PPSMU
(Provincial Police Strategy Management Unit)
I. UNIT DESCRIPTION
Since the inception of the transformation agenda known as PNP P.A.T.R.O.L. Plan 2030: The Peace and Order Agenda for Transformation and Upholding of the Rule of Law in 2014, Cebu Police Provincial Office is continuously embarking on a transformation journey to attain its vision of becoming a highly capable, effective and credible police service.
The Provincial Police Strategy Management Unit serves as Cebu PPO’s Lighthouse for Transformation. Established to comply with the PNP PGS, it is an indispensable governance structure, along with the Technical Working Group (TWG) and Provincial Advisory Council (PAC) to monitor, coordinate and integrate all strategic initiatives of Cebu PPO.
A. Date of organization/formalization
In order to make the transformation journey a reality, there is a need to develop transformation champions and lead P.A.T.R.O.L.ers to advocate the PNP P.A.T.R.O.L. Plan 2030. As such, Cebu PPO created the PSMU on March 10, 2014 by virtue of Special Order No. 72 and the Technical Working Group (TWG) on March 3, 2014 as a requirement for the Initiation Stage.
The composition of the structures was updated by virtue of Special Order Nos. 9 and 10 which were issued on January 20, 2017 to comprise members of the PPSMU and TWG, respectively, to fulfill the requirements for the Compliance Stage.
Special Order No. 272 dated July 23, 2018 and Special Order No. 208 dated June 14, 2018 were then issued to update the composition of the members of the PPSMU and TWG, respectively, in compliance to the Proficiency Stage.
B. Functions
1. Scorecard Management
The PPSMU manages the implementation of the PNP P.A.T.R.O.L. Plan 2030 through its scorecard management functions. Specifically, it involves
a. Strategy Development involves the following activities:
a.1 Formulation and updating of strategy;
a.2 Identification of key priorities and issues; and
a.3 Translating the strategy for sustainable execution.
b. Strategy Communication involves the following specific activities:
b.1 Implementation of the Strategic Communications Plan. With the issuance of LOI No. 02/2012, with the subject, Communications Plan “PNP P.A.T.R.O.L. Plan 2030: Peace and Order Agenda for Transformation and upholding of the Rule of Law”, it aims to generate awareness and understanding of the strategy, and promote governance principles. The PPSMU assists the PCAB in the implementation of a comprehensive communication and education process through a Communications Plan/Implan.
b.2 Alignment of functions and accountabilities is seen with the cascading of the first level strategy to key lower-level units for strategy implementation. Through cascading, lower level units must be able to produce their respective scorecards/dashboards that combine strategy with operations and serve as the units’ performance commitments.
In line with such goal, the PPSMU, with the TWG and PAC will continuously conduct series of seminars, information drives and other related activities to city and municipal police stations to ensure that strategy is understood in all levels.
b.3 Initiatives Management is essential in the identification and management of key strategic initiatives to attain strategic objectives of the organization. Programs, projects and activities are carefully identificed and subsequently prioritized according to their strategic impact on the attainment of the PNP Vision.
The establishment of a strategic initiative needs Initiative accountability system, Initiative progress report and feedback mechanism, Initiative implementation support system, and Initiative implementation timeline.
2. Organizational Alignment
Another PPSMU function is to ensure that the organization is aligned to strategy. This entails alignment in terms of Objectives, Budget, Human Resources and Information Technology.
a. Alignment of Objectives refers to the consistency of organization’s strategic objectives down to the operating and tactical levels.
b. Budgetary Alignment entails effective strategy execution requiring that strategic initiatives must have concrete budgetary allocation to ensure implementation. The PPSMU in coordination with Finance ensures that budgetary allocation is linked with initiatives or PPAs.
c. Human Resource Alignment entails not only alignment of strategic partners and strategy management units but also the alignment of the proficiency, performance and commitment of the workforce. The PPSMU helps ensure that the Admin Scorecard show personnel placement based on established merit standards.
d. Information Technology Alignment. The PPSMU shall ensure that a dynamic ICT infrastructure is established to automate the necessary processes involved in the management of the Operational Dashboard.
3. Monitoring and Evaluation. The PPSMU oversees the strict implementation of the Operations Review.
Operations Review is conducted monthly to monitor and evaluate the performance progress as indicated in the CPPO dashboard. The PPSMU manage the conduct of ORs to check on the execution of specific plans or strategic initiatives in terms of timeliness and potential impact in the performance targets.
