All public service (PS) staff and their 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 appraised annually in terms of the Staff Performance Management and Development System (SPMDS), as per the prescripts of the Public Service Regulations of 2001.

This minute clarifies the requirements for the SPMDS 2009-2010 evaluation cycle and informs all PS staff and their line managers of the documents that must be submitted. All line managers are requested to adhere to the stipulated due dates.

For the 2009-2010 cycle, the SPMDS documents of staff members on Salary Levels 11 and 12 will be dealt with in terms of the operations and requirements of the PERMIS.

 A. DUE DATES

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 2009-2010 cycle with their immediate supervisors or line managers.

3.

All PS staff and their immediate supervisors or line manager should have agreed upon a date for their final performance appraisal. This will also allow all line managers to verify the authenticity of all appraisal documents of their employees before they are submitted to the Directorate: Internal Human Capital Management by 28 May 2010.

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 28 May 2010.

 B. ANNEXURES TO BE SUBMITTED FOR SALARY LEVELS 1 - 10

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.	Please submit Annexures A, B, C1 and C2 by 26 February 2010 to the appropriate official listed in paragraph E2 below.

3.	Line managers and supervisors must ensure that all sections of all the annexures are completed and signed by all the appropriate officials.

4.

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.

5.	In the past, various versions of Annexure E were used. For this evaluation cycle, only the attached version of Annexure E will be accepted.

6.	All Annexures attached to this minute are regarded as official documents and are the only documents that will be accepted.

7.	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. DOCUMENTS TO BE SUBMITTED FOR SALARY LEVELS 11 & 12

1.	All the documents listed below must be submitted: Performance Agreement Performance Reviews for all four terms of the cycle Final Rating.

2.	Please submit the Performance Agreement and the three Reviews for the three terms until December 2009 by 26 February 2010 to the appropriate official listed in paragraph E2 below.

3.	Line managers and supervisors must ensure that all the sections on PERMIS have been completed and signed by the employee and supervisor.

 D. NOMINATION OF PS STAFF FOR MONETARY AWARDS

1.	The number of PS staff members who may be nominated for cash bonuses are determined by the approved moderation structure for the SPMDS cycle.

2.	Supervisors or line managers are required to nominate 20% (as per the normal distribution curve) of their PS staff establishment who fall within Salary Levels 1 to 12 for a cash bonus.

3.

At school 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 occupational category, may be nominated for a cash bonus.

4.	At FET colleges, only the documents of Deputy CEOs are submitted to the officials listed in paragraph E2.

5.	The following applies to office-based PS staff only:

5.1	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.

5.2	The number of PS staff in a directorate who fall within Salary Levels 1 to 12 must be used to calculate the 20% of PS employees nominated for a cash bonus. (The 20% guideline will also serve as a control measure for line managers.)

6.	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.

7.	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".

8.	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.

9.	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.

10.	The ratings for staff members on Salary Levels 11 and 12 will be done in terms of the PERMIS.

 E. COLLECTION OF APPRAISAL DOCUMENTS

1.	The HR practitioners serving Head Office and education district offices will make arrangements with all line managers to collect the required documents by the due dates.

2.

The following officials will be responsible for co-ordinating the collection process: Head Office: Rudolph Joorst 021 467 9298 Head Office: Colleen Abrahams 021 467 2474 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 2474 Overberg Education District: Leon Kouta 021 467 2066 Eden and Central Karoo Education District: Leon Kouta 021 467 2066

Kindly bring the content of this minute to the attention of all public service staff under your supervision.

SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2010:01:04