performance appraisal of civil servants in romania republic of moldova - chisinau international...

PERFORMANCE APPRAISAL PERFORMANCE APPRAISAL

OF CIVIL SERVANTS IN ROMANIAOF CIVIL SERVANTS IN ROMANIA

Andras SZAKAL

Chairman - State Secretary

Republic of Moldova - Chisinau Republic of Moldova - Chisinau

International ConferenceInternational Conference„Performance Appraisal of Civil Servants: „Performance Appraisal of Civil Servants:

achievements and prospects” achievements and prospects”

6 May 20106 May 2010

MINISTRY OF ADMINISTRATION AND INTERIORNational Agency of Civil Servants

Regulatory FrameworkRegulatory Framework

• Law no. 188/1999Law no. 188/1999 on the status of civil servants, as amended; on the status of civil servants, as amended;• Law no. 161/2003Law no. 161/2003 on certain measures to ensure transparency in the exercise on certain measures to ensure transparency in the exercise

of public office and in the business environment, prevention and punishment of public office and in the business environment, prevention and punishment of corruption, as amended;of corruption, as amended;

• Law no. 571/ 2004 Law no. 571/ 2004 on the protection of staff in public authorities and other on the protection of staff in public authorities and other units who notify about violations of legal provisions;units who notify about violations of legal provisions;

• Law no. 7/2004 Law no. 7/2004 on the on the Code of Conduct of civil servantsCode of Conduct of civil servants, republished;, republished;• Government Decision no. 611/2008Government Decision no. 611/2008 on civil servants’ career, as amended; on civil servants’ career, as amended; • Government Decision no. 341/2007 Government Decision no. 341/2007 on joining the category of senior civil on joining the category of senior civil

servants, career management and mobility of senior civil servants, as servants, career management and mobility of senior civil servants, as amended;amended;

• Government Decision no. 1344/2007 Government Decision no. 1344/2007 on disciplinary commissions, as on disciplinary commissions, as amended;amended;

• Government Decision no.Government Decision no. 1066/20081066/2008 on the professional development of on the professional development of civil servants.civil servants.

MINISTRY OF ADMINISTRATION AND INTERIOR National Agency of Civil Servants

Role of National Agency of Civil Servants in the performance Role of National Agency of Civil Servants in the performance appraisal of civil servantsappraisal of civil servants

• deals with Romanian civil service management;deals with Romanian civil service management;• checks on the implementation of strategies and Government Program in the checks on the implementation of strategies and Government Program in the

area of civil service management, as well as in the area of professional area of civil service management, as well as in the area of professional development of staff in public administration (in this respect, NACS drafted development of staff in public administration (in this respect, NACS drafted the appraisal methodology, which subsequently was approved through the appraisal methodology, which subsequently was approved through government decision);government decision);

• provides consultancy to trade unions and professional associations of civil provides consultancy to trade unions and professional associations of civil servants;servants;

• drafts appraisal regulations, common for public authorities and institutions;drafts appraisal regulations, common for public authorities and institutions;• formulates general performance criteria used in performance appraisal of formulates general performance criteria used in performance appraisal of

civil servants;civil servants;• monitors, checks on the compliance with legal provisions on performance monitors, checks on the compliance with legal provisions on performance

appraisalappraisal..


Classification of civil service positions Classification of civil service positions in in RomaniaRomania (1)

• general civil service positionsgeneral civil service positions and and specific civil service positionsspecific civil service positions; ;

• civil service positions of class Icivil service positions of class I (university degree, certified by a diploma, (university degree, certified by a diploma, respectively long-term higher education, certified with a license diploma or the respectively long-term higher education, certified with a license diploma or the equivalent), equivalent), civil service positions of class IIcivil service positions of class II (short-term higher education, certified (short-term higher education, certified by a diploma), by a diploma), civil service positions of class IIIcivil service positions of class III (high school, respectively (high school, respectively secondary education, certified by secondary school diploma); secondary education, certified by secondary school diploma);


Classification of civil service positions Classification of civil service positions in in Romania (Romania (2)2)

• state civil service positionsstate civil service positions (in ministries, specialized bodies of central public (in ministries, specialized bodies of central public administration, and in autonomous administrative authorities), administration, and in autonomous administrative authorities), territorial civil territorial civil service positionsservice positions (within the prefect institution, deconcentrated public services of (within the prefect institution, deconcentrated public services of ministries and other bodies of central public administration from territorial-ministries and other bodies of central public administration from territorial-administrative units) and administrative units) and local civil service positionslocal civil service positions (in the offices of local public (in the offices of local public administration authorities and public institutions accountable to them).administration authorities and public institutions accountable to them).

