Topic 2 - BPLS Staandards

PROCESS MANAGEMENT

SESSION 1

Ma. Fatima H. SantiagoLGOO II, DILG

WHAT IS A PROCESS?

THE RESTAURANT

PROCESS

Typical Restaurant Process

ArriveWait tobe seated Order Eat Pay Leave

The Restaurant Process if full

Arrive Wait tobe seatedOrder Eat Pay Leave

The Restaurant Process with Reservations

ArriveCall for Reservations

Order Eat Pay Leave

The Takeout Restaurant Process

Arrive Order Eat Pay Leave

A process can be altered, depending on the situation.

“ A business process is a collection of related, structured activities or tasks that

produce a specific service or product (serve a particular goal) for a particular

customer or customers.”

Further, a process..

It involves people.It involves a particular task.It has in inputs and outputs.Usually connects to other processes.

It’s everything we do!

IT’S HOW WE DO WHAT WE DO.

The Guiding Principles of Process ManagementHammer (2010)

• All work is process work• Any process is better than no process

• A good process is better than a bad process

• One process version is better than many

• Even a good process must be performed effectively

• Even a good process can be made better

• Every good process eventually becomesa bad process

Process Selection

WHAT TO CHANGE?

PICK Chart

HARDto implement

EASYto implement

BIGpayoff

SMALLpayoff

Implement Possible

Challenge Kill

THREE THINGS TO CONSIDER

Dysfunction

Importance

Feasibility

Why change an existing process?

“Unless you change the process, why would you expect the results to change?”

BPLS STANDARDSSESSION 2


WHAT IS THE BASIS OF THE SET STANDARDS?

Optimum mix

Global Competitiveness

Performance Indicators.

Field Experience

KEY FEATURES OF THE STANDARDS

The BPLS Unified Form

Number of signatories

The steps

Processing Time


The BPLS Unified Form

The BPLS unified form contains the information needed to complete the registration process and facilitates exchange of information among LGUs and national government agencies.

The only alteration to the unified form allowed is addition to it.

Mandating a unified form entails eliminating the many forms that an applicant needs to fill-up repeatedly in the LGU offices.

All cities and municipalities shall use a single unified form in processing new applications for business permits and business renewals.


Number of signatories

Signatories refer to the final approving authority or authorities whose signatures are affixed to a business permit or Mayor’s Permit to make the document legal and binding under the law.

Reducing the number of signatories is a key reform that makes streamlining possible.

The ARTA limited to five the number of signatories for new or renewal of business permit.


The steps

A step refers to an action or actions that applicants and/or government agencies undertake as part of the process of applying for and/or processing business permits and licenses.

A step is considered a step if there is interface between the client and LGU/ Government personnel. It should create an output, and lead to another step.

The 5 Steps per JMC on BPLS Standards:

1 Securing an application form from the city or municipality;

2 Filing or submission of the accomplished application form with attached documentary requirements;

3 One-time assessment of taxes, fees and charges;

4 One-time payment of taxes, fees and charges;

5 Securing the Mayor’s Permit upon submission of Official Receipt as proof of payment of taxes, fees, and charges imposed by the LGU.


Processing Time

Processing time refers to the time spent by an applicant from the submission of the application form to the LGU to receipt of the business permit.

Such period consists of transaction time, waiting time, and travel time within the site provided by an LGU for business registration.

According to ARTA, processing time of complex transactions differ from simple ones.

To sum it up, the BPLS Standards for processing time, steps, signatories and unified form per

JMC 01-2010 is as follows:

NEW

10 Days5 Steps

5 Signatories 1 Unified Form

1 Payment

RENEWAL

5 Days5 Steps

5 Signatories 1 Unified Form

1 Payment

THE SIMPLIFICATION PROCESSSession 3


How do we recognize the need for simplification?

If you answered yes to any of the previous questions, your LGU can still improve your

business registration process.

How do we start?PRE-STREAMLINING ACTIVITIES1

A. Orientation of Key Stakeholders on the Rational of BPLS Reform.

B. Obtaining Commitment to Undertake BPLS Reforms.

The commitment and support of key stakeholders is obtained after the orientation in the form of a Memorandum of Agreement (MOA) among the Mayor, the DILG and DTI that will bind the LGU to undertake the full process of instituting BPLSreforms (see Annex 3). The Vice Mayor, the Ways and Means Committee Chairman of the Council and the Treasurer, who are key participants of the BPLS streamlining initiative, will sign as witnesses.


