Objectives 1

OVERVIEW OF THE PERFORMANCE REVIEW

AND DEVELOPMENT SYSTEM (PRDS)

Prepared By The PRDS Unit

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;

Background 3

OBJECTIVES (cont/d.)

 Identify the steps in the process/cycle of the PRDS.

Rationale 4

What should I write on

this person?

Present system is ineffective. Then what?

PRESENT APPRAISAL SYSTEM

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.

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;

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

What is performance management? 8

RATIONALE (CONT.)

The perception that the previous appraisal system was used for punitive, rather than for developmental purposes.

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..

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;

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.

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

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.

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.

PRDS: Objectives

PRDS: AIM

…to develop a culture of “renewed professionalism” in the Public Service by…

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;

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;

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?

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???

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

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.

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.

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.

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.

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

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;

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.

Dealing with continued poor performance 37

ASSISTANCE TO IMPROVE PERFORMANCE

Assistance includes: Performance Improvement

Plan; Coaching and mentoring; Counselling (EAP); and Training.

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.

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.

The Public Service Act 40

UPDATES

41

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)

42

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.”

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!