Area I
Governance and Management
Message of Commitment
Warmest congratulations and sincere appreciation to everyone who contributed to the preparation and packaging of Area I – Governance and Management.
The coverage of Area I focuses on Governance and Management, highlighting the actual practices, systems, processes, and day-to-day operations of DEBESMSCAT. It presents how the Institution translates its policies, plans, and governance mechanisms into actual practices and how these contribute to effective, participatory, transparent, and accountable institutional management.
As Area Chair, I would like to sincerely acknowledge and appreciate the valuable efforts and commitment of all the concerned offices, unit heads, faculty and staff, and document owners who provided the necessary documents, MOVs, narratives, and supporting evidence.
Let us continue to work together and confidently showcase the good governance practices and accomplishments of DEBESMSCAT.
Maraming maraming salamat po sa inyong lahat, and congratulations to the Area I Team! 🙏👏
Padayon, DEBESMSCAT!
Dr. Erwin H. Malto
Vice President for Administration and Finance
Institutional Portfolio
Institutional Portfolio
Read it as a bound document, or open the file itself.
Evidence & Ratings
How this area is assessed
Each parameter is judged on its systems, how they are implemented, and what they achieve. Against every indicator is the rating the area gave itself and the document that evidences it.
2.93
Overall mean rating
A Governance – Organizational Structure 3.06 13 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 The governance of the institution is clearly defined in the organizational structure. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 The powers, functions/duties and responsibilities of key officials are clearly delineated. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.3 Administrative and academic councils/bodies exist to assist in decision - making as defined in the organizational structure. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The policy - making body demonstrates strong leadership and supports the institution’s programs and operations. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 The key officials follow the functional relationship structure in decision - making. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 The organizational structure is used in defining the lines of communication and coordination. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.4 The Administrative and Academic Councils function effectively. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 Functions of various units and implementation of programs and projects are well-coordinated. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 Conflict in administrative jurisdictions and official relationships are minimal. | 4 | Click to view MOVs attached (opens in a new tab) |
| O.3 Stakeholders feel satisfied in the management of the institution. | 4 | Click to view MOVs attached (opens in a new tab) |
| O.4 Stronger cooperation and coordination among individuals and units are observable. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.5 The governing body demonstrates integrity and objectivity in all transactions in the pursuit of the mission of the institution. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.6 Various stakeholders express satisfaction with openness and transparency in the dissemination of the Governing Body’s decisions. | 2 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.17 | |
| Parameter mean | 3.06 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
B Probity 2.92 9 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 Guidelines and protocols are in place. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 Major policies and decisions are available. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.3 Members of the organization articulate/describe guidelines and practices, or state where they can be found. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The organization follows institutional processes with respect to governance because members of the Governing Body and Management were selected based on clear guidelines and procedures. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 Administrators clearly articulate, follow, and implement the policies and guidelines set by the Governing Body. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 The organization follows well-defined lines of communication in the transaction of business and in its daily operations. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.4 Stakeholders receive timely information on policies, guidelines and major decisions of the Governing Board and/or Management. | 2 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 2.75 | |
| Outcome/s | ||
| O.1 Stakeholders find Governing Body’s decisions fair and transparent. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 Management and other stakeholders are able to make sound decisions or take appropriate actions. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 2.92 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
C Governance – Strategic Vision 2.93 13 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 The management is guided by a well-defined institutional vision and mission, which are in consonance with regional, national, global trends, goals and objectives. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 There is a strategic plan of the institution, which was approved and supported by governing body. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.3 The strategic plan is consistent with the institutional vision/mission. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.4 There are indicators for the goals/objectives of the strategic plan. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.5 The plan articulates the means to reach the goals, including human, financial, and physical resources needed in the implementation. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.6 Planning system is in place. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 Planning procedures are followed. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 The implementation of the strategic plan is anchored on the Institutional mission. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 The institution implements the Strategic Plan and periodically evaluates it. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.4 Stakeholders support the Strategic Plan because various sectors took part in putting it together. | 2 | Click to view MOVs attached (opens in a new tab) |
| I.5 Programs and projects geared towards achieving the institution’s vision and mission are clearly planned, implemented, monitored, evaluated and continuously improved. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 2.80 | |
| Outcome/s | ||
| O.1 The Development Plan is well-implemented. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 There is a demonstrable information to indicate continual stability of, and confidence in, the institution’s ability to pursue its mission. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 2.93 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
D Governance – Accountability 3.07 12 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 There are written policies and guidelines in the use of various funds. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 There are systems for monitoring and evaluation to ensure compliance with laws and rules on government expenditures. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.3 Stakeholders are aware of the laws and rules on Government Expenditures. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The HEI follows the processes set in the internal control system to ensure accountability. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 Appropriate actions are done to address findings in internal/external audit reports performed by appropriate internal audit office, the COA and other external independent bodies. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 Funds provided by agencies and individuals are used for the intended purposes, with the Governing Body ensuring the proper use and monitoring of results. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.4 The Administration ensures that funds are allocated in accordance with the approved budget of expenditures, and under specified terms and conditions. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 Fund utilization is effective. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 Accounting of funds is robust. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3 There is unqualified Annual Audit Report. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.4 Disallowances are minimal. | 4 | Click to view MOVs attached (opens in a new tab) |
