revised performance appraisal formssbsc.edu.govmu.org/english/educator...

Revised

PERFORMANCE APPRAISAL

FORMS

MINISTRY OF CIVIL SERVICE & ADMINISTRATIVE REFORMS

PMS Review by MCSAR

PHASE 1 Analysis and Review of

Appraisal stages

Components of Performance Agreement

Self-Assessment & Personal Development Plan

Appraiser & Appraisee Meeting

Rating Mechanism

Objectives of Review Exercise

Develop a more user-friendly PAF

• Simplified

• Easy to understand and to fill in

• Less time-consuming

• Less cumbersome and more concise

A practical tool for managing performance

Not seen as a burden imposed on officers

Objectives of Review Exercise(Cont)

Capture critical elements of individual performance

Valuable Inputs in important decisions

Self development

Career progression

Policy formulation

Managing performance at organisational level

Methodology

Critical analysis of the present system

Research work

Reference to existing documents and reports

Feedback from users and facilitators

Brainstorming sessions among PMS Coordinators

based on hands-on experience

Consultations with various stakeholders

Main areas of focus

1) Revisit the Performance Agreement

• Link KRAs with PBB provisions, where applicable

• Develop generic Competencies

• Facilitate assessment of Competencies

2) Review the Rating Mechanism

3) Link overall performance with Increment and

Promotion

4) Build more objectivity in the appraisal exercise

Second-level Supervisor

5) Introduce Performance Improvement Plan (PIP) to facilitate management of poor performance

6) Ease the processing of performance information by HR for follow-up

Main areas of focus

Deliverables

I. PAF - Senior Management (Heads of Departments/Divisions drawing salary in scale with maximum not less than Rs 75,600 excluding Accounting Heads - SCE, PS & Heads of self-accounting Departments)

II. PAF - Workmen’s Group (as defined in Human Resource Management Manual 2011)

III. PAF - General (for all other grades)

IV. PIP – General and Senior Management

V. PIP – Workmen’s Group

VI. Accompanying Guidance Notes

Deliverables

PERFORMANCE APPRAISAL FORM (General)

MINISTRY/DEPARTMENT

…………………………………………………………………………………………………………………………………………………………..…..

PERIOD: From ……………….………… to ……………….…………

NAME & GRADE OF APPRAISER: ………………………….………………………..…………………………………………………………………

NAME & GRADE OF NEXT LEVEL SUPERVISOR: ………………………………………...………………………..…………………………………

(Please refer to Guidance Notes on last page before filling in the form)

(to be filled in by appraisee)

SURNAME:…………………………….…………………………………………………………….…Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH:……………….…………..

PRESENT APPOINTMENT: …………………..………………………..…………………………………………………….….……………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………….…….…………………

QUALIFICATIONS: SC/GCE ‘O’ LEVEL HSC/ GCE ‘A’ LEVEL DIPLOMA *

DEGREE * OTHERS

*

(tick as appropriate)

* Please specify: ………...…………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………

TRAINING/SEMINAR/WORKSHOP ATTENDED (Last 3 years) DATE (From – To)

…………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… …………………………… …………………………………………………………………………………………………………………….….… ……………………………

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(to be filled in by HR section after Final Appraisal)

The above information has been recorded in the performance database.

Name of officer:……………………………………………………………………..…………… Grade: …..………………………………………………………

Signature: ……………………………………………………………………………………… Date: ………………………….………………………………….

Attached documents, if any (tick as appropriate)

Overall score for the year:

Additional sheet on Performance Agreement Whether eligible for increment: Yes No N/A (tick as appropriate)

Performance Improvement Plan Follow up actions to be taken:(tick as appropriate and give details)

Moderation Remarks Training Yes No ……………………………………………….

Other (give details): …………………. PIP Yes No ……………………………………………….

No of PAF(s) during the year

1

2

3 Other Yes No ……………………………………………….


Section 1: Personal Data

Section 2: For office use



SURNAME:…………………………….…………………………………………………………….…Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH:……………….…………..

PRESENT APPOINTMENT: …………………..………………………..…………………………………………………….….……………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………….…….…………………

QUALIFICATIONS: SC/GCE ‘O’ LEVEL HSC/ GCE ‘A’ LEVEL DIPLOMA *

DEGREE * OTHERS

*


* Please specify: ………...…………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………


…………………………………………………………………………………………………………………….….… ……………………………

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Signature: ……………………………………………………………………………………… Date: ………………………….………………………………….






Other (give details): …………………. PIP Yes No ……………………………………………….


1

2

3 Other Yes No ……………………………………………….



(to be agreed upon between appraiser and appraisee at the start of the PMC or following a change in posting, new appointment, etc)

KRAs to be aligned with ‘services to be delivered’ in PBB, wherever applicable

KEY RESULT AREAS (KRAs)

(To be listed as A, B, C…)

KEY TASKS (KTs)

(To be numbered as 1, 2, 3…for each KRA)

PERFORMANCE STANDARDS

(for each KT)

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Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:…………….….…..

Section 3: Performance Agreement

2


KEY RESULT AREAS

(KRAs)


KEY TASKS (KTs)

(To be numbered as 1, 2, 3…for

each KRA)


(for each KT)

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Appraisee’s Signature:……............ Appraiser’s Signature:…………....….. Date:…………….….…

(to be agreed upon between appraiser and appraisee at the start of the PMC or following a change in posting, new appointment, etc)

KRAs to be aligned with ‘services to be delivered’ in PBB, wherever applicable

KEY RESULT AREAS (KRAs)


KEY TASKS (KTs)

(To be numbered as 1, 2, 3… for each KRA)


(for each KT)

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Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:……………….…..

Section 3: Performance Agreement (Contd)

3

* Applicable only to officers performing supervisory duties

Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:…………………....

