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

Since the Performance Management System was implemented on 01 July, 2014, the PSC Office had continued to monitor and assist line Ministries with their PMS Implementation efforts. Emphasis was placed on the six (6) months transition period for PMS Implementation which was followed up by the PSC in January 2015.

The PSC Office continued to follow-up the PMS Implementation status of line Ministries and requested the provision of their quarterly reports for the Oct – Dec 2014 quarter.

 

Provided hereunder are details of the PMS activities carried out for the months of March and April 2015;

  1. Random Subordinate & Supervisor Interviews:

Only those Ministries whom had advised the completion of their Job Descriptions, PMS Forms and 1-2-1 consultations were able to progress to this stage of the PMS Implementation, Monitoring, Evaluation and Reporting process.

The PSC Office conducted an interview of randomly selected subordinates and supervisors to assess the extent of their knowledge and understanding of PMS and how employees’ performance will be monitored.

  1. Outcome Reports and CEO Interview:

Following the completion of the random subordinate/supervisor interviews, an Outcome report was provided on the feedback obtained from both the employee and supervisor interviews which also provided recommendations on the gaps in the Ministry’s implementation process. Line Ministries/Agencies were recommended to address the gaps identified by the PM Division prior to scheduling their CEO interview.

The CEOs acknowledged the benefit of conducting the random subordinate/supervisor interviews as it provided a more accurate depiction of the actual level of understanding of PMS within the Ministry. Some CEOs had assumed that PMS was fully understood by their supervisors, however, when the outcome report was provided this was not the case. As such, the CEOs acknowledged the importance of the gaps identified in the Outcome reports and advised their commitment to addressing their PMS implementation gaps.

    1. Summary of the Random Interview for Subordinates/Supervisors/CEOs

A summary of the random subordinate, supervisors & CEO interviews are provided hereunder;

 

NUMBER OF STAFF INTERVIEWED

NAME OF MINISTRY

Subordinate Interview

Supervisor Interview

CEO Interview

  1. Ministry of Public Enterprises

7

3

1

  1. Attorney General’s Office

4

2

1

  1. Bureau of Statistics

6

2

1

  1. Ministry of Revenue and Customs

20

7

1

  1. Ministry of Commerce, Tourism and Labour

8

5

1

  1. Ministry of Agriculture, Food, Forests and Fisheries

27

5

1

  1. PSC Office

7

3

n/a

  1. Ministry of Infrastructure

18

5

1

  1. Ministry of Lands and Natural Resources

15

3

1

TOTAL

112

35

8

  1. PMS Training for Supervisors on ‘Monitoring Tools’

In a meeting with the Ministry of Health in January 2015 regarding their PMS status check, a request was made to for the provision of a PMS Training in order to assist the Ministry’s supervisors with the monitoring of their employees’ performance. In the CEO Interviews, they were asked to confirm whether or not they require a PMS Training for their supervisors during their performance monitoring period. They all provided a positive response, indicating that such trainings are a necessity for the PMS capacity development of their supervisors.

In light of the confirmation from the CEOs, the PM Division designed a PMS Training on ‘Monitoring Tools’ specifically for supervisor to help them manage and supervise their employees. A schedule was developed and disseminated to only those line Ministries which the PSC Office had already verified their PMS Implementation status and the outcome was as follows;

Name of Ministry

Date of Training

Number of Sessions

Number of Participants

Ministry of Health

09 & 10 March, 2015

3

41

Ministry of Public Enterprises

11 March, 2015

1

4

Attorney General’s Office

19 March, 2015

1

4

Bureau of Statistics

01 April, 2015

1

7

Ministry of Revenue and Customs

20 & 23 April, 2015

2

37

Ministry of Infrastructure

20 April, 2015

1

11

Ministry of Agriculture, Food, Forests and Fisheries

21 & 23 April, 2015

2

22

TOTAL NUMBER OF SESSIONS & PARTICIPANTS

11

126

  1. PMS Sub-Committee Meeting No 1 for 2015

The PSC Office convened the 1st PMS sub-committee meeting on 10 March, 2015. The purpose of this meeting was to provide the representatives from the line Ministries with an update on the progress of the PMS Implementation in the Public Service.

The PSC Office re-iterated the importance for line Ministries to provide their quarterly report as per Part 5 of PSCD No. 240 of 02 July, 2014. The sub-committee members were also advised that the PSC Office will forward a submission to the Public Service Commission regarding the status of the PMS Implementation in the Public Service.

                                                                              

  1. WAY FORWARD - Monitoring, Evaluation & Reporting

The way forward for the PSC Office is to compile the current status of the PMS Implementation and report to the Commission with recommendations on how to further progress its implementation in the line Ministries who are still lagging behind.

There are still a few PMS Supervisor Trainings pending for the Ministry of Lands and Natural Resources and the Fisheries Division of MAFFF which is scheduled for May 2015.

Prior to the completion of three (3) months of implementation (i.e. end of May), the PSC Office will provide additional training to all line Ministry/Agency employees on evaluation. This is to assist both employees and supervisors with the assessment of individual employee performance.

Line Ministries/Agencies are still required to provide their quarterly reports to the PSC Office by 22 June, 2015 as per PSCD No. 240 of 02 July, 2014 for monitoring purposes.

Once the Commission’s decision is received regarding the status of the PMS Implementation, the PSC Office will convene another PMS sub-committee meeting to disseminate the appropriate information to the line Ministries.

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.

The PSC Office continues to follow up with the remaining line Ministries the status of their PMS Implementation progress. The problem we face is with the lack of information in order to provide the assistance needed by these Ministries in order to expedite their Implementation efforts.