• Depending on the level of duties assigned to the holder of the civil service position, Depending on the level of duties assigned to the holder of the civil service position, the civil service positions are grouped in the following categories: the civil service positions are grouped in the following categories: senior civil senior civil servants; management civil servants; servants; management civil servants; executorialexecutorial civil servants. civil servants.

In 2009, according to the data of the National Agency of Civil Servants, Romania In 2009, according to the data of the National Agency of Civil Servants, Romania had about had about 113 000 civil servants113 000 civil servants. Here are the shares of each of the categories . Here are the shares of each of the categories mentioned above: mentioned above:


According to the data of the National AgencyAccording to the data of the National Agency of Civil Servants, inof Civil Servants, in 2009 2009 there were 4695 institutions and there were 4695 institutions and

public authoritiespublic authorities ( (at all administrative levelsat all administrative levels))

Ponderea funcţionarilor publici, pe categorii, conform nivelului atribuţiilor, în anul 2009

0,22%9,06%

90,72%

Funcţionari publici ocupând funcţii publice din categoria înalţi funcţionari publici

Funcţionari publici ocupând funcţii publice din categoria funcţionari publici de conducere

Funcţionari publici ocupând funcţii publice din categoria funcţionari publici de execuţie

Senior Civil Servants Management Civil Servants

Executorial Civil Servants

Share of civil servants, by categories according to level of duties, in 2009

Appraisal ProcedureAppraisal Procedure – – General FrameworkGeneral Framework (1) (1)

Aim of the appraisalAim of the appraisalThe primary aim is to create a professional corps of civil servants, seeking to:The primary aim is to create a professional corps of civil servants, seeking to: • link job requirements with the link job requirements with the performance of jobperformance of job holder; holder;• achieve the preset individual objectives achieve the preset individual objectives in comparison with the results in comparison with the results

achieved;achieved;• reward civil servants with outstanding performance;reward civil servants with outstanding performance;• identify training needs identify training needs in orderin order to improve the performance of civil servants. to improve the performance of civil servants.

Who conducts the appraisal?Who conducts the appraisal?• Appraiser is the direct manager of the appraised civil servant.Appraiser is the direct manager of the appraised civil servant.• The appraiser is, as a rule, a civil servant, this contributing to impartiality in the The appraiser is, as a rule, a civil servant, this contributing to impartiality in the

appraisal process.appraisal process.• The code of conduct prescribes application of the principle of “objectivity in The code of conduct prescribes application of the principle of “objectivity in

performance appraisal”.performance appraisal”.


Appraisal ProcedureAppraisal Procedure – – General Framework General Framework (2)(2)

What is appraised?What is appraised? • degree of degree of achievementachievement of of individualindividual objectives objectives (individual objectives can be revised on (individual objectives can be revised on

a quarterly basis, either when the organizational structure of the institution changes).a quarterly basis, either when the organizational structure of the institution changes).• how well the how well the performance criteriaperformance criteria have been met (for instance: implementation ability; have been met (for instance: implementation ability;

ability to solve problems efficiently; analysis and synthesis skills etc., or: management, ability to solve problems efficiently; analysis and synthesis skills etc., or: management, coordination skills; decision-making skills etc.).coordination skills; decision-making skills etc.).

Appraisal ProcessAppraisal Process • The appraisal process is decentralized and takes place at each level of the institution and The appraisal process is decentralized and takes place at each level of the institution and

public authority.public authority.

• Appraisal Procedure has 3 stages:Appraisal Procedure has 3 stages:a)a) the appraiser fills out the appraisal report with the final rating, outstanding the appraiser fills out the appraisal report with the final rating, outstanding

performances achieved by the appraised civil servant and challenges faced, performances achieved by the appraised civil servant and challenges faced, individual objectives set for the following year and training needs identified;individual objectives set for the following year and training needs identified;

b)b) interview between the appraiser and the appraised civil servant; interview between the appraiser and the appraised civil servant; c)c) the appraisal report is countersigned by the direct manager of the appraiser, as a rule. the appraisal report is countersigned by the direct manager of the appraiser, as a rule.


