Download - OVERVIEW OF THE PERFORMANCE REVIEW AND DEVELOPMENT SYSTEM (PRDS) Prepared By The PRDS Unit
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Objectives 1
OVERVIEW OF THE PERFORMANCE REVIEW
AND DEVELOPMENT SYSTEM (PRDS)
Prepared By The PRDS Unit
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Objectives (cont/d.) 2
OBJECTIVES
Upon completion of this session youwill be able to:
Define performance management and discuss its rationale
Define the Performance Review and Development System (PRDS);
Discuss the objectives and benefits of the PRDS;
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Background 3
OBJECTIVES (cont/d.)
Identify the steps in the process/cycle of the PRDS.
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Rationale 4
What should I write on
this person?
Present system is ineffective. Then what?
PRESENT APPRAISAL SYSTEM
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Rationale (cont/d.) 5
RATIONALE FOR THE PERFORMANCE REVIEW AND DEVELOPMENT SYSTEM It is an initiative of the public sectorreform effort: The White Paper on Public Sector
Reform identified the development of an effective performance appraisal system as a critical element of our public sector reform effort.
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Rationale (cont/d.) 6
RATIONALE (CONT.)
A review by the Ministry of the Civil Service
exposed a number of inadequacies: High levels of subjectivity displayed
by some reporting officers when conducting and completing the annual appraisal;
Submission of incomplete information on appraisal forms;
Appraisals were not done on a continuous basis;
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Rationale (cont/d.) 7
RATIONALE (CONT.)
That the period of a year was too long for a meaningful assessment to be made, especially when supervisors and staff often are changed during that time;
Performance appraisal was perceived at times as a chore, to be disposed of quickly or as a threat, to be carried out at the opportune time against the employee; and
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What is performance management? 8
RATIONALE (CONT.)
The perception that the previous appraisal system was used for punitive, rather than for developmental purposes.
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Rationale for performance management 9
PERFORMANCE MANAGEMENTPERFORMANCE MANAGEMENT
DEFINITIONDEFINITION
A A planned system planned system designed to designed to
assess employee performance by assess employee performance by
providing providing continuous feedback continuous feedback on on
actual performanceactual performance, in relation to , in relation to
agreed and clearly defined agreed and clearly defined
performance standardsperformance standards..
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Rationale (cont/d.) 10
PERFORMANCE MANAGEMENTPERFORMANCE MANAGEMENTRATIONALERATIONALE
Staff should know …..Staff should know ….. The performance standards The performance standards
expected of them;expected of them; How they are performing;How they are performing; What assistance is available to What assistance is available to
help them attain the expected help them attain the expected performance standard;performance standard;
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The PRDS 11
PERFORMANCE MANAGEMENTPERFORMANCE MANAGEMENTRATIONALE (cont’d)RATIONALE (cont’d)
The rewards for attaining and The rewards for attaining and exceeding the performance exceeding the performance standards; andstandards; and
The sanctions for continuous The sanctions for continuous
poor performance.poor performance.
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Functions
Features of a Good Performance Management System
A good performance system should be: Transparent; Non-discriminatory; Based on measuring important
job elements, rather than traits / behaviours that are irrelevant to
job performance
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Functions
FUNCTIONS OF A PERFORMANCE MANAGEMENT SYSTEM
It …. ensures employees know and are
committed to achieving individual and team performance goals
assists employees in developing their on-the-job skills and abilities through constructive feedback, coaching and training
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FUNCTIONS OF A PERFORMANCE MANAGEMENT SYSTEM (cont/d.)
It… improves communication among
managerial, supervisory and operational staff
improves management’s knowledge of employee’s capabilities and training needs.
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PRDS Cycle 16
THE PRDS
…is a means of measuring an employee’s work performance.
…is an annual cycle of planning, objective setting, coaching, review and feedback.
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PRDS: Objectives
PRDS: AIM
…to develop a culture of “renewed professionalism” in the Public Service by…
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Objectives (cont/d.) 19
PRDS OBJECTIVES OBJECTIVES:
(a) Linking individual performance to the key tasks and key results for each Ministry/Department;
(b) Improving work planning;(c) Clarifying authority,
responsibility and reporting relationships in order to ensure accountability and transparency;
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Objectives (cont/d.) 20
PRDS OBJECTIVES (cont/d.)
(d) Identifying employee competencies and allowing the prioritising of training and development needs;
(e) Providing opportunities for improved dialogue between managers/supervisors and employees;
(f) Identifying unsatisfactory performance and developing employee performance improvement plans;
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PRDS OBJECTIVES (cont/d.)
(g) Recognising and rewarding good performance through incentives and opportunities for career development; and
(h) Appraising the performance of all employees in an open, objective, fair and consistent manner.
Basic features 21
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HOW IS
THE PRDS SUPPORTED?
