1. OVERVIEW OF THE PERFORMANCE REVIEW AND DEVELOPMENT SYSTEM (PRDS) Prepared By The PRDS Unit
Objectives

2. Upon completion of this session you
OBJECTIVES
Upon completion of this session you
will be able to:
· Define performance management and discuss its rationale
Define the Performance Review and Development System (PRDS);
· Discuss the objectives and benefits of the PRDS;
Objectives (cont/d.)

3. OBJECTIVES (cont/d.)
· Identify the steps in the process/cycle of the PRDS.
Background

4. What should I write on this PRESENT APPRAISAL SYSTEM
person?
Present system is ineffective. Then what?
PRESENT APPRAISAL SYSTEM
Rationale

5. RATIONALE FOR THE PERFORMANCE REVIEW AND DEVELOPMENT SYSTEM
It is an initiative of the public sector
reform effort:
The White Paper on Public Sector Reform identified the development of an effective performance appraisal system as a critical element of our public sector reform effort.
Rationale (cont/d.)

6. RATIONALE (CONT.) A review by the Ministry of the Civil Service
exposed a number of inadequacies:
High levels of subjectivity displayed by some reporting officers when conducting and completing the annual appraisal;
Submission of incomplete information on appraisal forms;
Appraisals were not done on a continuous basis;
Rationale (cont/d.)

7. RATIONALE (CONT.)
That the period of a year was too long for a meaningful assessment to be made, especially when supervisors and staff often are changed during that time;
Performance appraisal was perceived at times as a chore, to be disposed of quickly or as a threat, to be carried out at the opportune time against the employee; and
Rationale (cont/d.)

8. What is performance management?
RATIONALE (CONT.)
The perception that the previous appraisal system was used for punitive, rather than for developmental purposes.
What is performance management?

9. PERFORMANCE MANAGEMENT
DEFINITION
A planned system designed to
assess employee performance by
providing continuous feedback on
actual performance, in relation to
agreed and clearly defined
performance standards.
Rationale for performance management

10. PERFORMANCE MANAGEMENT RATIONALE
Staff should know …..
The performance standards expected of them;
How they are performing;
What assistance is available to help them attain the expected performance standard;
Rationale (cont/d.)

11. PERFORMANCE MANAGEMENT RATIONALE (cont’d)
The rewards for attaining and exceeding the performance standards; and
The sanctions for continuous
poor performance.
The PRDS

12. Features of a Good Performance Management System
A good performance system should
be:
Transparent;
Non-discriminatory;
Based on measuring important job elements, rather than traits /
behaviours that are irrelevant to job performance
Functions

13. FUNCTIONS OF A PERFORMANCE MANAGEMENT SYSTEM
It ….
ensures employees know and are committed to achieving individual and team performance goals
assists employees in developing their on-the-job skills and abilities through constructive feedback, coaching and training
Functions

14. FUNCTIONS OF A PERFORMANCE MANAGEMENT SYSTEM (cont/d.)
It…
improves communication among managerial, supervisory and operational staff
improves management’s knowledge of employee’s capabilities and training needs.

15. HOW IS THE PERFORMANCE APPRAISAL MEETING CONDUCTED?
It should be conducted in a private setting between the supervisor and the employee and should be done on a consistent basis, for example, quarterly.
It involves…..
two way communication between these parties.
It is a formal assessment of how the employees are performing their jobs.
The Process

16. THE PRDS …is a means of measuring an employee’s work performance.
…is an annual cycle of planning, objective setting, coaching, review and feedback.
PRDS Cycle

17. THE PRDS APPROACHES The PRDS features :
a strategy for assessing the performance of staff below the level of Deputy Head of Department; and
the 360-degree feedback method, for staff from the level of Deputy Head of Department to Permanent Secretary and officers of related grades.

18. PRDS: AIM
…to develop a culture of “renewed professionalism” in the Public Service by…
PRDS: Objectives

19. PRDS OBJECTIVES OBJECTIVES:
(a) Linking individual performance to the key tasks and key results for each Ministry/Department;
(b) Improving work planning;
(c) Clarifying authority, responsibility and reporting relationships in order to ensure accountability and transparency;
Objectives (cont/d.)

20. PRDS OBJECTIVES (cont/d.)
(d) Identifying employee competencies and allowing the prioritising of training and development needs;
(e) Providing opportunities for improved dialogue between managers/supervisors and employees;
(f) Identifying unsatisfactory performance and developing employee performance improvement plans;
Objectives (cont/d.)