Appraisal ProcedureAppraisal Procedure – – General Framework General Framework (3)(3)

When are performance appraised?When are performance appraised?

• Civil servants’ individual performance are appraised Civil servants’ individual performance are appraised each yeareach year• in January of the year following the appraisal periodin January of the year following the appraisal period

ExceptionsExceptions::

• When the service relations of the appraised person is changed, suspended or modified;When the service relations of the appraised person is changed, suspended or modified;• When the appraised person is promoted or gets a diploma needed for promotion to a When the appraised person is promoted or gets a diploma needed for promotion to a

higher civil service position;higher civil service position;• When the service relation/work relation of the appraiser is changed, suspended or When the service relation/work relation of the appraiser is changed, suspended or

terminated.terminated.


Performance appraisal of management and executorial civil servants

Normative Normative Legal Legal FrameworkFramework:: Government Decision no. 611/2008Government Decision no. 611/2008 on civil servants’ career, as amended. on civil servants’ career, as amended.

ExceptionsExceptions:: Specific appraisal procedures apply to certain categories of civil servants with Specific appraisal procedures apply to certain categories of civil servants with

special status or those appointed to specific positions. For ex.: special status or those appointed to specific positions. For ex.: • specialized entities of the Parliament of Romania, of President Administration, of the specialized entities of the Parliament of Romania, of President Administration, of the

Legislative Council; Legislative Council; • diplomatic and consular services; diplomatic and consular services; • customs authority; customs authority; • police and other entities of the Ministry of Administration and Interior; police and other entities of the Ministry of Administration and Interior; • senior civil servants (their appraisal procedure is regulated by G.D. no. 341/2007 on senior civil servants (their appraisal procedure is regulated by G.D. no. 341/2007 on

senior civil servants, their career management and mobility. Senior civil servants are senior civil servants, their career management and mobility. Senior civil servants are appraised by a special appraisal commission appointed through the decision of the appraised by a special appraisal commission appointed through the decision of the prime minister);prime minister);

• public managers (whose appraisal has two stages: internal – procedure common for public managers (whose appraisal has two stages: internal – procedure common for all civil servants and external – conducted by external appraisers).all civil servants and external – conducted by external appraisers).


Performance Appraisal of Performance Appraisal of Debutant Debutant Civil ServantsCivil Servants (1) (1)

The probation period varies depending on the category of the civil service positions :The probation period varies depending on the category of the civil service positions :

• 12 months for the civil servants of class I,12 months for the civil servants of class I,

• 8 months for the civil servants of class II,8 months for the civil servants of class II,

• 6 months for the civil servants of class III.6 months for the civil servants of class III.

When is the When is the debutant debutant civil servant appraised (JCS)?civil servant appraised (JCS)?

• within 5 working days from the end of the probation period.within 5 working days from the end of the probation period.

Who appraises the DCS?Who appraises the DCS?

• As a rule the As a rule the direct direct manager (civil servant) of the DCS other then the manager (civil servant) of the DCS other then the mentor mentor


Appraisal Procedure containsAppraisal Procedure contains– Report on the probation period drafted by DCS, containing information Report on the probation period drafted by DCS, containing information

about the work done by DCS in the probation period, duties assigned, as about the work done by DCS in the probation period, duties assigned, as well as difficulties faced;well as difficulties faced;

– Report drafted by the Report drafted by the mentormentor of JCS; of JCS;– Appraisal interview with JCS.Appraisal interview with JCS.

• The appraisal of JCS takes into account a number of criteria, such as: The appraisal of JCS takes into account a number of criteria, such as: knowledge of principles and peculiarities of administration, ability to fulfill knowledge of principles and peculiarities of administration, ability to fulfill duties, ability to work in a team etc.duties, ability to work in a team etc.

