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CORPORATE GOVERNANCE SCORECARD REPORT

2020 GGS

CORPORATE GOVERNANCE  SCORECARD REPORT A

Name of GOCC::  Philippine Ports Authority

Sector : Utilities andd Information-Communication

Date Submitted  ; September 29,2021

Year Being Assessed: 2020 CGS

COMPONENTGOCC SUBMISSION
GRPITEMQUESTIONANSGUIDECOMPLIANCEANSREFERENCE LINK/SUPPORTING DOCUMENTS
I. Stakeholder Relationship     
I1.a Does the GOCC disclose a policy that: Stipulates the existence and scope of its effort to address customer's welfare?YThe GOCC must 1.) identify its stakeholders and 2.) state the policies that were created for the welfare of its customers.

The stated policies must not be ambiguous and should include their underlying principles and guidelines.

 
Section 39 of Revised PPA Manual of Corporate Governance identified and recognized its stakeholders from the three (3) sectors of society namely: Government, Business and Citizen or Civic sector. PPA Memorandum Circular No. 17-2001 was issued to improve the delivery of services, specifically on the area of orderliness, cleanliness and safety in the ports. PPA Memorandum Circular No. 11-2015 and 12-2015 established the Port Safety, Health and Environmental Management System (PSHEMS) Project at the Port of Batangas and Socsargen to continually improve the passenger terminal building operations, control and management in conformity with international best practices as well as with local and international statutory requirements and standards on safety, health and environment in order to enhance the well-being of its passengers, employees, port workers and stakeholders, to prevent accidents and pollution and to protect and conserve the environments.YRevised PPA Manual of Corporate Governance; PPA Memorandum Circular No, 17-2001; PPA Memorandum Circular No, 11-2015; and PPA Memorandum Circular No. 12-2015.
I1.b Does the GOCC disclose a policy that: Elaborates its efforts to interact with the communities in which they operate?YThe GOCC must clearly identify its policy on interacting with the communities around it.

The identified policy must not be ambiguous and should include its princples and guidelines.
Section 38 of Revised PPA Manual of Corporate Governance provides that PPA is inherently mandated to be socially responsible, to act and operate as good corporate citizen. The Board shall rerecognize and perform the obligations the PPA has towards the National Government, together with the employees, suppliers, customers and other stakeholders, and the communities in which it operates. PPA is also a member to various Regional Development Councils.YRevised PPA Manual of Corporate Governance
I1.c Does the GOCC disclose a policy that: Ensure that its value chain is environmentally friendly or is consistent with promoting sustainable development?YThe GOCC must clearly identify its policy on 1) keeping its value chain environmentally friendly or 2) promoting sustainable development.

The identified policy must not only show how the GOCC complies with existing environmental regulations but should also show how it employs value processes that reduce waste and damage to the environment. The policy should also not be ambiguous and should include its princples and guidelines.
PPA issued PPA Administrative Order No. 05-2018 or the Port Environmental Policy which is a policy based on the principles of environmental sustainability, compliance with environmental protection measures and standards, support of alternative sources of energy and implementation of energy efficient measures and the continuous education and capacity building of workers and stateholders. YPPA Administrative Order No. 05-2018; PPA Administrative Order No. 14 - 2020
I2.a Does the GOCC disclose the activities that it has undertaken to implement the abovementioned policies? (Customer health and safety)YThe GOCC must state the activities it has undergone during the year being assessed to implement its policies on customer health and safety.

The GOCC must state the dates when the aforementioned activities took place.
PPA issued PPA Memorandum Circular No. 02-2020 regarding the management port protocols in response to the COVID-2019.YPPA Memorandum Circular No. 02-2020; PPA 2020 Annual Report
I2.b Does the GOCC disclose the activities that it has undertaken to implement the abovementioned policies? (Interaction with the communities)YThe GOCC must state the activities it has undergone during the year being assessed to implement its policies on community interaction.

