1. As you are well aware, the SPMDS 2007-2008 Cycle ended on 31 March 2008 and you should be well on your way to completing all the relevant documentation.
2. The moderating process is necessary to ensure that appraising is consistent throughout the Department and that recognition is given to those who deserve it.
3. In order for us to effectively monitor and evaluate the system, as well as effect the necessary salary adjustments, viz. pay progression and performance bonuses, we need to have all the documentation sent to Head Office.
4. For your convenience, the required documents are listed below:
  1. Annexure A: The Individual Performance Plan

  2. Annexure B: The Individual Development Plan

  3. Annexure C: The TWO Quarterly Reviews for the 2007-2008 Cycle

  4. Annexure D: The Annual Appraisal, containing the final assessment for the year

  5. Annexure E: A signed certificate for each employee, indicating whether that employee’s performance

    is acceptable or not. This will help us expedite the matter of pay progression.

  6. Annexure I: Kindly note that the supervisor is required to provide a written justification, based on the evidence accumulated throughout the year, in cases where the assessment places an employee in the category of Commendable (4) or Outstanding (5).
5. You are also requested to meticulously observe the following:
  1. Please ensure that all documents are signed and dated.
  2. Be honest and realistic in your rating of employees and base your assessment on performance throughout the year.
  3. The Normal Distribution Curve indicates that only 20% of staff are top performers, which does not mean that the others are not hard-working. Top performers stand out amongst their peers and most employees know who these exceptional individuals are.
  4. Thus, do not indiscriminately rate staff as above average workers unless you can sketch a record of consistently above-average performance. Also, by rating all your staff indiscriminately, you are admitting that your standards need attention and, in the process, you are placing those who truly deserve to be recognised for excellent performance at a disadvantage.
  5. Remember only those exceptional staff, backed by verifiable evidence, can receive an additional monetary reward.
  6. Please note that no nomination for an above-average performance will be considered unless it is accompanied by the written justification referred to earlier in this document.
6. The ultimate aim of the SPMDS is not to extend monetary reward to selected individuals, but to contribute to individual growth and thereby promote institutional excellence.
7. The submission date for your records, as indicated on the school calendar, is 30 April 2008. However, extension has been granted until 30 May 2008 and the documents must be sent to the following address:

Head: Education
For attention: The SPMDS Officer (Room 10-19)
Directorate: Internal Human Capital Management
Western Cape Education Department
Private Bag X9114
Cape Town
8000
8. Unfortunately, late submissions will be penalised and supervisors will be required to provide an explanation for such late submissions.
9. Your co-operation in finalizing this process as speedily as possible will be much appreciated.
10. Kindly bring the contents of this minute to the attention of all public service staff under your supervision.


SIGNED: M CRONJE
HEAD: EDUCATION
DATE: 2008:05:15