educational standards are met and complied with

Bureau of Secondary Education

Formulate, develop and evaluate plans, educational standards, curricular designs, textbooks and other instructional materials, and Islamic values;

Implement a capacity development program for secondary school teachers;

Conduct periodic supervision and inspection of secondary educational institutions to ensure that educational standards are met and complied with

Bureau of Alternative Learning System

Provide alternative learning systems (informal education) aimed at attaining specific learning objectives for a particular clientele, especially the unschooled, illiterates and out-of-school youths and adults, including those run by the ‘A & E system’, indigenous informal education and various creative learning programs;

Provide pathways into alternative learning systems for those who do not successfully complete their schooling;

Provide a program to raise the level of literacy of the population, in


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order to allow them to become citizens who can fully and knowledgeably participate in modern Philippine society and achieve greater employment opportunities and economic productivity;

Provide pathways from alternative learning system into mainstream education programs, including, technical-vocational, and higher education, for those who have demonstrated equivalency through recognized examinations or other recognized means;

Provide special education for differently-abled persons, who need modified teaching methods to develop their mental and/or physical capacity to the maximum

Bureau of Physical Education & Sports Development

Formulate, develop and evaluate plans, programs, curricular designs and instructional materials for physical fitness and sports development;

Provide, devise and update training programs and courses for physical education teachers;

Coordinate with the other agencies of the government on their physical fitness and sports development programs;

Propose and initiate the implementation of plans to set up sport centers and facilities, including the procurement of athletic equipment

Bureau of Administrative, Finance & Other Support Services

Supervise and coordinate the administrative and financial functions in the department;

Direct the general services functions on personnel administration, financial transactions, and legal, records, property, cashiering, custodial and security works;

Implement laws, policies, programs, rules and regulations on administrative and financial functions;

Oversee all personnel transactions including appointments, leaves, transfers, resignations, separations and other related matters;

Direct and supervise the collection and disbursement of public funds in the department;

Oversee the procurement and distribution of books, supplies, materials, and equipment, subject to existing accounting and auditing rules and regulations;

Prepare memoranda, office orders, communications, and other matters pertaining to administrative and financial policies;

Conduct or act as consultant and/or resource person in in-service trainings, seminars, workshops, and other related administrative and


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The Undersecretary for Madrasah Education supervises the Bureau of Madrasah Education (BME). The

Assistant Secretary for Academics supervises the Bureau of Elementary Education (BEE), Bureau of

Secondary Education (BSE), Bureau of Alternative Learning System (BALS) and Bureau of Physical

Education & School Sports (BPESS). The Assistant Secretary for Special Programs and projects

spearheads and supervises the specials programs and projects initiated by the regional government as

well as foreign assisted projects. While the Assistant Secretary for Operations supervises the

administrative functions, oversees and controls the financial management aspects of the department.

There are also specialized offices such as the Office of Planning Services (OPS), Action Center for

Education (ACE), Regional Information Office (RIO) and the Legal Section that are under the direct

supervision of the Regional Secretary. It should be noted that DepEd ARMM organizational structure

does not have a human resource management office (HRMO). Human resource management is

considered a Personnel function. The organizational structure is shown in Figure 1

The nine (9) divisions are divided into four (4) types: Type 1: Provincial division like Sulu and Tawi-Tawi

that covers the entire province; Type 2: Sub provincial division like Lanao Sur I and II, Maguindanao I

and II, where the province is divided into two, along congressional district line; Type 3: Pseudo-provincial

division like Basilan wherein the provincial capital town, Isabela, is a division on its own and is part of

financial matters;

Recommend periodic, annual and other required administrative and financial related reports

Office of Planning Service

Plan, direct and supervise the Planning Services Staff in the performance of their duties;

Supervise the collection, processing and dissemination of Basic Education Information System (BEIS) and Madrasah Information System (MIS);

Supervise the establishment and operation of a management information services;

Recommend policies to Senior Regional/ Divisional Management on programs and project implementations;

Prepare educational statistics to be used as basis for the formulation of policies, plans and budgetary proposals;

Supervise the conduct of educational researches undertaken by the OPS

Direct and supervise the preparation of the Regional Basic Education Plan;


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Region IX; and Type 4: City division like Marawi and Lamitan Cities.

There are fourteen (14) Education Program Supervisors in charge of the K to 12 learning Areas and

Program Coordination. Under the direct supervision of the Schools Division Superintendents (SDS) are

the Division Planning Section and Division Health and Nutrition Section. The administrative support

functions are provided by a small team of administrative officers, administrative assistants and

administrative aides.

Each elementary district is composed of one (1) central school and a number of elementary and primary

schools. The elementary schools (total enrollment as of School Year 2016-2017 is 594,16400 pupils) and

secondary schools (total enrollment as of School Year 2016-2017 is 138,821 students) are under a

school head, either a full-fledged Principal or Head Teacher; while incomplete schools and primary

schools are headed by a teacher-in-charge.

The Basic Education Act for ARMM (2010) stipulated that DepEd-ARMM will have the same curricular

years as that of the national educational system but may adopt a 2-year preschool education or

additional one year grade level. It also stipulated that Filipino and Islamic values will be incorporated in

the Makabayan subject (Social Studies) and that Islamic Values will be taught as a separate subject. The

Act defined the policies for basic education governance in ARMM which are patterned on the

decentralization policies of the national government. The Act stipulates that the regional government will

accord top priority to the establishment and maintenance of a complete and integrated system of

education

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