The GOCC must state the dates when the aforementioned activities took place.
The 2020 Annual Report with a theme Bayanihan sa Pantalan provides for activities that were undertaken with various stakeholders in the community to mitigate the effect of the COVID-19 pandemic. PPA has also set-up Malasakit Helpdesk in the ports nationwide to assist its stakeholders.YPPA 2020 Annual Report 
I2.c Does the GOCC disclose the activities that it has undertaken to implement the abovementioned policies? (Environmentally-friendly value chain)YThe GOCC must state the activities it has undergone during the year being assessed to implement its policies on promoting sustainable development and/or environmentally-friendly value chain.

The GOCC must state the dates when the aforementioned activities took place.
PPA Administrative Order No. 14-2020 dated December 18, 2020 was issued providing for mandatory tree and/or mangrove planting as a condition for the issuance of accreditation, certificate of registration, appointment, or award of contract or renewal/extension thereof.YPPA Administrative Order No. 14-2020
I3Does the GOCC have a separate corporate social responsibility (CSR) report/section or sustainability report/section?YThe GOCC must identify both (1) the social and environmental issues of its stakeholders and (2) the activities it undertook to address the said issues during the year being assessed.

No points will be given if only the stakeholders and their CSR issues are identified. 
Page 39 of the 2020 Annual Report provided for Corporate Social Responsibility (CSR) Statements YPPA 2020 Annual Report 
I4Where stakeholder interests are protected by law, stakeholders should have the opportunity to obtain effective redress for violation of their rights. Does the GOCC provide contact details via the company's website or Annual Report which stakeholders (e.g. customers, suppliers, general public etc.) can use to voice their concerns and/or complaints for possible violation of their rights?YThe GOCC must have contact details (phone number or email address) specifically for concerns and/or complaints.PPA website provided for feedback and redress mechanism under the PPA's Citizen Charter containing email addresses and hotline numbers.Yhttps://www.ppa.com.ph/?q=content/ppa-citizens-charter
I5.aPerformance-enhancing mechanisms for employee participation should be permitted to develop. Does the GOCC explicitly mention the health, safety and welfare policy for  its employees?YThe GOCC must clearly identify its policy on employee health, welfare and safety.

The identified policy must not be ambiguous and should include its principles and guidelines.
The 16th Collective Negotiation Agreement provided on the employee benefits, rights and privileges.Y6th Collective Negotiation Agreement
I5.b Does the GOCC publish data relating to health, safety and welfare of its employees?Y The GOCC must publish data related to health, safety and welfare of its employees such as, but not limited to, absenteeism and occupational injuries/diseases.  N 
I5.c Does the GOCC have training and development programmes for its employees?YThe training and development programs for employees must have occurred during the year being assessed and there should be a brief description describing each of the programs.Courses available are posted in PPAs website through PPA e-Learning Bulletin which provides access to registered users on available course reviewer.Yhttps://www.ppa.com.ph/content/ppa-e-learning-bulletin-0 
I5.d Does the GOCC publish data on training and development programms for its employees?YThe GOCC must give the name of the program and either the 1.) number of participants per program or 2.) average hours per training heldCourses available are posted in PPAs website through PPA e-Learning Bulletin which provides access to registered users on available course reviewer.Yhttps://www.ppa.com.ph/content/ppa-e-learning-bulletin-0 
I6.a Stakeholders including individual employee and their representative bodies, should be able to freely communicate their concerns about illegal or unethical practices to the board and their rights should not be compromised for doing this. Does the GOCC have procedures for complaints by employees concerning illegal (including corruption) and unethical behavior?YThe GOCC must disclose the actual procedures of their whistleblowing policy for their employees or grievance machinery. Merely stating that they have a policy will not suffice.The PPA's Code of Conduct and Ethical Standards provides that PPA shall handle complaints and/or grievances in accordance with its Grievance Machinery and/or Whistleblowing Policy.YPPA's Code of Conduct and Ethical Standards; Whistleblowing Policy
I6.b Does the GOCC have procedures to protect an employee/person who reveals illegal/unethical behavior from retaliation?YThe GOCC should explicitly disclose the procedures/mechanism in place that protects the whistleblower from retaliationSection 9 of PPA's Whistleblowing Policy provides for protection of a whistleblower against retaliation. Retaliatory acts against whistleblowers who submit Whistleblowing Reports in good faith shall not be tolerated by the PPA which shall extend all possible assistance to the whistleblower under the law and given circumstances.YPPA's Code of Conduct and Ethical Standards; Whistleblowing Policy
        