| O.5 Required reports are prepared and submitted on time. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.20 | |
| Parameter mean | 3.07 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
E Governance – Awareness and Management of Risk 3.00 7 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 The unit heads are fully aware of the risks encountered in management. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 A finance team studies, manages, and evaluates major financial investments. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The financial timeliness is regularly observed. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 The Institution conducts Risk Assessment and Risk Response activities. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 The Institution implements its financial strategy and spends its operating and budget through well-defined processes and administrative structures. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 The HEI is solvent, financially stable, and sustainable because of appropriate systems and structures that safeguard its assets. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 The financial sustainability of the HEI results from the effective and efficient fiscal management of persons/teams clearly designated by the governing body. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 3.00 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
F Governance – Effective Monitoring of Performance 2.67 10 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 Programs are kept current and relevant because the governing body is involved in their approval, performance, and monitoring. | 3 | — |
| S.2 There is a scheme of periodic monitoring of fund utilization with planned activities. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The schedule of implementation of projects are duly followed together with the corresponding financial timelines. | 2 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 2.00 | |
| Outcome/s | ||
| O.1 There is a culture of quality manifested by the regular monitoring of the performance of the HEI against its planned strategies and operational targets. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 Programs are kept current and relevant because the governing body is involved in their approval, performance, and monitoring. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3 Institutional sustainability is promoted through: | 3.00 | Click to view MOVs attached (opens in a new tab) |
| O.3.1 the strategic management of the institution’s land, buildings, facilities and other resources; | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3.2 the institution’s employment policies; | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3.3 arrangements for consideration of student grievances, and student discipline; and | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3.4 procedures to safeguard the health and safety of employees, students, and other individuals while they are in the institution’s premises, or in other places where they may be affected by its operations. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 2.67 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
G Management and Financial Control 3.00 10 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 There is a sound system of management and financial control. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 A mechanism for effective monitoring and control of income-generating projects is in place. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 Policies and systems of financial management and control are developed and implemented with the involvement of administrators, faculty, and, where appropriate, students. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 Concerned officials, faculty, staff and students participate in budget preparation, allocation, management and control. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 Resources are allocated to authorized expenditures to implement academic programs, research, extension and other projects as included in the institutions program of expenditures. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.4 The institution is able to communicate with its key stakeholders. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 Operations are efficient, effective, and responsive to challenges and changes. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 The budget of the institution is well-prepared, judiciously allocated, effectively utilized, clearly accounted and fairly audited. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3 Systems and processes reflect sound management, financial control, and quality assurance. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.4 Stakeholders are satisfied with the governing body’s and management’s implementation of their commitments. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 3.00 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
H Enabling Feature – Use of Information and Communications Technology in Management 3.00 7 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 The institution makes effective use of information and communications technology to manage its operations and academic affairs. (Separate from ICT for learning) | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 There is a responsive link between ICT systems of administrative and academic offices to ensure optimal communication and use of information. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The use of ICT resources makes it easier and more efficient to manage operations, including accounting, HR, purchasing, etc. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 The HEI uses the Management Information Systems (MIS) to enable it to be more efficient in the management of student and faculty records, as well as in planning for, and implementation of academic programs, budget, etc. | 3 | — |
| I.3 Staff, faculty, and administrators are proficient in ICT, with the HEI providing training and/or support. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 Technologically enhanced system of communication enhances management coordination and cooperation. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 The institution projects the image of a modern technologically enabled academic institution. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 3.00 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
I Resource Generation Strategies 3.00 9 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 There are mechanisms for the institution to actively appraise potential sources of additional resources to support its development plans. | 3 | Click to view MOVs attached (opens in a new tab) |
| S.2 The institution has viable and sustainable income-generating projects to support and augment the regular budget appropriated by the government. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The HEI implements its development plans, supported by viable, sustainable, and appropriate resource generation strategies. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.2 The institution generates resources to supplement its tuition and other income. | 3 | Click to view MOVs attached (opens in a new tab) |
| I.3 The HEI avails itself of resources through its links with government and non-government agencies in the Philippines and overseas. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 The resource generation initiatives are sustainable, with the HEI taking a prudent attitude toward the management of risk. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.2 Funds and other resources derived from specific projects produce the outcomes specified by the funder. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.3 The monitoring and evaluation of resource generation activities enable the HEI to enhance further initiatives. | 3 | Click to view MOVs attached (opens in a new tab) |
| O.4 Adequate resources plowed into the institution to augment government subsidy. | 3 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 3.00 | |
| Parameter mean | 3.00 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |
J Other Enabling Features 2.67 3 indicators
| Indicator | Rating | Means of Verification |
|---|---|---|
| System — Inputs and Processes | ||
| S.1 The HEI has other features that enable it to achieve its goals. | 3 | Click to view MOVs attached (opens in a new tab) |
| System — Inputs and Processes mean | 3.00 | |
| Implementation | ||
| I.1 The enabling features are fully used to enhance efficiency and effectiveness of administration. | 3 | Click to view MOVs attached (opens in a new tab) |
| Implementation mean | 3.00 | |
| Outcome/s | ||
| O.1 A high-tech administrative machinery. | 2 | Click to view MOVs attached (opens in a new tab) |
| Outcome/s mean | 2.00 | |
| Parameter mean | 2.67 | |
| Best Practices | Click to view MOVs attached (opens in a new tab) | |