Performance Management System

Output 5 of the PSC Office pertaining to the Performance Management System reads as follows:

 

Facilitate a government wide understanding of the use of Performance Based Systems and its competencies for decision making and development of a performance based Public Service

 

The Public Service Commission approved the Performance Management System to be implemented across all government ministries and agencies with effect from 01 July, 2014 and to be reviewed after six (6) months.


lu pmsAn implementation, monitoring, evaluation and reporting    schedule was also approved by the Commission to guide line ministries with PMS implementation.

All Chief Executive Officers were further directed to provide a quarterly report to the Public Service Commission on the status of PMS implementation during the first (1st) year of implementation as follows;

  • 10 October, 2014
  • 23 January, 2015
  • 10 April, 2015
  • 22 June, 2015;  

 

(i) PMS Implementation Status Check:

The PSC Office sent a PMS Implementation status report to line Ministries in August, 2014 and further followed up in January 2015, advising their progress since 01 July, 2014 in accordance with the PMS Implementation, monitoring, evaluation and reporting schedule. A meeting with individual line Ministries/Agencies was held during the third and fourth week of January, 2015. Each Ministry provided an update on the current progress of their PMS Implementation efforts and the proposed way forward.

 

(ii) Job Descriptions, PMS Forms & One-to-one Consultations

From the initial status report provided to line Ministries from the PSC Office, it was clear that not all the processes in the Implementation, Monitoring, Evaluation and Reporting schedule had been followed by line ministries to ensure successful implementation.

Ministries/Agencies were reminded to make an effort to hold one-to-one consultations between the Supervisor & Employee on the JDs and PMS Forms. This is to ensure that all the relevant information is disseminated to the employee so that a common understanding can be reached.

 

(iii) Internal PMS Implementation Plan

The PSC Office developed an Internal PMS Implementation Plan to assist line Ministries/Agencies with planning/refining their Implementation phase. Each Ministry plotted the dates for the relevant PMS Implementation processes (i.e. finalizing JDs, filling in PMS Forms, one-to-one consultations etc) to ensure they are on track with their implementation. The PSC Office continues to provide assistance to line Ministries/Agencies to ensure compliance with the Implementation deadlines.

 

 

(iv) Random Employee, Supervisor & CEO Interviews

moleni pmsAs part of the PMS implementation status check, the PSC Office randomly selected employees in line Ministries/Agencies to be interviewed in order to assess the level of understanding of the employee with regards to their Job Description and the PMS Form. Supervisors in line Ministries/Agencies were also randomly selected to assess the level of understanding of supervisors with regards to their supervisory roles in terms of monitoring progress and performance of subordinates.

 

Outcome reports were provided (for Ministries completed) on the feedback obtained from both employee and supervisor interviews which also provided recommendations on gaps in the Ministry’s implementation process. Line Ministries/Agencies are recommended to address these gaps prior to scheduling CEO interviews.

CEO interviews are designed to confirm support and commitment for PMS Implementation and to determine how far they strive to achieve full PMS Implementation in the Ministry through communication and close management. The outcome of CEO interviews will assist in the provision of the final report to the Public Service Commission and relevant authorities.

 

(v) WAY FORWARD - Monitoring, Evaluation & Reporting

The way forward for the PSC Office is to continue to provide assistance and support to line Ministries/Agencies to ensure all the processes in the implementation, monitoring, evaluation and reporting schedule has been followed. We any new project implemented across the Public Service, the first two (2) to three (3) years are critical for the sustainability and effective implementation of the project. Trainings are anticipated to be rolled out focusing on ways to assist supervisors in monitoring performance of subordinate staff. This is anticipated to be held across all line Ministries/Agencies in March/April, 2015.

Prior to the completion of three (3) months of implementation, the PSC Office will provide additional training to all line Ministry/Agency employees to assist them in conducting the evaluation. This is to assist both employees and supervisors with the evaluation of individual employee performance as it relates to their JD and progress in delivering results and achieving Outputs in the Corporate Plan. Line Ministries/Agencies are still required to provide their quarterly reports to the PSC Office by 10 April, 2015 & 22 June, 2015 as per PSCD No. 240 of 02 July, 2014 for monitoring purposes.

The PSC Office will continue to monitor the progress of line Ministries/Agencies and to provide relevant assistance, where necessary, to ensure the Public Service moves forward in line with the decision of the Commission for PMS implementation.

For more information on Government’s Performance Management System and related activities please do not hesitate to contact Salote Vuki (This email address is being protected from spambots. You need JavaScript enabled to view it.This email address is being protected from spambots. You need JavaScript enabled to view it.) or Moleni Ika (This email address is being protected from spambots. You need JavaScript enabled to view it.This email address is being protected from spambots. You need JavaScript enabled to view it.) or Ph# 25770.