        
COMPONENTGOCC SUBMISSION
GRPITEMQUESTIONANSGUIDECOMPLIANCEANSREFERENCE LINK/SUPPORTING DOCUMENTS
II. Disclosure and Transparency   
II7.a Does the GOCC's website disclose the following items: Corporate objectivesYThe GOCC's corporate objectives must be specific, measurable, achievable, realistic and timely. Showing the GOCC's performance scorecard will also be given points.The Mission, Vision, Mandate, Core Values, Strategy Map and CSR Statements are shown in the Transparency Seal tab of PPA's website.Yhttps://www.ppa.com.ph/?q=content/mission-vision-mandate-core-values-strategy-map-csr-statements
II7.b Does the GOCC's website disclose the following items: Financial performance indicatorsYApart from declaring the financial performance indicators in the annual report and audited financial statements, declaring the financial strategic measures in the GOCC's performance scorecard will also merit points.Financial Performance Indicators are shown in the Transparency Seal tab of PPA's website.Yhttps://www.ppa.com.ph/content/transparency-seal
II7.cDoes the GOCC's website disclose the following items: Non-financial performance indicatorsYApart from declaring the non- financial performance indicators in the annual report and accomplishment reports, declaring the non-financial strategic measures in the GOCC's performance scorecard will also merit points.Non-Financial Performance Indicators are shown in the Transparency Seal tab of PPA's website.Yhttps://www.ppa.com.ph/content/transparency-seal
II7.d Does the GOCC's website disclose the following items: Details of whistle-blowing policyYThe GOCC must disclose the actual procedures of their whistleblowing policy for their stakeholders. Merely stating that they have a whistleblowing policy will not suffice.The details of PPA's Whistleblowing Policy is posted in PPA's website. The icon is clickable in the homepage tab.Yhttps://www.ppa.com.ph/sites/default/files/ppa_links/PPA_whistleblowing.pdf
II7.e Does the GOCC's website disclose the following items: Biographical details (at least age, qualifications, date of first appointment, relevant experience, and any other directorships of listed companies) of directors/commissionersYAll of the biographical details of ex officio and appointive direcors being asked by the item must be provided, otherwise no point will be given should there be a missing detail.  The resumes of the members of the Board of Directors of PPA are posted in the Transparency Seal tab in PPA's website.Yhttps://www.ppa.com.ph/content/transparency-seal?q=content/board-members
II7.f Does the GOCC's website disclose the following items: Training and/or continuing education programme attended by each director/commissionerYAll the trainings of Appointive Directors up until the year being assessed must be disclosed. If the Appointive Director did not attend a meeting on the year being assessed, a statement regarding his lack of training must be made in order to garner points for this item.None.N 
II9Does the GOCC's website contain a statement confirming the company's full compliance with the code of corporate governance and where there is non-compliance, identify and explain reasons for each such issue?YThe GOCC must state that it fully complies with the code of corporate governance and if there is non-compliance, it must explain the reason for the non-compliance.

Merely stating that the GOC "generally complies" with the code of corporate governance will not be taken as full compliance and will not garner any points
None.N 
        