Competencies Factors

1. Communication

a. Writes in a clear and concise manner.

b. Demonstrates effective listening skills.

c. Speaks clearly, using appropriate verbal and non verbal language.

d. Shares relevant, accurate and up to date information with others, using the range of methods

and tools available.

2. Customer Focus a. Displays a positive outlook, pleasant manner, courtesy and respect in dealing with both

internal and external customers.

b. Listens and responds effectively to customers’ needs and expectations.

c. Develops trust and credibility with customers.

d. Uses customer feedback to improve own performance.

3. Ethical Conduct

&

Personal Grooming

a. Takes care not to jeopardize the reputation of the organisation and upholds its core values.

b. Shows commitment in terms of honesty, loyalty and integrity as specified in the “Code of

Ethics for Public Officers”.

c. Makes use of Government resources responsibly.

d. Takes care for personal grooming and office etiquette in order not to cause any

embarrassment to others.

4. Job Knowledge a. Applies technical or professional knowledge and skills to work situations.

b. Keeps abreast of current developments and adapts to new technology.

c. Incorporates new learning in related work activities.

d. Requires minimal guidance and supervision.

5. Reliability a. Shows commitment, dedication and accountability in carrying out allocated tasks.

b. Is available whenever required and complies with regulations in force with respect to

attendance.

c. Makes rational use of leave privileges thereby causing no inconvenience to colleagues and

customers.

d. Shows willingness to accept additional responsibility as and when required.

6. Teamwork a. Puts team success above own interest.

b. Participates actively and positively towards achieving team goals.

c. Works harmoniously within and across group(s).

d. Shows respect for others’ views and opinions and values contribution.

7. Management Skills *

a. Plans, organises and monitors work through efficient and effective use of all resources.

b. Coaches and mentors staff to help develop their full potential.

c. Demonstrates effective decision making and problem solving skills.

d. Inspires respect and trust; leads by example.

8. Other …………..……………………………………………………………………………………………….…

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………


4


1. Communication a. Writes in a clear and concise manner.

b. Demonstrates effective listening skills.

c. Speaks clearly, using appropriate verbal and non verbal language.

d. Shares relevant, accurate and up to date information with others, using the range of methods and tools available.

2. Customer Focus a. Displays a positive outlook, pleasant manner, courtesy and respect in dealing with both internal and external customers.

b. Listens and responds effectively to customers’ needs and expectations.

c. Develops trust and credibility with customers.

d. Uses customer feedback to improve own performance.

3. Ethical Conduct

&

Personal Grooming

a. Takes care not to jeopardize the reputation of the organisation and upholds its core values.

b. Shows commitment in terms of honesty, loyalty and integrity as specified in the “Code of Ethics for Public Officers”.

c. Makes use of Government resources responsibly.

d. Takes care for personal grooming and office etiquette in order not to cause any embarrassment to others.


4. Job Knowledge a. Applies technical or professional knowledge and skills to work situations.

b. Keeps abreast of current developments and adapts to new technology.

c. Incorporates new learning in related work activities.


5. Reliability a. Shows commitment, dedication and accountability in carrying out allocated tasks.

b. Is available whenever required and complies with regulations in force with respect to attendance.

c. Makes rational use of leave privileges thereby causing no inconvenience to colleagues and customers.

d. Shows willingness to accept additional responsibility as and when required.

6. Teamwork a. Puts team success above own interest.

b. Participates actively and positively towards achieving team goals.

c. Works harmoniously within and across group(s).

d. Shows respect for others’ views and opinions and values contribution.


7. Management Skills *

a. Plans, organises and monitors work through efficient and effective use of all resources.

b. Coaches and mentors staff to help develop their full potential.

c. Demonstrates effective decision making and problem solving skills.


8. Other

…………..…………………………………………………………......

…………………………………………………………………………

…………………………………………………………………………

…………………………………………………………………………

•Applicable only to officers performing supervisory duties

Appraisee’s Signature:…………..………… Appraiser’s Signature:…………....…………… Date:…………..........


(to be filled in by appraiser during meeting)

A. Are you satisfied with the officer’s general performance level with respect to agreed standards?

Very satisfied Satisfied Not satisfied

B. Please specify with respect to the officer’s Performance Agreement:

(i) Any KRAs/KTs where appraisee performed exceptionally well.

……………………………………………………………………………………………………………………………………………………………

….………………………………………………………………………………………………………………….……………………………………..

(ii) Any KRAs/KTs where performance was below standards.

…………………………………………………………………………………………………………………………………………………….……..

.………………………………………………………………………………………………………..…………….……………...................................

(iii) Any competencies where appraisee demonstrated special strength.

………….…………………………………………………………………………………………………………….…………….................................

(iv) Any competencies which need to be developed further.

………….………………………………………………………………………………………………………………….……………........................

C. Has the officer been given feedback on achievements/shortcomings throughout the review period?

Achievements Yes No Shortcomings Yes No

D. Has a Performance Improvement Plan been agreed upon with respect to shortcomings identified above?

Yes No N/A

E. Comments of appraiser, if any ………………………..…………………………………………………….…………….………………..

………………………………………………………………………………………………………………………………………………………..………..

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F. Comments of appraisee, if any.……………………………………………………………………...……………………………………..

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Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:……………

Section 4: Mid-term Appraisal

5

A. Are you satisfied with the officer’s general performance level with respect to agreed standards?


B. Please specify with respect to the officer’s Performance Agreement:

(i) Any KRAs/KTs where appraisee performed exceptionally well.

…..............................................................................................................................

……………………………………………………………………………………………………………………………

(ii) Any KRAs/KTs where performance was below standards.

…..............................................................................................................................

……………………………………………………………………………………………………………………………

(iii) Any competencies where appraisee demonstrated special strength.

…..............................................................................................................................

(iv) Any competencies which need to be developed further.

