USER MANUAL

Automated final

ratings (level 13

upwards)

Version 3

Department of the Premier

Corporate Services Centre

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Compiled by:

- Directorate Performance Management and

Development

- Directorate Economic Governance and

Administration May 2014

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Table of Contents

1. View Final Ratings (Staff member) ................................................... 1

1.1 Select Final Rating Function ........................................................... 1

1.2 Sign-Off Final Rating ........................................................................ 4

1.3 Final Rating Report(PDF) ................................................................. 5

2. View Staff Final Rating (Supervisor) .................................................. 8

2.1 View Staff Scores ............................................................................. 8

2.1.1 KRA scores ......................................................................................... 9

2.1.2 CMC scores ..................................................................................... 11

2.2 Sign-Off Staff Final Rating ............................................................. 12

2.3 View Staff Reports ......................................................................... 16

3. Adjusting Staff Ratings (by the supervisor) .................................... 20

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1. VIEW FINAL RATINGS (STAFF MEMBER)

Please Note: Final Rating will now be calculated automatically by the system

using the scores from Formal Reviews. As the user/staff member you will only

be able to view the scores, and not make any adjustments.

The final rating is calculated as an average of the first review score and the

second review score.

Performance agreement must be signed off by both you and your supervisor

before proceeding onto your Final Rating.

1.1 Select Final Rating Function

After successfully logging into the Permis Version 3 website, select the

“Performance Agreement” tab. This will enable you to begin the process of

viewing your Final ratings by following the procedure as follows:

1. Select the Performance Agreement for the relevant reporting year.

To do this click anywhere on the row containing your Organisation,

Component, Cycle, Salary Level, Start Date and View Agreement information

displayed by the below [1].

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The application will now automatically migrate you to the “Personal Details”

screen shown below.

Click on the “Final Rating” tab [2] in order to open the Final Rating screen.

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Permis Version 3 will now display first Formal Review KRA and CMC scores,

second Formal Review KRA and CMC scores, Final Rating KRA and CMC

scores as well as overall performance category [3] as shown on the screen

shot below:

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1.2 Sign-Off Final Rating

Note: You can only sign off your final rating after the supervisor has

submitted/saved the supervisor comments.

The sign-off procedure is as follows:

1. Click on the “Signoff Final Rating” link on the left menu [1], your name will

appear.

2. Select the “Yes” (radio button) [2] to indicate to the system that you have

signed off your Final Rating.

3. To conclude your Final Rating click on the “Submit” button [3] to save your

transactions.

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1.3 Final Rating Report(PDF)

After you and your Supervisor are done with the Final Rating, then you have

to print the report.

Do this by clicking on the “Final Rating Report (PDF)” [1] on the left menu. The

report will be displayed as in picture [2].

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Report Continued…

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2. VIEW STAFF FINAL RATING (SUPERVISOR)

2.1 View Staff Scores

To complete the final ratings for a staff member, you as the supervisor must

log into your own Permis Version 3 profile as per the prescribed log in

procedure.

1. On the Home page, select the “Staff” tab [1] as indicated on the screen

above.

2. Now click on the “Final Ratings” link [2].

3. Click on the “select cycle date” dropdown box [3] so that you can select

the cycle date (year) that is relevant to the Final Rating period that you

are working on.

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4. After the cycle date has been selected, Permis Version 3 will now display

the list staff members under your span of control [4].

2.1.1 KRA scores

5. Now select the staff member that you intend to rate by clicking on the

row containing the staff member’s personal details [4].

6. Permis Version 3 will automatically display all the Key Result Areas (KRAs)

[5] for that particular staff member that was selected, as depicted on the

next screen.

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7. You will view your staff members’ First Review [6], Second Review [7] and

automated Final Rating scores [8] per KRA.

8. Please Note: Moderation Adjusted Score [9] will be used at a later stage

for moderation purposes (Its contents will be explained in the next version

of this document).

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2.1.2 CMC scores

9. List of Core Management Criteria (CMCs) [10] for a selected staff

member is displayed just below overall performance category.

10. The Final Rating Total Score [10].

11. Capture “Supervisor Comments” [11] by typing in your comments

concerning the staff member’s performance and by clicking “Save

Supervisor Comments” [12].