        
COMPONENTGOCC SUBMISSION
GRPITEMQUESTIONANSGUIDECOMPLIANCEANSREFERENCE LINK/SUPPORTING DOCUMENTS
III. Board Responsibility   
III11.a Has the Board of Directors reviewed the vision and mission/ strategy in the last financial year?YThe GOCC must disclose that the Board has reviewed the mission, vision and strategy during the year being assessed. The date of review must also be indicated. Merely stating the GOCC's mssion, vision and strategy, and posting documents (strategy map and scorecard) will not be given points.It presented to the Board of Directors for consideration/approval during the 486th Regular Board Meeting held on October 29, 2020.YSecretary's Certificate dated December 22, 2020
III11.b Does the Board of Directors monitor/oversee the implementation of the corporate strategy?YThere should be a disclosure on how the Board oversees the implementation of the corporate strategy.Disclosed in the PPA's Annual Report posted at PPA Website.Yhttps://www.ppa.com.ph/sites/default/files/annual_report/PPA%20Annual%20Report%202020%20-%20FINAL.pdf 
III13.a Are the details of the code of ethics or conduct disclosed?YThe details of the Code of Ethics or Conduct must be disclosed. Merely stating that the GOCC has a Code of Ethics without divulging information on the coverage of the Code or how breaches are handled will not suffice.Disclosed in the PPA's Code of Conduct posted at PPA Website.Yhttps://www.ppa.com.ph/sites/default/files/ppa_links/PPA_code_conduct.pdf
III13.b Does the GOCC disclose that all Directors/Commissioners, senior management and employees are required to comply with the code?YIt must be explicitly stated that all the Directors, senior management and the employees are required to comply with the Code. If the Code is only for employees, the item will be marked as "N." Disclosed in the PPA's Code of Conduct, Section I, Coverage, posted at PPA Website.Yhttps://www.ppa.com.ph/sites/default/files/ppa_links/PPA_code_conduct.pdf
III13.c Does the company disclose how it implements and monitors compliance with the code of ethics or conduct?YExamples of activities done in order to implement or monitor compliance with the Code of Ethics/Conduct are:

 c-ommunicating the code to all existing and new employees and directors
- making the code available on the company intranet for ease of access
- requiring all parties to declare annually that they have complied with the code of ethics or conduct 
One of the topics discussed during the conduct of orientation for newly-hired employees; and other training programs.Yhttps://www.ppa.com.ph/sites/default/files/ppa_links/PPA_code_conduct.pdf
III14Does the Board appoint  a Nomination Compensation / Remuneration Committee?  YThe GOCC must disclose  the names of all  of the members of its Nomination, Compensation / Remuneration Committee during the year being assessed. Merely stating the name of the office/agency of the Ex Officio Member will not suffice and will not garner any points. There is a Nomination and Remunerations Committee composed of the following: (1) Chairman, GM Jay Daniel R. Santiago, General Manager, PP; (2) Member,Philip S. Tuazon, Private Sector; (3) Member, Admiral Robert A. Empedrad, MARINA.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/COMPOSITION%20OF%20THE%20BOARD%20COMMITTEES%202020.pdf 
III15Did the Nomination Compensation/Remuneration Committee meet at least twice during the year?YThe GOCC must publish the meeting attendance records during the year being assessed. The Nomination and Remunerations Committee had 2 meetings for CY2020. Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/Website%20Posting%20Request-Directors%20Attendance%202020_0.pdf
III16If yes, is the report of the Nomination Compensation/Remuneration Committee publicly disclosed?YThe GOCC must publish an accomplishment report of the committee and/or minnutes of the meetings held. N 
III17Does the Board appoint  an Audit Committee? YThe GOCC must disclose  the names of all  of the members of its Audit Committee during the year being assessed. Merely stating the name of the office/agency of the Ex Officio Member will not suffice and will not garner any points. There is an Audit and Risk Management Committee, composed of the following: (1) Secretary Carlos G. Dominguez, DOF, Chairman; (2) Acting Secretary Karl Kendrick T. Chua, NEDA, Member; (3) Secretary Ramon M. Lopez, DTI, Member.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/COMPOSITION%20OF%20THE%20BOARD%20COMMITTEES%202020.pdf
III18If yes, is the report of the Audit Committee publicly disclosed? YThe GOCC must publish an accomplishment report of the committee and/or minnutes of the meetings held. N 
III19Does at least one member of the Audit Committee have an audit, accounting or finance background (qualification or experience)?YThe educational qualifications and/or work experience of the Audit Committee Members should be disclosed. At least one of the Audit Committee Members must have an audit, accounting or finance educational or work background in order to garner points for this item.Please see profile of Secretary Carlos Dominguez.Yhttps://www.dof.gov.ph/about/secretarys-page/
III20Did the Audit Committee meet at least four times during the year?YThe GOCC must disclose all the audit committee meetings held during the year being assessed.The Audit and Risk Management Committee was not able to meet on CY2020 because of the Pandemic.N 
III21Does the Board appoint a Risk Management Committee? YThe GOCC must disclose  the names of all  of the members of its Risk Management Committee during the year being assessed. Merely stating the name of the office/agency of the Ex Officio Member will not suffice and will not garner any points. Risk Management is part of the Audit and Risk Management Committee.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/COMPOSITION%20OF%20THE%20BOARD%20COMMITTEES%202020.pdf
III22If yes, is the report on Risk Management Committee publicly disclosed? YThe GOCC must publish an accomplishment report of the committee and/or minnutes of the meetings held. N 
III23Does at least one member of the Risk Management Committee have a background in finance and investments?YThe educational qualifications and/or work experience of the Risk Management Committee Members should be disclosed. At least one of the Risk Management Committee Members must have an investment and finance educational or work background in order to garner points for this item.Please see profile of Secretary Carlos Dominguez.Yhttps://www.dof.gov.ph/about/secretarys-page/
III24.a Are the Board of Directors meetings scheduled at the beginning of the year? (end of Q1)YThe GOCC must explicitly disclose that the meetings held on the year being assessed were scheduled well in advance and when they were scheduled.   The Board approved the proposed schedule of Board meetings for CY2020.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/Proposed_CY_2020_Schedule_of_PPA_Board.pdf
III24.b Does the Board of Directors meet at least monthly?YThe GOCC must show its attendance records that there were monthly meeting held.Board Meeting is being held monthly. However, due to Pandemic, the Board was not able to meet in March, April and May, i.e., during the height of lockdowns and announcement of ECQ.Yhttps://www.officialgazette.gov.ph/downloads/2020/03mar/20200316-MEMORANDUM-FROM-ES-RRD.pdf
III24.c Did the Board of Directors meet on at least 75% on their scheduled meetings?YIn order to garner points for this item, the GOCC must be able to first prove that meetings were scheduled in advance (Q. 24.a.) Afterwhich, a schedule of actual meetings held must be shown to prove that the Board met on at least 75% of their scheduled meetings.Board meets at least once a month.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/Website%20Posting%20Request-Directors%20Attendance%202020_0.pdf
III24.d Has each of the directors/commissioners attended at least 90% of all the board meetings held during the year?YAll of the attendance of Appointive and Ex Officio/Alternate Directors must be considered and all of them should have attended at least 90% of the board meetings held during the year in order to garner points for this item.Board meets at least once a month.Yhttps://www.ppa.com.ph/sites/default/files/board_member_docs/Website%20Posting%20Request-Directors%20Attendance%202020_0.pdf