……………………………………………………………………………………………………………………………

Section 4: Mid-term Appraisal (to be filled in by appraiser)

C. Has the officer been given feedback on achievements/shortcomings throughout the review period?



Yes No N/A

E. Comments of appraiser, if any ………………………..…………………………………………………….…………….………………..………………………………………………………………………………………………………………………………………………………...…………………………

F. Comments of appraisee, if any

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Appraisee’s Signature:………………… Appraiser’s Signature:………….......... Date:………………..


A. How was your general performance during the year? Very good Good Average

B. In respect of your KRAs/KTs, what achievement(s) are you particularly pleased with?

…………………………………………………………………………………………………………………………………………………………………………….

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C. What do you consider to be your major strength(s) with respect to your competencies?

…………………………………………………………………………………………………………………………………………………………………………….

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D. List down any work you accomplished in addition to your agreed tasks/responsibilities.

………………………………………………………………………………………………………………………………………………………………………

..……………………………………………………………………………………………………………………….……………………………………………

E. Specify any areas where you could not meet the expected standards and give reasons thereof.

………………………………………………………………………………………………………………………………………………………………….…

………………………………………………………………………………………….…………………………………………………………………………

F. Identify the competencies in which you should develop yourself further.

……………………………………………………………………………………………………………………………………………………………………..

…………………………………………………………………………………………………..……………………………..……………………………….…

G. Select any proposed actions for improving your performance from the list below:

(tick as appropriate and give details)

1 Coaching ……………………………………………………………………………………………………….

2 Training : (i) On-the-job ……………………………………………………………………………………………………….

(ii) Off-the-job ……………………………………………………………………………………………………….

(iii) Self learning ……………………………………………………………………………………………………….

3 Provision of adequate resources ……………………………………………………………………………………………………….

4 Better work environment ……………………………………………………………………………………………………….

5 Other ……………………………………………………………………………………………………….

H. Any other job related issues you wish to highlight.

…………………………………………………………………………………………………………………………………………………………………….

…….………………………………………………………………………………………………………………………………………………………………

Appraisee’s Signature:…………..………………………………………………………… Date:………………….…..

Section 5: Final Appraisal – Self Assessment

6

A. How was your general performance during the year?

Very good Good Average

B. In respect of your KRAs/KTs, what achievement(s) are you particularly pleased with?

………………………………………………………………………………………………………………………………….………………………………………….…………………………………………………………………………………………………

C. What do you consider to be your major strength(s) with respect to your competencies?

………………………………………………………………………………………………………………………………….………………………………………….…………………………………………………………………………………………………

D. List down any work you accomplished in addition to your agreed tasks/responsibilities.

…………………………………………………………………………………………………………………………………….……………………………………….…………………………………………………………………………………………………

E. Specify any areas where you could not meet the expected standards and give reasons thereof.

…………………………………………………………………………………………………………………………………….………………………………….…….………………………………………………………………………………………………..

Section 5: Final Appraisal – Self Assessment


F. Identify the competencies in which you should develop yourself further.

……………………………………………………………………………………………………………………………………..………….

……………………………………………………………………………………………………………………………………..………….

G. Select any proposed actions for improving your performance from the list below:

(tick as appropriate and give details)

1 Coaching ………………………………………………………………………….…………....

2 Training : (i) On-the-job …………………………………………………………………………………….....

(ii) Off-the-job ………………………………………………………………………….…………....

(iii) Self learning ………………………………………………………………………….…………....

3 Provision of adequate Resources ……………………………………………………………………………..…….…..

4 Better work environment …………………………………………………………………………………...…..

5 Other ……………………………………………………………………………………….

H. Any other job related issues you wish to highlight. ………………………………………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………………………………………….

Appraisee’s Signature:…………..……………… Date:…………………....................

(to be filled in by appraiser during meeting) Please refer to Guidance Notes for rating mechanism

KRA/KT Nos. ( A1, A2…) Rating COMPETENCIES Rating Rating

……………….……………………………………… …………... 1. Communication

…………...

……………….……………………………………… …………... 2. Customer Focus …………...

……………….……………………………………… …………... 3. Ethical Conduct & Personal Grooming …………...

……………….……………………………………… …………... 4. Job Knowledge …………...

……………….……………………………………… …………... 5. Reliability …………...

……………….……………………………………… …………... 6. Teamwork …………...

……………….……………………………………… …………... 7. Management Skills (if applicable)

…………...

……………….……………………………………… …………... Others……………………………………………………… …………...

……………….……………………………………… …………... Total score …………………………………………..

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Total score

Comments of appraiser, if any……………………………………….…………………………………………………….......…………………………..….……

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Comments of appraisee, if any…………………………………….…...…………………………………………………………………………………….…….

.….………………………………………………..…………………………………………………….……………………………………………………………………

……………

Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:………….…….

NEXT LEVEL SUPERVISOR

I have taken cognizance of the officer’s performance.

Signature:…………..……………………………....………………..… Date:………….............…..

=

=

Section 6: Final Appraisal - Progress Discussed and Recorded

7

OVERALL PERFORMANCE ( tick as appropriate)

Excellent Good

Fair Unsatisfactory

COMPUTATION

Total score of Key Tasks

Number of Key Tasks

Total score of Competencies

Number of Competencies

Overall score of performance = A + B =

2

A = ….................

B = …..................

The four-level rating

KEY TASKS

Rating Definition

1 Consistently below standards

2 Sometimes meets standards

3 Consistently meets standards

4 Consistently exceeds standards

COMPETENCIES

Rating Definition

1 Consistently displays less than 2 factors specified under the

respective competency. Intensive development required

2 Consistently displays 2 factors specified under the respective

competency. Further development required.


competency.

4 Consistently displays all 4 factors specified under the

respective competency. Serves as an example for others to

follow.

COMPUTATION


Number of Key Tasks




2

= A = ….................