21. PRDS OBJECTIVES (cont/d.)
(g) Recognising and rewarding good performance through incentives and opportunities for career development; and (h) Appraising the performance of all employees in an open, objective, fair and consistent manner.
Basic features

22. HOW IS
THE PRDS SUPPORTED?

23. PRE-REQUISITES Strategic Plan/Programme Budget Document; -Unit Plans
-Individual Work plans
Organisational Charts;
Job descriptions; and
Operational/Procedures Manuals
Prerequisites

24. HOW DOES THE PRDS WORK???

25. PRDS ANNUAL CYCLE Planning, setting and agreeing on
performance measures for
appraisal period
(March/April)
First progress meeting
(July/August)
Evaluation and annual
appraisal on work performance
agreed to at beginning of period
(March the following year)
Second progress meeting
(Nov./Dec.)
PRDS ANNUAL CYCLE
Prerequisites

26. PRDS ANNUAL CYCLE STAGE 1: March / April
PLANNING MEETING – Development of the Individual Work Plan.
Supervisors and employees discuss,
agree on and set performance targets
or objectives for the appraisal period.
Stage 2

27. PRDS ANNUAL CYCLE STAGE 2: July / August
FIRST PROGRESS MEETING – Supervisor gives feed back on the work performance of the employee as he/she tries to attain the agreed objectives and rates performance.
Provide assistance as needed e.g. coaching, counselling, mentoring, training, etc.
Stage 3

28. PRDS ANNUAL CYCLE
STAGE 3: November / December
SECOND PROGRESS MEETING – Supervisor gives feed back on the work performance of the employee as he/she tries to attain the agreed objectives and rates performance.
Provide assistance as needed e.g.
coaching, counselling, mentoring, training, etc.
Stage 4

29. Performance Improvement Plan
PRDS ANNUAL CYCLE
STAGE 4: March the following year
EVALUATION AND ANNUAL APPRAISAL on the work performance agreed to at the beginning of the appraisal period. The final grade is given; supervisor and employee signs the form. Necessary follow-up action is taken.
Performance Improvement Plan

30. Definition of PIP (cont/d.)
WHAT IS A PIP?
A Performance Improvement Plan
(PIP) is a:
…specific course of action developed jointly by the employee and the manager / supervisor to help the employee improve his/her work performance.
Please refer to page 12 of the PRDS Guidelines
Definition of PIP (cont/d.)

31. WHAT IS A PIP? (CONT/D.)
…. a programme of agreed actions describing what should be done, by whom and by when in an effort to help an employee improve his/her
work performance.
Developing the PIP

32. Developing the PIP (cont/d.)
In the appraisal interview:
Jointly identify the area(s) to be improved by the employee;
Determine the cause(s) of the problem(s);
Consider all possible solutions;
Developing the PIP (cont/d.)

33. DEVELOPING THE PIP Agree on who will be responsible for what action(s)
Add time lines / deadline dates.
Summary

34. SOME BENEFITS OF THE PRDS
Offers improved communication, career planning and development;
Acts as a framework for fair and open discussion between supervisor and employee;
Identifies performance standards and key performance indicators;
Benefits (cont/d.)

35. SOME BENEFITS OF THE PRDS (cont.)
Provides a basis for objective, fair and transparent performance appraisals in the Public Service of Barbados ;
Reviews actual performance against established objectives;
Focuses on the expected results / performance and development; and
Seeks to reward performance objectively.
Assistance to improving performance

36. REWARDS AND THE PRDS
The PRDS has now become the instrument by which ministries/departments identify those officers who merit performance related rewards.

37. ASSISTANCE TO IMPROVE PERFORMANCE
Assistance includes:
Performance Improvement Plan;
Coaching and mentoring;
Counselling (EAP); and
Training.
Dealing with continued poor performance

38. COPING WITH CONTINUED POOR PERFORMANCE
Sanctions include:
Reprimand;
Discipline; or
Dismissal.
Please refer to the Code of Discipline in the Public Service Act
Employer's responsibility

39. WHAT IS YOUR PART IN THE PROCESS
Ensure that you know:
The objectives of your organization;
What your job requires you to do;
What are your job performance standards; and
Your targets for the appraisal period.
Current status

40. UPDATES
The Public Service Act

41. PRDS and the Public Service Act, 2007- 41
The Public Service Act, has now afforded the Performance Review and Development system legal status within the Public Service (Section 10-A)

42. PRDS and the Public Service Act, 2007- 41
Section 10 (a) of the First Schedule (Recruitment and Employment Code) reads:-
The Commission shall ensure that:-
“Effective performance review and development instruments for measuring competence, performance and productivity exist to facilitate appointment on merit.”

43. PUBLIC SERVICE COMMISSION’S DIRECTIVE
With effect from April 2007, the Public Service Commission started using information gleaned from the PRDS forms, for human resource decision-making (i.e. appointments, promotions, transfers) in relation to the agencies that are using the PRDS.
Contact information

44. IMPLEMENTATION STRATEGY
The system will be implemented in phases sequenced as follows:
Sensitisation of officers;
Training (ALL officers must be trained):
Senior Managers/ Managers/Supervisors Non-Supervisors/Training of Trainers;
Preparation of prerequisites (technical assistance);
Implementation (progress meetings);
Monitoring and Evaluation.

45. CONTACT INFORMATION
For further information, please contact:
The PRDS Unit, Personnel Administration Division
E. Humphrey Walcott Building
Cnr. Culloden Rd and Collymore Rock
St. Michael
Tel. nos.:
(PBX)
PRDS Unit – /4555/4556/4557/4558
Fax. No

46. THANK
YOU!