Note: This section must be captured so as to allow the staff member to

sign off his/her final rating.

12. Overall Performance Category [13].

13. You will view your staff members’ First Review [14], Second Review [15]

and automated Final Rating scores [16] per CMC.

14. Please Note: Moderation Adjusted Score [17] will be used at a later stage

for moderation purposes (Its contents will be explained in this document).

15. The list of Core Management Criteria (CMC) [18] for that particular staff

member.

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2.2 Sign-Off Staff Final Rating

As a supervisor you sign the staff members’ Final Rating off by following these

steps;

1. On the staff screen, click on the “select cycle date” dropdown box [1] so

that you can select the cycle date (year) that is relevant to the Final

Rating period that you are working on.

2. After selecting the cycle date then the screen with the list of employees

under your span of control will appear as shown below/on the next page.

3. Now click “Staff Signoff” [2], then three links will appear below [3]. Now

select Final Ratings and then click on the staff member [4] which you

would like to sign off his/her final rating.

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4. After a staff member is selected then the following screen will appear.

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5. Now click “Signoff Final Rating” [5], then another link labelled “Signoff

Ratings” [6] will appear.

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6. Click on the “Signoff Ratings” link [6] and then the next screen with the list

of employees under your span of control will appear.

7. Select the “Yes” (radio button) [3] for the desired staff member and then

click “Submit” button [4] to conclude the Final Rating procedure for your

staff member.

Note: As a supervisor you will not be able to sign off the final rating of the

staff member if he/she has not signed of yet.

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2.3 View Staff Reports

To view the Final Rating report for the staff member under your span of

control:

1. On the staff screen, click on the “select cycle date” dropdown box [1] so

that you can select the cycle date (year) that is relevant to the Final

Rating period that you are working on.

2. After selecting the cycle date then the screen with the list of employees

under your span of control will appear as shown below/on the next page.

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3. Click on “Staff Reports” [2], and then click on the link labelled “View

Reports” [3] on the next screen.

4. Clicking on “View Reports” [3] then the following screen will appear.

5. Now click on the link labelled “Final Ratings” [4] and then click on the

name of the staff member [5] which you would like to view his/her report.

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6. After clicking on the staff member then his/her final rating report will

appear as shown in the next picture.

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3. ADJUSTING STAFF RATINGS (BY THE SUPERVISOR)

Adjustment of scores on system

After the Second Level Moderation committee meeting took place in the

Departments the signed and approved minutes by the Chairperson and

Committee members must be forwarded to the Corporate Services

Centre, who will open the system in order for the supervisor to adjust the

scores as agreed upon on the system.

System Process:

As the supervisor you will login on PERMIS as normal,

1. On the Home page, select the “Staff” tab [1] as indicated on the screen

above.

2. Now click on the “Final Ratings” link [2].

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3. Click on the “select cycle date” dropdown box [3] so that you can select

the cycle date (year) that is relevant to the Final Rating period that you are

working on.

4. After the cycle date has been selected, Permis Version 3 will now display

the list staff members under your span of control [4].

5. Now select the staff member that you intend to rate by clicking on the row

containing the staff member’s personal details [4].

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6. Permis Version 3 will automatically display the Final Rating screen with the

list of KRAs and CMCs for that particular staff member that was selected,

as depicted on the next screen.

7. Now you will have an option to adjust the ratings per KRA by clicking on

the check box “Adj.” [5] next to the desired KRA.

8. When the check box is ticked the system will allow the capturing of Rating

(numeric input 1 to 5) in the text field “Adj. Rating” [6].

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9. Immediately after you have moved the focus from the text field “Adj.

Rating” the final score [7] will change automatically.

10. When you change the KRA rating you must also capture the “Moderation

Comments” [8], then to save your changes you must click “Submit”

button [9].

11. An overall “Adjusted KRA Score” [10], “Adj. Score” [11] as well as “Total%”

[12] will change.

12. The similar procedure (form point number 7 to 11) is followed for the

adjustment of CMC ratings.

13. Adjusted final scores total score will be also reflected on the staff PDF

report. Please refer to topic 2.3 of this document on how to draw the staff

report.

Note: If the scores correspond on the minutes, the Performance

Management Administrator will confirm it on the system.

If the scores are incorrect the minutes will be sent back to the Departments to

rectify.

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