III24.e Did the Board of Directors meet separately at least once during the year without the President/CEO present?YThe GOCC must explicitly state a meeting held on a specific date wherein the Board met without the President/CEO present.The General Manager is 100% present.Nhttps://www.ppa.com.ph/sites/default/files/board_member_docs/Website%20Posting%20Request-Directors%20Attendance%202020_0.pdf
III25.a Does the GOCC have a policy that stipulates board papers for Board of Directors/Commissioners meetings be provided to the Board at least three (3) working days in advance of the board meeting?YThe GOCC must clearly dislclose that the Board was provided with the board papers for the upcoming meeting at least 3 working days in advance of the said meeting.At least 3 working days. Board papers are presented to the Board.Y 
III25.b Is the Board Secretary trained in legal, accountancy or company secretarial practices?YThe GOCC should disclose the educational and work background of the Corporate Secretary. In order to garner points for this item, there should be proof that the Corporate Secretary has legal, accountancy or secretarial educational/work background.  The Acting Board Secretary, Atty. Danah S. Jaramillo, with Roll No. 49029, is a graduate of law.YCertificate of Membership in the Philippine Bar
III26.a Does the company have a separate internal audit function?YThere should be a clear showing that there is a separate internal audit function in the GOCC, whether it be a singular internal auditor, an entire internal audit department or an external firm. If it is a secondary function of an existing staff or department, the GOCC will not garner points for this item.There is a separate Internal Audit Department in PPA.Yhttps://www.ppa.com.ph/contact-us-view
III26.bDoes the appointment and removal of the internal auditor require the recommendation of the Audit Committee?YThe GOCC should explicitly state that the appointment and removal of the internal auditor require the approval of the Audit Committee.Should the charter of the GOCC provide for another mode of appointment/removal of the internal audtor, this should also be stated in order for the assessors to consider such issue.Internal Audit Department (IAD) is a regular department. It observes Civil Service Commission Rules and Regulations.N 
III27.a Does the company disclose the internal control procedures/risk management systems it has in place?YThe GOCC must name all the key internal control procedures and its risk management system. There should also be an assignment of responsibilities in order to garner points for this itemGCG-approved PPA Rationalization Plan, Revised Delegations of AuthorityY 
III27.b Does the Annual Report disclose that the board of directors/commissioners has conducted a review of the company's material controls (including operational, financial and compliance controls) and risk management systems?YThe GOCC's annual report must explicitly state that the Board conducted a review of the company's risk management system and material controls during the year being assessed.Note: For the year 2020, the Audit and Risk Management Committee was not able to meet due to pandemic.N 
III27.c Does the company disclose how key risks are managed?YThe GOCC must disclose all of its key risks (operational, compliance and financial) and how they are being managed. Merely disclosing a list of risks will not garner any points. N 
III27.d Does the Annual Report contain a statement from the Board of Directors or Audit Committee commenting on the adequacy of the GOCC's internal controls/risk management systems?YThe GOCC's Board or Audit Committee must explicitly state that the GOCC's risk management systems and internal controls are adequate N 
III28Do different persons assume the roles of Chairman and CEO?YThe GOCC's PCEO and Chairman during the year being assessed must be clearly identified in the website. An N/A rating will be given should the GOCC's charter provide that the Chairman and PCEO positions must be held by a single person.The Chairman of the PPA Board of Directors is different from the PPA General Manager.Yhttps://www.ppa.com.ph/content/transparency-seal?q=content/board-members
III29.a Does the GOCC have orientation programs for new Directors?YThe GOCC must not only state that it has an orientation programs for Directors. Details and/or coverage of the orientation program must be disclosed in order to garner points for this item.There is a Corporate Governance Training/Workshop is conducted for 2020.YCertificate of Participation
III29.b Does the GOCC have a policy that encourages Directors/Commissioners to attend on-going or continuous professional education programs?YApart from stating the GOCC's training policy and continuous education programs for its Directors, the GOCC may also state that it has a training budget allocated for the Directors on the year being assessed.There is a Corporate Governance Training/Workshop is conducted for 2020.YCertificate of Participation
III29.c Did all Appointive Directors attend at least 1 training for the calendar year?YThe GOCC must disclose that each Appointive Director attended at least one (1) training during the year being assessed. If there is an Appointive Director who did not attend at least one (1) training the GOCC will not garner points for this item.There is a Corporate Governance Training/Workshop is conducted for 2020.YCertificate of Participation
III30.a Is an annual performance assessment conducted of the Board of Directors?YThe GOCC should conduct its own Board Appraisal which is different from GCG's internet-Based Performance Evaluation for Directors (iPED). It must be readily apparent when the said Board Appraisal was conducted in order to garner points for this item.Completed.Y2020 Performance Evaluation for Directors.
III30.b Does the GOCC disclose the process followed in conducting the Board assessment?YThe GOCC must disclose the entire process involved in undertaking the Board Appraisal. Y2020 Performance Evaluation for Directors.
III30.c Does the GOCC disclose the criteria used in the Board assessment?YThe GOCC should clearly state  all the criteria that the Board Members used in their Board Appraisal. Y2020 Performance Evaluation for Directors.
III31Is an annual performance assessment conducted of the Board of Directors Committees?YThe GOCC should conduct an Appraisal of its Committees' performance during the year being assessed.  It must be readily apparent when the said Committee Appraisal was conducted in order to garner points for this item. N