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Prerequisites 23
PRE-REQUISITES
Strategic Plan/Programme Budget Document;-Unit Plans-Individual Work plans
Organisational Charts; Job descriptions; and Operational/Procedures
Manuals
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HOW DOES THE PRDS
WORK???
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Prerequisites 25
Planning, setting and agreeing on
performance measures for appraisal period
(March/April)
First progress meeting(July/August)
Evaluation and annual appraisal on work performance
agreed to at beginning of period (March the following year)
Second progress meeting(Nov./Dec.)
PRDS ANNUAL CYCLE
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Stage 2
PRDS ANNUAL CYCLE
STAGE 1: March / April
PLANNING MEETING – Development of the Individual Work Plan.
Supervisors and employees discuss,agree on and set performance targetsor objectives for the appraisal period.
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Stage 3
PRDS ANNUAL CYCLE STAGE 2: July / AugustFIRST PROGRESS MEETING –
Supervisor gives feed back on the work performance of the employee as he/she tries to attain the agreed objectives and rates performance.
Provide assistance as needed e.g. coaching, counselling, mentoring, training, etc.
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Stage 4
PRDS ANNUAL CYCLE STAGE 3: November / December
SECOND PROGRESS MEETING – Supervisor gives feed back on the work performance of the employee as he/she tries to attain the agreed objectives and rates performance.
Provide assistance as needed e.g. coaching, counselling, mentoring, training,
etc.
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Performance Improvement Plan
PRDS ANNUAL CYCLE STAGE 4: March the following year
EVALUATION AND ANNUAL APPRAISAL on the work performance agreed to at the beginning of the appraisal period. The final grade is given; supervisor and employee signs the form. Necessary follow-up action is taken.
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Definition of PIP (cont/d.) 30
WHAT IS A PIP?
A Performance Improvement Plan(PIP) is a: …specific course of action
developed jointly by the employee and the manager / supervisor to help the employee improve his/her work performance.
Please refer to page 12 of the PRDS Guidelines
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Benefits (cont/d.) 34
SOME BENEFITS OF THE PRDS
Offers improved communication, career planning and development;
Acts as a framework for fair and open discussion between supervisor and employee;
Identifies performance standards and key performance indicators;
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Assistance to improving performance 35
SOME BENEFITS OF THE PRDS (cont.)
Provides a basis for objective, fair and transparent performance appraisals in the Public Service of Barbados ;
Reviews actual performance against established objectives;
Focuses on the expected results / performance and development; and
Seeks to reward performance objectively.
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REWARDS AND THE PRDS
The PRDS has now become the instrument by which ministries/departments identify those officers who merit performance related rewards.
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Dealing with continued poor performance 37
ASSISTANCE TO IMPROVE PERFORMANCE
Assistance includes: Performance Improvement
Plan; Coaching and mentoring; Counselling (EAP); and Training.
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Employer's responsibility 38
COPING WITH CONTINUED POOR PERFORMANCE
Sanctions include: Reprimand; Discipline; or Dismissal.Please refer to the Code of Discipline in the
Public Service Act 2007-41.
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Current status 39
WHAT IS YOUR PART IN THE PROCESS
Ensure that you know:
The objectives of your organization;
What your job requires you to do; What are your job performance
standards; and Your targets for the appraisal
period.
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The Public Service Act 40
UPDATES
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PRDS and the Public Service Act, 2007-
41
The Public Service Act, 2007- 41 has now afforded the Performance Review and Development system legal status within the Public Service (Section 10-A)
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PRDS and the Public Service Act, 2007-
41 Section 10 (a) of the First Schedule
(Recruitment and Employment Code) reads:-
The Commission shall ensure that:-
“Effective performance review and development instruments for measuring competence, performance and productivity exist to facilitate appointment on merit.”
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Contact information 43
PUBLIC SERVICE COMMISSION’S DIRECTIVE
With effect from April 2007, the Public Service Commission started using information gleaned from the PRDS forms, for human resource decision-making (i.e. appointments, promotions, transfers) in relation to the agencies that are using the PRDS.
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IMPLEMENTATION STRATEGY
The system will be implemented in phases The system will be implemented in phases sequenced as follows:sequenced as follows:
Sensitisation of officers; Sensitisation of officers; Training (Training (ALLALL officers must be trained): officers must be trained):
Senior Managers/ Managers/Supervisors Non-Senior Managers/ Managers/Supervisors Non-Supervisors/Training of Trainers;Supervisors/Training of Trainers;
Preparation of prerequisites (technical Preparation of prerequisites (technical assistance); assistance);
Implementation (progress meetings);Implementation (progress meetings); Monitoring and Evaluation.Monitoring and Evaluation.
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CONTACT INFORMATION
For further information, please contact:
The PRDS Unit, Personnel Administration DivisionE. Humphrey Walcott BuildingCnr. Culloden Rd and Collymore Rock St. Michael
Tel. nos.:467-4500 (PBX) PRDS Unit – 467-4554/4555/4556/4557/4558Fax. No. 429-5169
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THANKYOU!