4. Secretariat. The PPSMU is the Secretariat to the PAC meetings and activities.
a. Prepare docket containing the agenda and the matter that may be referred for consideration by the AC. Classified matters shall be handled in accordance with existing laws, policies and regulations.
b. Maintains AC records and documents AC meetings, activities and accomplishments.
c. Ensure that the minutes of the meeting were taken and all discussions and resolutions were documented. Minutes of the meetings shall be submitted for review, approval and signature of the AC members.
d. Responsible for overseeing and administering AC activities and monitoring compliances.
e. Coordinate and ensure provision of necessary support to the AC.
C. Office Facility
Cebu PPSMU has a fully functional office, with the Office of the Deputy Provincial Director for Administration and Deputy Provincial Director for Operations rolled into one. It also serves as a conference room for the conduct of PPSMU, TWG and Operations Review, as well as Provincial Advisory Council meetings. The Office will soon be undergoing a major facelift, given the plans and proposal of the supportive Provincial Advisory Council and other stakeholders to sponsor the costs of the project, with the vision to have a modern PPSMU Office, with conference room and VIP lounge.
I. ADMINISTRATIVE PERFORMANCE
a. Organization Structure and Functions
The Organization Structure and Composition of the PPSMU is as follows:
a.1 The Chief, PPSMU exercises overall administration and supervision over the performance of PPSMU functions and is assisted by the Deputy, PPSMU. Specifically, the Chief, PPSMU performs the following:
1.1 Spearheads all the activities of the Office and reports to the Provincial Director the progress, updates, and requirements necessary to attain the vision of the PNP;
1.2 Recommends the convening of the TWG to discuss the execution of strategies being developed;
1.3 Provides administrative direction and control of all human, material and financial resources for the attainment of the mission and objectives of the PPSMU;
1.4 Provides leadership and direction in the development and execution of relevant programs and plans with the Chiefs of Office and other staff;
1.5 Presents the programs as well as position of the Office on various issues to different agencies, organizations and the general public;
1.6 Maintains, with the help of the staff, official records and documents and ensures compliances with the directives and issuances of higher offices;
1.7 Facilitates sound working relationships and collaborative arrangements with other PNP Units/Offices and personnel.
1.8 Performs other duties as directed by higher authorities.
a.2 The Deputy PPSMU supports and assists the Chief PPSMU in the overall supervision and administration of the PPSMU to ensure smooth operation and accomplishment of its mission. In the absence of the Chief, PPSMU, the task of providing leadership and direction to the PPSMU and other staff is delegated to the Deputy PPSMU. Moreover, the Deputy PPSMU assists the Chief in the development and execution of the PPSMU strategies, leadership and strategic direction for the PPSMU staff.
a.3 The Chief Clerk exercises general supervision, under the direction of the Chief, PSMU, pertaining to PSMU activities. Specifically, the Chief Clerk:
3.1 Keeps records or summary of documents.
3.2 Supervises the maintenance of file and record systems of PSMU activities.
3.3 Edits and countersigns memos and correspondence for approval of the Chief, PSMU.
3.4 Attends meetings or conferences.
3.5 Drafts memos or correspondence on matters pertaining to PSMU compliances and activities.
3.6 Plans, organizes, assigns and reviews the work of the staff.
3.7 Performs other duties as assigned.
a.4 Scorecard Management and Alignment
4.1 Conducts periodic reviews and evaluation on the scorecards of Offices and presents the findings to the members of the TWG for their application on the progress of PNP performance in the implementation of its strategy.
4.2 Recommends appropriate corrective actions to the TWG.
4.3 Monitors the compliance of the SMTs on the review and evaluation conducted on the operational and tactical dashboards of the CPPO and city/municipal police stations;
4.4 Ensures alignment of subsidiary strategy with the organizational strategy in scorecards, including alignment of financial and logistical resources, human resources, synchronizing requirements and activities of various offices to generate synergy;
4.5 Conducts on-site inspections to the different Strategy Management Units on the conduct of their operations reviews, and conducts regular meetings with the PSMUs in order to assist, coach, educate and train them on the process, methodology and tools in the review and evaluation of scorecards, in particular and of the PNP P.A.T.R.O.L. Plan 2030, in general;
4.6 Coordinates with the PCAB in monitoring the dissemination and implementation of the Communications Plan.
4.7 Performs other duties as assigned.