All public service (PS) staff and their respective line managers (deputy directors-general, chief directors, directors, CEOs of FET colleges and principals) are reminded that all employees appointed under the Public Service Act of 1994 are required to implement the Staff Performance Management and Development System (SPMDS) as per the prescripts of the Public Service Regulations of 2001.
This minute clarifies the requirements and informs all PS staff and their line managers of the documents that must be submitted for the SPMDS 2008-2009 evaluation cycle and all line managers are requested to adhere to the due dates as stipulated.
| 1. |
The evaluation cycle for all PS staff commences on 1 April of each year and ends on 31 March of the following year. |
| 2. |
Line managers must ensure that all PS staff members conclude their final performance review sessions for the 2008-2009 cycle with their immediate supervisors.
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| 3. |
All PS staff and their immediate supervisors should have agreed upon a date for their final performance-appraisal. This arrangement will allow all line managers and employees to finalise their performance agreements for the 2009-2010 evaluation cycle. It will also allow all line managers to verify the authenticity of all appraisal documents of their employees before they are submitted to the D: IHCM by 15 June 2009.
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| 4. |
Line managers are reminded that all required documents listed in this minute must be submitted and that only the original versions of the documents will be accepted. Any documents outstanding will not be accepted after 15 June 2009.
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| B. |
ANNEXURES TO BE SUBMITTED
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| 1. |
All the annexures listed below must be submitted. (Electronic versions of these documents are attached.)
Annexure A: Individual Performance Plan (IPP)
Annexure B: Individual Development Plan (IDP)
Annexure C: Performance Review Instrument
(Two recorded performance review sessions are required - Annexures C1 and C2)
Annexure D: Performance Appraisal Instrument
Annexure E: Performance Certificate
Annexure F: Motivation for "Commendable" or "Outstanding" Assessment
Annexure G: Nomination for a cash bonus |
| 2. |
Line managers and supervisors must ensure that all the sections of all the annexures are completed and signed by all the appropriate officials. |
| 3. |
Two recorded review sessions are required. The Annexure C form must reflect that the performance review sessions were recorded bi-annually (one in the first half and one in the second half of the evaluation year). Therefore, two Annexure C forms (Annexures C1 and C2) must be submitted for each employee.
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| 4. |
In the past, various versions of Annexure E were used. For this evaluation cycle, only the attached version of Annexure E will be accepted as the official version. |
| 5. |
All annexures attached to this minute are regarded as the official documents and are the only documents that will be accepted. |
| 6. |
In situations where employees received an overall rating of below "Satisfactory", Annexure H must be completed. Annexure H will then form part of the required list of documents for submission. |
| C. |
NOMINATION OF PS STAFF FOR MONETARY AWARDS
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| 1. |
Line managers are required to nominate 20% (as per the normal distribution curve) of their PS staff establishment for a cash bonus.
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| 2. |
At school and FET college level, the entire PS staff complement must be used to calculate the 20% of employees who will be nominated for a cash bonus. Only staff members, who received an overall rating of either "Commendable" or "Outstanding", irrespective of the individual occupational category, may be nominated for a cash bonus. |
| 3. |
The following applies to office-based PS staff only:
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| 3.1 |
Only 20% of the office-based employees may be nominated for a cash bonus and only employees who received an overall rating of "Commendable" or "Outstanding" may be considered. |
| 3.2 |
The entire PS staff establishment of a directorate must be used to calculate the number of PS employees, within the NDC's 20%, who may be nominated for a cash bonus. (The 20% guideline will also serve as a control measure for line managers.) |
| 3.3 |
Of the 20% of the employees who qualify for nomination, 5% should be from the group who received an "Outstanding" rating and 15% from the group who received a "Commendable" rating. |
| 4. |
When calculating the number of staff who may be nominated for a cash bonus, the answer must be rounded off to the nearest whole number. Examples: If your calculation generates an answer of 1.4, you may nominate only one PS staff member. If your answer is 2,5 you may nominate 3 PS staff members. |
| 5. |
In situations where only one staff member is on the establishment, that member may be nominated for a cash bonus if he or she has received an overall rating of either "Outstanding" or "Commendable". |
| 6. |
Annexure G will contain the list of PS staff who will be considered by the Central Moderation Committee (CMC) for a cash bonus. This document must be signed by the line manager. The original annexure must be attached to the appraisal documents of the nominated staff members. |
| 7. |
Failure to submit the required Annexure G will result in the CMC of the WCED allocating awards at its discretion for the directorate or institution concerned. The composition of the CMC, as well as its roles and functions, will be clarified at a later stage. |
| D. |
COLLECTION OF APPRAISAL DOCUMENTS
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| 1. |
The HR practitioners responsible for servicing your branch or education district will make arrangements with all line managers to collect all the required documents by the due date. |
| 2. |
The following officials will be responsible for co-ordinating the collection process:
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Tel.no. |
| Head Office: Celeste Brettenny |
021 467 2481 |
| Metro Central Education District: Richard Horne |
021 467 2201 |
| Metro North Education District: Richard Horne |
021 467 2201 |
| Metro South Education District: Bevin Jacobs |
021 467 2469 |
| Metro East Education District: Bevin Jacobs |
021 467 2469 |
| West Coast Education District: Mark van der Vendt |
021 467 2509 |
| Cape Winelands Education District: Mark van der Vendt |
021 467 2509 |
| Eden and Central Karoo Education District: Leon Kouta |
021 467 2066 |
| Overberg Education District: Leon Kouta |
021 467 2066 |
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| E. |
SPMDS CALENDAR FOR 2009-2010 CYCLE An SPMDS calendar for the 2009-2010 cycle, detailing processes and schedules, will be issued to all employees during May 2009. The information on the calendars must inform planning for the 2009-2010 SPMDS cycles.
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Kindly bring the contents of this minute to the attention of all public service staff under your supervision.
SIGNED: TS MATSELISO
HEAD: EDUCATION
DATE: 2009:05:22
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