B = …................. =

The definition of overall score Excellent 3.2 &

above

Qualifies for increment and

promotion. (Eligible for non-financial

reward.)

Good 2.4 & less

than 3.2


promotion.

Fair* 2 & less

than 2.4

Increment is granted. However,

overall performance should be

improved to ‘Good’ to qualify for

further increment in the same

grade.

Unsatisfactory* less than

2

Does not qualify for increment.

* Please refer to Performance Improvement Plan guidance note.

Section 6: Final Appraisal - Progress Discussed and Agreed

(to be filled in by appraiser during appraisal meeting) Please refer to Guidance Notes for rating mechanism

KRA/KT Nos. ( A1, A2…) Rating

A1 1

A2 2

A3 3

A4 4

A5 2

B1 3

B2 4

B3 4

B4 2

C1 3

C2 3

TOTAL SCORE 31

COMPETENCIES Rating

1. Communication 4

2. Customer Focus 3

3. Ethical Conduct & Personal Grooming 2

4. Job Knowledge 1

5. Reliability 3

6. Teamwork 3

7. Management Skills (if applicable) -

8. Other………………………………………… -

TOTAL SCORE 16

COMPUTATION


Number of Key Tasks




2

= A = 31/11=2.82

B = 16/6=2.67 =

2.75

The definition of overall score


Excellent 3.2 &

above


promotion. (Eligible for non-financial

reward.)

Good 2.4 & less

than 3.2


promotion.

Fair* 2 & less

than 2.4

Increment is granted. However,

overall performance should be

improved to ‘Good’ to qualify for

further increment in the same

grade.

Unsatisfactory* less than

2

Does not qualify for increment.

OVERALL PERFORMANCE ( tick as appropriate)

Excellent Good Fair Unsatisfactory

Comments of appraiser, if any ……………………………………….…………………………………………………….......…………………………..……….……

…………………..……...…………………………………………………..………………………………..……………………..……

Comments of appraisee, if any …………………………………….…...…………………………………………………………..…………………………………….

.….………………………………………………..……………………………………………………..…….…………………………

Appraisee’s Signature:………….… Appraiser’s Signature:…………..… Date:………….


I have taken cognizance of the officer’s performance.

Signature:…………..………………………… Date:…………

GUIDANCE NOTES – FILLING OF PERFORMANCE APPRAISAL FORM (PAF) - GENERAL

1. This form should be filled in by all grades, except those falling under (i) and (ii) below:

(i) Heads of Divisions/Departments drawing salary in a scale with maximum point not less than Rs 75,600. excluding Accounting Heads.

(ii)Workmen’s Group as defined in the Human Resource Management Manual (2011) under Para. 24 “Interpretation” (Pg 5).

2. Timeline for the Performance Appraisal System

The appraisal period coincides with financial year - January 01 to December 31.

Performance Management Cycle (PMC) Time Frame

OR

Change in posting of appraiser/appraisee,

new appointment, etc...

Performance Agreement for the appraisal

period finalised and agreed upon by appraiser

and appraisee

January 01 to 15 Within one month on joining the Min/Dept

Mid-Term Appraisal June 25 to July 24

At least three months after signing performance agreement

Final Appraisal (including submission to HR

Section)

By December 31 At least three months following agreement, otherwise only

comments to be inserted

3. Section 1 - Personal information/data to be filled in by the appraisee at the start of the PMC.

Section 2 - To be filled in by HR section following completion of the PMC including outcome of Moderation/Appeal procedures, if any.

Section 3 - Performance Agreement (PA) is reached after discussion between appraiser and appraisee on work to be performed and

competencies to be displayed during the PMC.

Key Result Areas (KRAs) - Critical areas of performance which have a direct impact on achievement of goals and objectives. To be

aligned with and reflect “services to be delivered” as approved in PBB, wherever applicable. Source could also be Government

Programme, Strategic Plan, ESTP and Action Plan. A maximum of 5 KRAs to be identified.

Key Tasks (KTs) - Main activities which are crucial for the services to be delivered or for objectives to be met. About 5 KTs under

each KRA are advisable.

Performance Standards - How well each KT must be performed in terms of (a) quantity (b) timeliness and (c) quality. The element

of cost may also be considered, wherever applicable.

Competencies - Six generic competencies have been provided and are applicable to all officers. The seventh one, Management

Skills, applies only to officers performing supervisory duties.

Section 4 - Mid-Term Appraisal is carried out to review progress made on PA, document feedback and initiate corrective action, where

appropriate. To be filled in by appraiser during a formal meeting with appraisee. The latter may give appreciation of own performance,

highlight constraints and make suggestions for general improvement under ‘Comments’.

Section 5 - Self Assessment is carried out to give appraisee the opportunity to participate in the appraisal exercise. To be filled in by

appraisee and submitted to appraiser before appraisal meeting.

Section 6 - Rating indicates the level of appraisee’s performance against standards set and factors specified under each competency.

The four-level rating of KTs and Competencies are tabulated below:

Key Tasks Competencies

Rating Definition Rating Definition

1 Consistently below standards

1 Consistently displays less than 2 factors specified under the respective

competency. Intensive development required

2 Sometimes meets standards 2 Consistently displays 2 factors specified under the respective competency.

Further development required.

3 Consistently meets standards 3 Consistently displays 3 factors specified under the respective competency.

4 Consistently exceeds standards 4 Consistently displays all 4 factors specified under the respective competency.

Serves as an example for others to follow.

The definition of overall score is tabulated below:

Excellent 3.2 & above Qualifies for increment & promotion. (Eligible for non financial reward)

Good 2.4 & less than 3.2 Qualifies for increment & promotion.

Fair* 2 and less than 2.4 Increment is granted. However, overall performance should be improved to ‘Good’ to qualify for

further increment in the same grade.

