| 1.2 |
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Part VIII of the Public Service Regulations (PSR), 2001, stipulates that a system for performance management and development for employees on post levels 1 to 12, must be determined. |
| 1.3 |
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The staff performance management and development system (SPMDS) is results-driven, and entails a continuous process of ensuring that employees know exactly what is expected of them, are properly equipped to do what is expected of them, and produce the results required of them. The process also involves performance appraisal. |
| 1.4 |
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The performance cycle extends over one year, i.e. from 1 April of a specific year to 31 March of the next year. The interlinked phases attached to it can be summarised as follows:
Establishing an Individual Performance Plan and an Individual Development Plan which is the result of consultation between the employee and the supervisor/line manager and should reflect their mutual agreement on the results/outputs to be achieved within a specific performance management cycle Continuous monitoring of the employee’s performance and providing feedback on it, on the basis of evidence gathered, through 4 quarterly reviews Developing the employee’s capacity to perform throughout the performance cycle An annual appraisal at the end of the performance cycle (during March) in which an employee’s performance in that cycle is assessed or measured.
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| 2.1 |
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In terms of Section C3, Part VIII of the PSR, 2001, a department has to test the system on groups of employees in all the occupational categories before utilising such a system. |
| 2.2 |
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The WCED conducted a pilot project on a sample of its staff across all levels and occupational categories (Head Office, EMDCs and schools) over the period 1 April 2003 to 31 March 2004. The inputs received from this process have been incorporated as far as possible within the SPMDS. |
| 3. |
DATE OF IMPLEMENTATION AND TRANSITIONAL ARRANGEMENTS |
| 3.1 |
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The new Staff Performance Management and Development System (SPMDS) replaces the current systems of performance evaluation and is effective as from 1 April 2004. |
| 3.2 |
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For this first performance management cycle ending 31 March 2005, a shortened appraisal period of 8 months will be applicable as a transitional arrangement. |
| 3.3 |
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The system is currently being rolled out, and training that focuses on the development of the Individual Performance and Development Plans will be held over the period 14 June 2004 to 10 August 2004. |
| 3.4 |
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All supervisors/line managers are required to ensure that Individual Performance and Development Plans for the current cycle have been concluded in respect of all their Public Service Staff members by 31 August 2004. |
| 3.5 |
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The first and second quarterly review sessions must be finalised by 10 November 2004 and 21 February 2005, respectively. The performance appraisal must be completed by 10 March 2005. |
| 3.6 |
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The department will be giving ongoing support throughout these processes and conduct interventions where necessary. Follow-up sessions, focusing specifically on the review and appraisal processes, will also be held once the Individual Performance and Development Plans are in place. |
| 3.7 |
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The full appraisal period of 12 months will become applicable for the next performance cycle, namely 1 April 2005 to 31 March 2006, during which at least 4 quarterly review sessions must be held, followed by an appraisal session during March 2006. |
| 4. |
REWARDING PERFORMANCE
An employee who in terms of a full scale SPMDS process performs at an acceptable, commendable or outstanding level becomes eligible for pay progression, a cash bonus or a non-financial reward.
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| 4.1.1 |
The first pay progression was implemented on 1 July 2003, based on work performance during the period 1 April 2002 to 31 March 2003. As an interim measure a certificate had to be completed in this regard by each line manager/supervisor to confirm that the work performance of their staff had been satisfactory. |
| 4.1.2 |
To qualify for pay progression with effect from 1 July 2004, another pay progression certificate must be completed for the period 1 April 2003 to 31 March 2004 and must be submitted to The Performance Management Officer, Directorate: Personnel Management (Public Service Staff), at the above address by 6 August 2004. |
| 4.1.3 |
After the official full scale implementation of the SPMDS, pay progression with effect from 1 July 2005 will be based on the following:
One year's continuous service on a salary notch with an assessment of at least "acceptable" performance in terms of the SPMDS for the said period. This process will include employees who transferred from one occupational category to another or from one department to another where the employee remained on the same salary notch. An employee on a personal salary notch above the maximum of the salary scale attached to his or her post shall not qualify for pay progression, but shall receive annual salary adjustments as determined by the Minister for Public Service and Administration.
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| 4.2 |
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Cash Bonus
A cash bonus to a maximum of 10% and 18% of the employee’s basic salary may be considered in recognition of an overall performance rating of 4 and 5, respectively. The granting of a cash bonus will be considered after the completion of the current cycle which ends on 31 March 2005. The payment of cash bonuses is, however, dependent on the availability of funds.
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| 4.3 |
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Non-Financial Rewards
The WCED will, from time to time, introduce non-monetary recognition schemes to stimulate performance across the department. However, component heads/line managers are also free to develop their own recognition schemes, provided that these remain non-monetary and do not change any basic employment condition.
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| 5. |
Any further enquiries could be directed to your EMDC’s SPMDS Co-ordinator or to the following officials at Head Office:
E Gierdien Tel. 021 467 2157 e-mail address:
Ebrahiem Gerdien (egerdien@pgwc.gov.za)
T Manasse Tel. 021 467 2426 e-mail address:
Trevor Manasse (tmanasa@pgwc.gov.za)
E Potgieter Tel. 021 467 2474 e-mail address:
Eurica Potgieter(epotgiet@pgwc.gov.za)
B Jacobs Tel. 021 467 2155 e-mail address:
Bevan Jacobs(bgjacobs@pgwc.gov.za)
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| 6. |
Kindly bring the contents of this circular to the attention of all Public Service personnel under your jurisdiction. |
SIGNED: G.J. ELLIOTT
HEAD: EDUCATION
DATE: 2004:06:23
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