C. Organizing Key Working Groups

C.1. Technical Working Group (TWG)

BPL Office, the City/Municipal Treasurer’s Office, the City/Municipal Planning Office, the Chairman of the Committee on Ways and Means of the Local Council, Office of the Building Official, Bureau of Fire Protection, and the City/Municipal Health Office.

STEER THE IMPLEMENTATION OF THE BPLS REFORM PROCESS



C. 2. Private Sector Team (PST)

Since the standards adopt the applicant’s perspective, the LGU needs to form a private sector team to provide this perspective and balance insights from the LGU as the work progresses.

SHARE THEIR EXPERIENCE IN BUSINESS REGISTRATION DURING THE DIAGNOSIS STAGE AND PROVIDE FEEDBACK AND IDEAS.



C. 3. Creation of Information, Education and Communication Team (IEC)

The IEC team is created by an Executive Order or an Ordinance. The JIT plus the communications group of the LGU, with the BPLO as coordinator can constitute the IEC team.

CREATE FAVOURABLE PARTNERSHIP BETWEEN THE LGU AND THE BUSINESS SECTOR AND WILL MAKE THE BPLS REFORM ENVIRONMENT TRANSPARENT, PREDICTABLE, AND COMPREHENSIBLE, CUSTOMER FRIENDLY AND CLEAR.

How do we start?

DIAGNOSIS2It is good practice to start the diagnosis for

improvement after the working groups are in place. This ensures comprehensive coverage and cooperation in the review of the process and revenue aspects of BPLS process.

MOST IMPORTANT PART OF THE PROCESS.

How do we start?A. Preparing the BPLS Process table.

PROCESS TABLESTEP No.(1)

Name of the Step

(2)

Purpose(3)

No. Of Forms

(4)

Document/s Needed

(5)

Cost (6)

Office (7)

Location (8)

No. Of Signato-ries (9)

Action (10)

Time to Process

(11)

Output (12)

How do we start?B. Assessing the BPLS Process

AREAS FOR CONCERN

EXISTING PRACTICE

BENCHMARK STANDARDS

IDENTIFIED GAPS

AREAS FOR REFORMS

REFORM STRATEGY

STEPS 5

DOCUMENTS

SIGNATORY 5

TIME 10

How do we start?

DESIGN3A. Preparing the Action Plan

Reform Strategy

Specific Activity

Expected Results

Date of Implemen-

tation

Responsible Units/ Person

Resources Needed

Support Needed

List from previous exercise

What steps to take?

What will result from the steps?

When are activities to be

done?

Who is on top? What are the inputs

needed?

What external/ internal

supports to do this?

How do we start?

INSTITUTIONALIZATION4A. Getting Commitment to the BPLS Reforms

Now that the team has a design for a streamlined process, it must work towards the formalization or institutionalization of the design.

B. Legal Institutionalization

B.1. Executive Order (EO) which gives legal basis for the implementation of the proposed reform.

B.2. City Ordinance (CO). This transforms the reform into a city ordinance.

How do we start?

IMPLEMENTATION5A. Presentation of the Action Plan

As good practice, it is always beneficial to begin implementing the plan by presenting the action plan to the key stakeholders. After presentation, it is also, a good practice to get the key stakeholders to sign the plan.

B. Designing the Business One-Stop Shop (BOSS)

C. Computerization of BPLS Operations

D. Preparing a BPLS Communication Plan

E. Training Frontline Personnel in Customer Service

How do we start?

SUSTAINING REFORMS6

A. Putting in Place Monitoring and Evaluation System

It is important to put in place the monitoring and evaluation (M&E) system as a mechanism to sustain implementation of the reforms .

B. Capability Building and Strengthening

Building and strengthening of BPLS capability has two facets, namely, the aspect of institutionalizing reforms and the aspect on personnel development.

THE CHALLENGE

Streamlining the business registration process is not an easy undertaking. One of the key requirements for success is the commitment of all people in the local government. It is not just the political will of the leadership, but the collective will of the public servants.

Documents

Topic 2 - BPLS Staandards