• Ratings:Ratings: „„unfit” - the appraiser proposes dismissal of the civil servant.unfit” - the appraiser proposes dismissal of the civil servant. „„fit” – the appraiser proposes appointment of a DCS to civil service fit” – the appraiser proposes appointment of a DCS to civil service

position.position. There is also a procedure allowing the DCS to challenge the rating There is also a procedure allowing the DCS to challenge the rating

received at the appraisal at the end of the probation periodreceived at the appraisal at the end of the probation period


Performance Appraisal of Performance Appraisal of DebutantDebutant Civil Servants Civil Servants (2)(2)

Performance appraisal of senior civil servantsPerformance appraisal of senior civil servants (1) (1)

The category of senior civil servants (SCS) in Romania covers the persons appointed to The category of senior civil servants (SCS) in Romania covers the persons appointed to the following positionsthe following positions: Secretary General of Government, Deputy Secretary General of : Secretary General of Government, Deputy Secretary General of Government, secretary general/deputy secretary general of ministries and other specialized Government, secretary general/deputy secretary general of ministries and other specialized bodies of central public administration, prefect/ subprefect, government inspector.bodies of central public administration, prefect/ subprefect, government inspector.

Who conducts the appraisal?Who conducts the appraisal?• Appraisal commission made of 5 members appointed through the decision of the prime Appraisal commission made of 5 members appointed through the decision of the prime

minister for a 3-year period at the proposal of the minister of administration and interior.minister for a 3-year period at the proposal of the minister of administration and interior.

When are SCS appraised?When are SCS appraised?• The senior civil servants are appraised yearly, based on the indicators achieved and contains The senior civil servants are appraised yearly, based on the indicators achieved and contains

the appraisal of individual performances and the overall appraisal conducted once in 2 years. the appraisal of individual performances and the overall appraisal conducted once in 2 years.

How does the appraisal of SCS take place?How does the appraisal of SCS take place?• Performance appraisal is conducted Performance appraisal is conducted annuallyannually, , in order to appraise the performances in order to appraise the performances

achieved, comparing the results achieved with the preset operational objectives. Each member achieved, comparing the results achieved with the preset operational objectives. Each member of the commission gives points from 1 to 5 for the objectives achieved (5 is the highest). The of the commission gives points from 1 to 5 for the objectives achieved (5 is the highest). The final score is the arithmetic final score is the arithmetic average average of the points given by the members of the commission for of the points given by the members of the commission for the operational objectives.the operational objectives.


Performance appraisal of senior civil servantsPerformance appraisal of senior civil servants (2)(2)Overall appraisal is conducted once in 2 years and has two components: Overall appraisal is conducted once in 2 years and has two components:

a) appraisal of individual performances achieved in the last year of the appraisal period; a) appraisal of individual performances achieved in the last year of the appraisal period; b) appraisal of strategic objectives achieved for the last 2 years of the appraisal period. b) appraisal of strategic objectives achieved for the last 2 years of the appraisal period.

Points from 1 to 5 are given (5 is the highest) for the strategic objectives achieved taking Points from 1 to 5 are given (5 is the highest) for the strategic objectives achieved taking into account the timeframe and comparing them with the performance indicators, as well into account the timeframe and comparing them with the performance indicators, as well as for meeting the performance criteria. The arithmetic as for meeting the performance criteria. The arithmetic averageaverage of these two components of these two components is the score given for strategic objectives.is the score given for strategic objectives.

• The final score of overall appraisal is the arithmetic mean of scores given for the two The final score of overall appraisal is the arithmetic mean of scores given for the two appraisals mentioned in a) and b).appraisals mentioned in a) and b).

Procedure of challenging the appraisal results by SCSProcedure of challenging the appraisal results by SCS• In case of major differences between the report drafted by the senior civil servant and the In case of major differences between the report drafted by the senior civil servant and the

appraisal report, an interview will be held.appraisal report, an interview will be held.• The government or prime minister, as the case may be, may ask for a reexamination of The government or prime minister, as the case may be, may ask for a reexamination of

the rating given if he/she considers the appraisal report inadequate.the rating given if he/she considers the appraisal report inadequate.• In case if the senior civil servants are In case if the senior civil servants are unsatisfied unsatisfied with the ratings received at the with the ratings received at the

appraisal of individual performances, either overall ones, they can challenge them in appraisal of individual performances, either overall ones, they can challenge them in relevant administrative instances.relevant administrative instances.