Unsatisfactory* less than 2 Does not qualify for increment.


Next level supervisor is the immediate supervisor of the appraiser, who is required to take cognizance of the overall performance

of the appraisee before countersigning the appraisal form. Any divergence between appraiser and appraisee is also sorted out at

this level. 8

Performance Management Cycle

(PMC)

Time Frame

O R

Change in posting of appraiser/appraisee,

new appointment, etc...

Performance Agreement for the appraisal period finalised and agreed upon by appraiser and appraisee

January 01 to 15

Within one month on joining the Min/Dept

Mid-Term Appraisal June 25 to July 24

At least three months after signing performance agreement

Final Appraisal (including submission to HR Section)

By December

31

At least three months following agreement, otherwise only comments to be inserted

Timeline for the Performance Appraisal System The appraisal period coincides with financial year - January 01 to December 31

• This form should be filled in by all Heads of

Departments/Divisions drawing salary in a scale

with maximum point not less than Rs 75,600

Performance Appraisal Form (Senior Management)

PERFORMANCE APPRAISAL FORM (Senior Management)

MINISTRY/DEPARTMENT

…………………………………………………………………………………………………………………………………………………………..…..

PERIOD: From ……………….………… to ……………….…………

NAME & GRADE OF APPRAISER: ………………………………………………………………………………………………….………..…………

NAME & GRADE OF NEXT LEVEL SUPERVISOR: ………...………………………..………..…………………..………………………….…..……



SURNAME:…………………………….…………………………………………………………..….…Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH: …….…………….…..……

PRESENT APPOINTMENT: …………………..………………………..………………………………………………………………………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………….………..………………

QUALIFICATIONS: DIPLOMA *

DEGREE * OTHERS

*


* Please specify: ………...…………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… …………………………… …………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… ……………………………







Other (give details): ………………... PIP Yes No ……………………………………………….


1

2

3 Other Yes No ……………………………………………….



Signature: ……………………………………………………………………………………… Date: ………………………….………………………………….






SURNAME:…………………………….…………………………………………………………..….…Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH: …….…………….…..……

PRESENT APPOINTMENT: …………………..………………………..………………………………………………………………………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………….………..………………

QUALIFICATIONS: DIPLOMA *

DEGREE * OTHERS

*


* Please specify: ………...…………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… …………………………… …………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… ……………………………


Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:…………………...


1. Accountability

a. Holds self and others accountable for measurable high quality, timely and cost effective services.

b. Manages Government resources responsibly in compliance with established regulations.

c. Accepts responsibility in a competent manner for own areas of work and those of subordinates.

d. Works collaboratively with partners and stakeholders to promote and sustain good governance

principles.

2. Communication

a. Exhibits effective listening, oral and written skills.

b. Demonstrates the ability to leverage multiple communication channels.

c. Facilitates an open exchange of ideas/information and fosters an atmosphere of transparent

communication across the organisation.

d. Skillfully settles differences by using a win-win approach to maintain relationships.

3. Managing

Change

a. Is committed to innovation and continuous improvement in organisational performance.

b. Recognises the need for change and is willing to take calculated risks to meet challenges.

c. Understands resistance to change and deals effectively with it for smooth implementation of

change initiatives.

d. Generates enthusiasm and commitment in staff to embrace change.

4. Managing People a. Inspires and fosters team commitment and motivates team members to accomplish group goals.

b. Ascertains developmental opportunities and continuous feedback to staff to maximize their

potential and enhance their performance.

c. Creates an environment where staff feel valued through delegation and empowerment.

d. Encourages and accepts differences of opinion, manages and resolves conflicts and

disagreements in a constructive manner.

5. Managing Self

a. Upholds the core values of integrity, honesty, objectivity and impartiality as specified in the

“Code of Ethics for Public Officers”.

b. Positively influences others to adopt and maintain the highest standards of ethical conduct by

setting the direction for a responsible and responsive civil service.

c. Displays effective time management skills in managing work load, taking decisions and

upholding commitments.


6. Strategic

Thinking

a. Shares strategic vision and influences others towards its realisation.

b. Conveys a sense of direction based on thorough understanding of objectives and priorities.

c. Is result oriented and makes things happen.

d. Generates action plans and adjusts them to changing conditions.

7. Other ……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………


4


1. Accountability a. Holds self and others accountable for measurable high quality, timely and cost effective services.

b. Manages Government resources responsibly in compliance with appropriate established regulations.

c. Accepts responsibility in a competent manner for own areas of work and those of subordinates.

d. Works collaboratively with partners and stakeholders to promote and sustain good governance principles.

2. Communication a. Exhibits effective listening, oral and written skills. b. Demonstrates the ability to leverage multiple communication

channels. c. Facilitates an open exchange of ideas/information and fosters an

atmosphere of transparent communication across the organisation. d. Skillfully settles differences by using a win-win approach to

maintain relationships. 3. Managing

Change

a. Is committed to innovation and continuous improvement in organisational performance.

b. Recognises the need for change and is willing to take calculated risks to meet challenges.

c. Understands resistance to change and deals effectively with it for smooth implementation of change initiatives.

d. Generates enthusiasm and commitment in staff to embrace change.


4. Managing People a. Inspires and fosters team commitment and motivates team

members to accomplish group goals.

b. Ascertains developmental opportunities and continuous

feedback to staff to maximize their potential and enhance their

performance.

c. Creates an environment where staff feel valued through

delegation and empowerment.

d. Encourages and accepts differences of opinion, manages and resolves conflicts and disagreements in a constructive manner.

5. Managing Self a. Upholds the core values of integrity, honesty, objectivity and

impartiality as specified in the “Code of Ethics for Public

Officers”.

b. Positively influences others to adopt and maintain the highest

standards of ethical conduct by setting the direction for a

responsible and responsive civil service.

c. Displays effective time management skills in managing work

load, taking decisions and upholding commitments.