Performance appraisal of senior civil servants Performance appraisal of senior civil servants (3)(3)

The appraisal is based on:The appraisal is based on:

1.1. activity report drafted by the senior civil servant; activity report drafted by the senior civil servant;

2.2. appraisal report drafted by the prime minister for the secretary general of government appraisal report drafted by the prime minister for the secretary general of government and deputy secretary general of government;and deputy secretary general of government;

3.3. report drafted by the manager of the authority and public institution for secretary report drafted by the manager of the authority and public institution for secretary general and deputy secretary general from the relevant ministry and other specialized general and deputy secretary general from the relevant ministry and other specialized body of central public administration; body of central public administration;

4.4. appraisal report drafted by the minister of administration and interior for prefects and appraisal report drafted by the minister of administration and interior for prefects and subprefects;subprefects;

5.5. appraisal report drafted by the secretary general of Government for government appraisal report drafted by the secretary general of Government for government inspectors; inspectors;

6.6. job description of the appraised senior civil servant; job description of the appraised senior civil servant;

7.7. documents setting the objectives and performance indicators.documents setting the objectives and performance indicators.


Appraisal of public managersAppraisal of public managers (1) (1)

• Public manager position is a specific civil service position in Romania, its Public manager position is a specific civil service position in Romania, its holder acting as aholder acting as ann agent agent of of changechange in the area of public administration in the area of public administration reform. The public manager provides support to the reform policies of reform. The public manager provides support to the reform policies of Romanian Government in terms of design and implementation of Romanian Government in terms of design and implementation of procedures aiming at speeding up the reformation of the central and local procedures aiming at speeding up the reformation of the central and local public administration, starting with the strategic levels and ending with the public administration, starting with the strategic levels and ending with the operational ones.operational ones.

• There is a There is a quick promotion system quick promotion system for public managers (PM) („fast-for public managers (PM) („fast-streaming”), due to specific appraisal procedures. streaming”), due to specific appraisal procedures.

When are PM appraised?When are PM appraised?• PM are appraised each year. PM are appraised each year.


Appraisal of public managers Appraisal of public managers (2)(2)

How does PM appraisal take place?How does PM appraisal take place?

Has two stages:Has two stages:• internal appraisalinternal appraisal, conducted by the direct manager, in line with the appraisal , conducted by the direct manager, in line with the appraisal

procedure common for all civil servants in Romania;procedure common for all civil servants in Romania;• external appraisalexternal appraisal conducted by external appraisers, in the first quarter of the year conducted by external appraisers, in the first quarter of the year

following the appraisal year. following the appraisal year.

What is the appraisal impact on PM?What is the appraisal impact on PM?

• rreconfirmation of the public manager status and promotion to a higher professional econfirmation of the public manager status and promotion to a higher professional grade; grade;

• reconfirmation of the public manager status and reconfirmation into the professional reconfirmation of the public manager status and reconfirmation into the professional grade; grade;

• reconfirmation of the public manager status and demotion to a lower professional reconfirmation of the public manager status and demotion to a lower professional grade; grade;

• withdrawal of public manager status.withdrawal of public manager status.


Appraisal ConsequencesAppraisal Consequences – – General FrameworkGeneral Framework

• After being appraised the civil servant is given one of the following ratings: very good, After being appraised the civil servant is given one of the following ratings: very good, good, satisfactory, unsatisfactory. good, satisfactory, unsatisfactory.

• These ratings are considered when making decisions on: These ratings are considered when making decisions on: advancement on salary steps; advancement on salary steps; promotion to a higher position (one of the requirements for taking part in the promotion to a higher position (one of the requirements for taking part in the

competition /promotion exam is to get at least “good” at the annual appraisal competition /promotion exam is to get at least “good” at the annual appraisal of individual performances in the last 2 calendar years); of individual performances in the last 2 calendar years);

dismissal from civil service. dismissal from civil service.

• During the performance appraisal of civil servants During the performance appraisal of civil servants the the training training needs are identifiedneeds are identified. . The The annual training planannual training plan is in line with these needs and sets: is in line with these needs and sets:

training curricula for civil servantstraining curricula for civil servants priority areas for training civil servantspriority areas for training civil servants


Thank you for attentionThank you for attention ! !

QuestionsQuestions??

[email protected]@anfp.gov.roNational Agency of Civil ServantsNational Agency of Civil Servants5 Eforie Str., sector 5, 5 Eforie Str., sector 5, BucharestBucharest

ROMROMAANIANIA


performance appraisal of civil servants in romania republic of moldova - chisinau international...

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civil servants career

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appraisal methodology

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