6. Strategic Thinking

a. Shares strategic vision and influences others towards its realisation.

b. Conveys a sense of direction based on thorough understanding of

objectives and priorities.

c. Is result oriented.

d. Generates action plans and adjusts them to changing conditions.

7. Other

…………..………………………………………………………………..

……………………………………………………………………………

……………………………………………………………………………

……………………………………………………………………………

Appraisee’s Signature:…………………. Appraiser’s Signature:………………… Date:…………….....


• This form should be filled in by Workmen’s Group as defined in the Human Resource Management Manual (2011) under Para. 24 “Interpretation” (Pg 5)

GENERAL GRADES – all categories of unskilled and semi–skilled workers and their supervisors

TRADESMAN GRADES – all grades performing skilled jobs and their supervisory levels and includes apprentices

Performance Appraisal Form (Workmen’s Group)

PERFORMANCE APPRAISAL FORM (Workmen’s Group)

MINISTRY/DEPARTMENT

…………………………………………………………………………………………………………………………………………………………..…..

PERIOD: From ……………….………… to ……………….…………

NAME & GRADE OF APPRAISER: ………………………….………………………..…………………………………………………………………

NAME & GRADE OF NEXT LEVEL SUPERVISOR: ………………………………………...………………………..…………………………………



SURNAME:…………………………….……..……………………………………………………….… Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH:……….………….…..……

PRESENT APPOINTMENT: …………………..………………………………………………………….…..……………………..…………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………..….………………………

QUALIFICATIONS: CPE SC/GCE ‘O’ LEVEL OTHERS *


* Please specify: ………...…………………………………………………………………………………………………………………………………

………………………………………………………………………………………..…………………………………………………………………..


…………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… …………………………… …………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… ……………………………




Performance Improvement Plan Whether eligible for increment: Yes No N/A (tick as appropriate)

Moderation Remarks Follow up actions to be taken:(tick as appropriate and give details)

Other (give details)………………………… Training Yes No …………………………………….


1

2

3 PIP Yes No …………………………………….

Other Yes No …………………………………….



Signature: ……………………………………………………………………………………… Date: ………………………….………………………………….






SURNAME:…………………………….……..……………………………………………………….… Mr, Mrs, Ms (tick as appropriate)

NAME:...………………………………………………………………………………… DATE OF BIRTH:……….………….…..……

PRESENT APPOINTMENT: …………………..………………………………………………………….…..……………………..…………..……

POSTING - UNIT/DIVISION: ……………………………………………………….…………..…. DATE: …………..….………………………

QUALIFICATIONS: CPE SC/GCE ‘O’ LEVEL OTHERS *


* Please specify: ………...…………………………………………………………………………………………………………………………………

………………………………………………………………………………………..…………………………………………………………………..


…………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… …………………………… …………………………………………………………………………………………………………………….….… ……………………………

…………………………………………………………………………………………………………………….….… ……………………………





Performance Improvement Plan Whether eligible for increment: Yes No N/A (tick as appropriate)

Moderation Remarks Follow up actions to be taken:(tick as appropriate and give details)

Other (give details)………………………… Training Yes No …………………………………….


1

2

3 PIP Yes No …………………………………….

Other Yes No …………………………………….



Signature: ……………………………………………………………………………………… Date: ………………………….………………………………….




(to be signed by appraiser and appraisee after discussion at the start of PMC or following a change in posting, new appointment, etc)

* Applicable only to employees performing supervisory duties Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:…………….….…..

(to be filled in by appraiserduring meeting)

A. Are you satisfied with the employee’s general performance level?


B. Please specify with respect to the employee’s Performance Agreement:

(i) Any competencies where appraisee showed special strength.

…………………………………………………………………………………………………………………………………………………………………

………..………………………………………………………………………………………………………………….…………………………………….

(ii) Any competencies which need to be developed further. …………………………………………………………………………………………………………………………………………………………………

………….………………………………………………………………………………………………………………….……………...................................


2


1. Communication

a. Expresses facts and ideas clearly and concisely.

b. Listens attentively.

c. Uses appropriate language in all circumstances.

d. Maintains harmonious relations with co-workers.

2. Customer Focus a. Displays positive outlook and has pleasant manners.

b. Shows respect and courtesy in dealing with staff and members of public.

c. Responds effectively to customers’ needs and expectations.

d. Behaves in an honest, fair and ethical manner.

3. Job Knowledge a. Has a good all round working knowledge.

b. Applies relevant technical skills to work situations.

c. Is keen to learn and improve existing job knowledge.


4. Output of work a. Carries out work according to procedures and specifications including Health & Safety norms.

b. Completes allocated tasks on time.

c. Adheres to quality standards in delivery of output.

d. Is able to handle efficiently a variety of tasks.

5. Reliability a. Takes responsibility for own actions.

b. Is willing to accept additional responsibilities as and when required.

c. Is available whenever required and complies with regulations in force with respect to

attendance.

d. Makes rational use of leave privileges thereby causing no inconvenience to others.

6. Management of

Subordinates*

a. Inspires respect and trust.

b. Provides direction and gains compliance through clear instructions.

c. Makes self available to staff for guidance and support.

d. Develops staff skills and encourages personal growth.

7. Other ……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………


1. Communication a. Expresses facts and ideas clearly and concisely. b. Listens attentively. c. Uses appropriate language in all circumstances. d. Maintains harmonious relations with co-workers.

2. Customer Focus a. Displays positive outlook and has pleasant manners.

b. Shows respect and courtesy in dealing with staff and members of public.

c. Responds effectively to customers’ needs to maximize their satisfaction.

d. Behaves in an honest, fair and ethical manner. 3. Job Knowledge a. Has a good all round working knowledge.

b. Applies relevant technical skills to work situations.

c. Is keen to learn and improve existing job knowledge.



4. Output of work

a. Carries out work according to procedures and specifications.

b. Completes allocated tasks on time.

c. Adheres to quality standards in delivery of output.

d. Is able to handle efficiently a variety of tasks.

5. Reliability a. Takes responsibility for own actions.

b. Is willing to accept additional responsibilities as and when required.

c. Is available whenever required and complies with regulations in force with respect to attendance.

d. Makes rational use of leave privileges thereby causing no inconvenience to others.


6. Management of Subordinates*

a. Inspires respect and trust.

b. Provides direction and gains compliance through clear instructions.

c. Makes self available to staff for guidance and support.

d. Develops staff skills and encourages personal growth.

7. Other …………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………….

•Applicable only to employees performing supervisory duties

Appraisee’s Signature:……………....... Appraiser’s Signature:……………...... Date:…………….


A. Are you satisfied with the employee’s general performance level with respect to agreed standards?


B. Please specify with respect to the employee’s Performance Agreement:

(i) Any competencies where appraisee demonstrated special strength.

…………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………….

(ii) Any competencies which need to be developed further.

…………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………….



C. Has the employee been given feedback on achievements/shortcomings throughout the review period?



Yes No N/A E. Comments of appraiser, if any

………………………..…………………………………………………….…………….………………..………………………………………………………………………………………………………………………………………………………...……………………………………………………………………………………………………………………………………………

F. Comments of appraisee, if any ………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………………………………………………………..……………...……………………………………………………

Appraisee’s Signature:……………… Appraiser’s Signature:…………..... Date:………..

Section 4: Mid-term Appraisal (Contd)

C. Has the employee been given feedback on achievements/shortcomings throughout the review period?



Yes No N/A

E. Comments of appraiser, if any……………………………………….……………………………………………………….

……………………………………………………………………………………………………………………………….…….….

F. Comments of appraisee, if any……………………………………………………….…………………………………….…

………………………………………………………………………………………………………………………………………...

Appraisee’s Signature:…………..…………… Appraiser’s Signature:…………....……………… Date:…………….…..


Please refer to Guidance Notes for rating mechanism

Comments of appraiser, if any……………………………………….…………………………………………………….......………………………………..….…

…………..………………………..……...…………………………………………………..………………………………………………...……………………………….

Comments of appraisee, if any…………………………………….…...………………………………………………………………………………….…….……

….………………………………………………………………………………………………………………………………………………………………………………

Appraisee’s Signature:…………..………………… Appraiser’s Signature:…………....………………..… Date:………………..…..


I have taken cognizance of the employee’s performance.

Signature:…………..……………………………....……………….. Date:………….............…..

COMPETENCIES Rating

1. Communication

2. Job Knowledge …………...

2. Customer Focus …………...

3. Job Knowledge

…………...

4. Output of work …………...

5. Reliability …………...

6. Management of Subordinates ( if applicable)

…………...

7. Other …………...

Total score

Section 5: Final Appraisal - Progress Discussed and Recorded

COMPUTATION

Overall score Total score of Competencies

of performance Number of Competencies

Overall score of performance =

OVERALL PERFORMANCE (tick as appropriate)


=

3

Section 4: Mid-term Appraisal (cont)

COMPETENCIES

Rating Definition

1 Consistently displays less than 2 factors specified under the

respective competency. Intensive development required


competency. Further development required.


competency.

4 Consistently displays all 4 factors specified under the

respective competency. Serves as an example for others to

follow.

Section 5: Final Appraisal – Progress Discussed and Recorded

COMPETENCIES RATING

1. Communication

2. Customer Focus

3. Job Knowledge

4. Output of Work

5. Reliability

6. Management of Subordinates (if applicable)

7. Other

TOTAL SCORE

(to be filled in by appraiser during appraisal meeting) Please refer to Guidance Notes for rating mechanism

COMPUTATION

Overall score of Total score of Competencies

Performance Number of Competencies

Overall score of performance =

=

OVERALL PERFORMANCE (tick as appropriate)


Comments of appraiser, if any

……………………………………….…………………………………………………….......………………………

…………..………………………..……...…………………………………………………..……………………….

Comments of appraisee, if any

…………………………………….…...………………………………………………………………………………

…………………………………………..…………………………………………………….………………………

Appraisee’s Signature:……………..… Appraiser’s Signature:…………............. Date:…………….....

NEXT LEVEL SUPERVISOR I have taken cognizance of the employee’s performance.

Signature:…………..……………………………....………… Date:…………...........…

PERFORMANCE IMPROVEMENT PLAN

A PIP is a tool to communicate and clarify on the following:

• Specific performance areas and competencies that fail to meet agreed performance level

• Improved level of performance to be achieved

• Remedial actions/steps that will help appraisee in meeting the expected standards of performance

When to fill in a PIP: • Appraisee’s overall performance rating is below 2.4

• Appraiser considers that appraisee’s current performance requires improvement after discussion with the latter

Performance Improvement Plan

PERFORMANCE IMPROVEMENT PLAN- (APPRAISAL PERIOD: …………………………) (To be filled in by Appraiser – please see guidance note overleaf)

APPRAISEE’S NAME: …………………………………………….. GRADE: …………………………………..………………….. APPRAISER’S NAME: …………………………………………….. GRADE: …………………………………..…………………..

Performance Gap(s)

(A,B…)

Remedial Action(s)

(1,2…) By

Ap

pra

iser

B

y

Ap

pra

isee

Time

Frame

Appraiser

&

Appraisee Act

ion

com

ple

ted

A

ctio

n n

ot

com

ple

ted

Comments/Any Further

Action Required

Appraiser

&

Appraisee

Tick as

approp

From To

Initial &

date

Tick as

approp

Initial &

date

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

………………………………

……………………………......

..................................................

……………………………………

……………………………..……...

……………………………………

……………………………………

……………………………………

……………………………………

……………………………….…...

……………………………………

………………………..…………..

………….…………………………

……………………………………

……………………………………

……………………………………

….……………..…………………...

……………………………………

……………………………………

……………………………………

……………….…………………

……………………........................

.

……………………………………

……………………………………

……………………………………

……………………………………

……………………………………

….…………………….………….

……………………………………

……………………………………

……………………………………

……………………………………

…

Signature of Appraiser……..……….................... Signature of Appraisee……………………………………… Date: ………………………..

GUIDANCE NOTES - PERFORMANCE IMPROVEMENT PLAN (PIP)

1. Purpose:

To communicate and clarify on the following:

specific performance areas and competencies that fail to meet agreed standards,

improved level of performance to be achieved; and

the remedial actions/steps that will help appraisee in meeting the expected standards of performance.

2. When to implement a PIP:

When appraiser considers that appraisee’s current performance requires improvement after discussion

with the latter;

When appraisee’s overall performance rating is below 2.4.

3. Developing the PIP:

Briefly state the facts & events that necessitate the development of a PIP.

Develop specific and measurable steps/actions to improve performance. The following non-exhaustive

list of remedial actions may be considered:

o coaching,

o counselling,

o on-the-job/off-the-job training, self-learning,

o provision of adequate resources, reading and other reference materials,

o enhancement of working environment,

o more exposure to acquire experience, etc…

Establish reasonable timeframe for improved performance on each shortcoming.

Conduct periodic reviews on a regular basis to monitor progress and provide feedback.

Communicate consequences for failure to meet standards and sustained performance.

4. PIP GUIDELINES:

Performance Gaps- Appraiser writes down aspects of the unsatisfactory performance that require

improvement. Each discrepancy should be identified and clearly communicated.

Remedial Action - Appraiser establishes an action plan aimed at correcting appraisee’s performance. The

action plan should be SMART- Specific, Measurable, Achievable, Relevant and Time-bound.

Comments/Any FAR- Appraiser documents the performance observed throughout the PIP review period.

At the end of the period, the appraiser determines whether the process was satisfactorily completed and

specifies whether any further action is required. The latter is strongly advised to keep records on

performance discussions, summarising dates and details for each discussion/meeting. Also, if appraisee

fails to make improvements, the appraiser may consult the next level supervisor /Head of HR before

deciding on any further action required.

Signing of PIP- Both appraiser and appraisee should sign the PIP either after completion of action plan

or at the end of PMC, where any remedial action is outstanding. In such a case, a new PIP should be

developed at the start of the following PMC.

PERFORMANCE IMPROVEMENT PLAN (Workmen’s Group) - (APPRAISAL PERIOD: …………………………) (To be filled in by Appraiser – please see guidance note overleaf)

APPRAISEE’S NAME: ………………………………………………….. GRADE: …………………………………..………………….. APPRAISER’S NAME: ………………………………………………….. GRADE: …………………………………..…………………..

Performance Gap(s)

(A,B…)

Remedial Action(s)

(1,2…)

Comments/Any Further Action Required

Appraiser

&

Appraisee

Initial &

date

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Signature of Appraiser:……………………….. Signature of Appraisee:…………………….. Date: ……………………….

PIP GUIDELINES

Performance Gaps - Appraiser writes down aspects of the unsatisfactory performance that require improvement. Each discrepancy should be identified and clearly communicated.

Remedial Action - Appraiser establishes an action plan aimed at correcting appraisee’s performance. The action plan should be SMARTT- Specific, Measurable, Achievable, Relevant , Timely and Time-bound.

Comments/Any FAR - Appraiser documents the performance observed throughout the PIP review period. At the end of the period, the appraiser determines whether the process was satisfactorily completed and specifies whether any further action is required. The latter is strongly advised to keep records on performance discussions, summarising dates and details for each discussion/meeting. Also, if appraisee fails to make improvements, the appraiser may consult the next level supervisor /Head of HR before deciding on any further action required.

Signing of PIP - Both appraiser and appraisee should sign the PIP either after completion of action plan or at the end of PMC, where any remedial action is outstanding. In such a case, a new PIP should be developed at the start of the following PMC.

Performance

Gap(s)

Action to be taken

Appra

iser

Appra

isee

Time Frame

Appra

iser

Appra

isee

Action com

pleted

Action not

com

plete

d

Appra

iser

Appraisee

Comments/any

further action

required

Please

tick as

approp

From To Signature

& date

Please

tick as

approp

Signature

& date

(1)Failure to

complete

work

assignments

by the

deadline

dates

(a)Provide guidelines on

Procurement procedures.

(b)Read materials

provided.

(c)Follow training course

organized by MCSAR

(d)Organize work

according to priorities

(e)Be punctual

By

7.9.12

7.9.12

15.X.12

1.9.12

1.9.12

30.9.12

20.X.12

30.9.12

30.9.12

Evaluation carried out

to test knowledge on

5 Oct. Positive

results.

Training programme

postponed to Jan.

2013.ER will follow up

with HR.

Good time

management. Close

monitoring till end

October.

Has been punctual for

the whole month.

Close monitoring till

end October.

Signature of Appraiser:……..……….......... Signature of Appraisee:………………………. Date: …………………….

Dates to Watch Out

2012 – Last year for CR

2013 – Filling of PAF MANDATORY

January – signing of Performance agreement

June/July – Mid term appraisal

December – Final appraisal

Note for Caution

In case of changes in posting, it is mandatory to complete and close the PAF and thereafter fill in a new PAF

Immediate Action Required

Revisit existing performance agreement

• Review work plan

• Link KRA with PBB, wherever applicable

THANK YOU

revised performance appraisal formssbsc.edu.govmu.org/english/educator...

Documents