1

Dr Daan Prinsloo

PMDS Learning Network Workshop 2 1 May 2001

Department of PublicDepartment of PublicService & AdministrationService & Administration

DEVELOPMENT/IMPLEMENTATIONOF PERFORMANCE MANAGEMENTSYSTEMS IN THE PUBLIC SERVICE

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OVERVIEW OF PRESENTATIONOVERVIEW OF PRESENTATION

1 Introduction

2 Preparatory phase 1998 - 2001

3 National departments

4 The Provinces

5 Development/implementation challenges

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Objective of presentationObjective of presentation

To inform the Performance ManagementLearning Network Workshop on thecurrent state of affairs in the PublicService on the readiness of departmentsto implement new performancemanagement systems

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IntroductionIntroduction

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The former “national” system comprised:

Public Service Act, 1994

Public Service Staff Code

Public Service Regulations, 1994

Personnel Admin. Standards (PAS)

Management upper structure(deputy director & above)

Rest of Public Service (below deputy director)

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Performance “management” in the old system

PERSONNELASSESSMENT

Incentives andreward system

Non-monetaryincentives

Monetaryincentives

Salarynotches

Rank/legpromotion

• probation;• promotobility;•recognition for suggestions,improvements, innovations;• recognition for employeeswith exceptional ability orwho possess specialqualifications or who hasrendered meritorious service(section 37(2)(c) of the Act);•steps to be taken topromote skills developmentor to remedy unsatisfactoryperformance

Meritawards

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The new differentiated system

PublicService Act

Public Service Regulations, 2001

Collective Agreements/

Regulations 2001

Heads of Department(“director general”)

Senior Management(levels 13, 14 and 15)

Rest of Public Service(up to level 12)

Each executing authority selects owndepartmental system

SMS

LEVE

L 1-

12LE

VEL

13-1

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PublicService Act

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Elements of a performance management systemLink performanceto strategic plan

Personneldevelopment plan

Cycle ofPerformance

Identification ofskills gaps

Perf. managementpolicy

Organisational &team performance

Performanceassessment

Categories ofPerformanceagreements

Job descriptionsand job profile

Competencyprofile

Managing good &non performance

Excellent andgood performance

Unsatisfactory &non performance

Recognition forperformance

Managementmeasures

Non-financial

Financialincentives

Development,training/support

Incapacityprocedures

Performance agreement

Workplan agreement

Standards agreement

Assessmentinstruments

Merit awards

Notch increments

Rank/leg promotion

Performanceplanning

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BUILDING BLOCKS FOR A PERFORMANCE MANAGEMENT SYSTEM

Link performanceto strategic plan

Personneldevelopment plan

Cycle ofPerformance

Workplace skillsplan

Perf. managementpolicy

Organisational &team performance

Performanceassessment

Performanceagreements

Job descriptionsand job profile

Competencyprofiling

Managing good &non performance

Assessmentinstruments

Performanceplanning

Incentive andreward system

Departmentalstrategic planOrganisational

structureService delivery

improvement plan

Human resourceplan

Branch/UnitWorkplans

Job evaluation

Approval ofDelegations

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PreparatoryPreparatoryPhasePhase

1998 - 20011998 - 2001

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IMPLEMENTATION BENCHMARKS

EA decision 1 month

Draft policy/system

Develop manual

Identify pilot areas

Train for piloting

5 months

5 months

1 month

2 months

Consult unions 1 month

Approve system

6 monthsPilot system

1 month

Implementation

Month 1

Month 7

Month 8

Month 13

Month 14

Month 16

Month 22

Month 23

Start task team 1 month Month 2

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PREPARATORY PHASE

• Baseline Implementation Training: 1998 - 1999

• Workshops: 1998 - 2000

• Advocacy Training: 1998 - 2000

• Briefings to Premiers and MEC’s: 1999 - 2000

• Publications: 1998 - 2000

• Regulations published 1 July 1999

• Public Service Handbook - August 2000

• Extension of deadline from 1-1-2001 to 1-4-2001

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DPSA SURVEY MARCH 2001

• Questionnaire

• Visits to departments & provinces

• Submission of policies/frameworks

• Requests for review & comment of policies

• Telephonic and e-mail follow-up

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NationalNational Departments Departments

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National Departments

• Phase 5: 12 departments

• Phase 4: 8 departments

• Phase 3: 5 departments

• Phase 2: 6 departments

• Ready to implement: 14 departments indicated

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National DepartmentsD ep artm en tal p erfo rm an ce m an ag em en t system s: state o f read in ess fo r im p lem en tatio n

0

0.5

1

1.5

2

2.5

3

3.5

4

4.5

5

Agric

ultur

e

Arts,

Cult

ure,

Scie

nce

& Te

ch

Com

mun

icatio

ns

Corre

ction

al Se

rvice

s

Defen

ce

Educ

ation

Envi

r Affa

irs &

Tou

rism

Fore

ign A

ffairs

GCIS

Healt

h

Hom

e Af

fairs

Hous

ing

Indep

Com

plaint

s Di

r

Justi

ce

Labo

ur

Land

Affa

irs

Mine

rals

& En

ergy

Natio

nal T

reas

ury

Offic

e P

S Co

mm

ission

Prov

& L

ocal

Gov

Publi

c En

terpr

ises

Publi

c Se

rvice

& A

dmin

Publi

c W

orks

Safet

y &

Secu

rity (S

APS)

SAM

DI

Socia

l Dev

elopm

ent

Spor

t & R

ecre

ation

SA

Stati

stics

Sou

th Af

rica

The

Pres

idenc

y

Trad

e &

Indus

try

Tran

spor

t

Wate

r Affa

irs &

For

estry

Department

Degr

ee o

f rea

dine

ss

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44

The ProvincesThe Provinces

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The Provinces

• Gauteng: each department own system

• Other 8 provinces: uniform system (& own)

• Phase 5: 1 province

• Phase 4: 6 provinces

• Phase 2: 1 province

• Phase 1: 1 province

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The Provinces

0

0.5

1

1.5

2

2.5

3

3.5

4

4.5

5

E astern

C ape

Free S tate G auten g K w a Zulu-

N ata l

M pum a lan ga N orth ern

C ape

N orth ern

P rovince

N orth W es t W es tern

C ape

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Issues and challengesIssues and challengesin development andin development and

implementationimplementation

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Questions to be answered

• What went right, where and why?

• What went wrong, where and why?

• What needs to be done?

• What role for the DPSA?

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Development & implementation challenges

• System development issues

• System content issues

• System implementation issues

• Consultancy issues

1 Level One (perf mgt specific) issues

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Development & implementation challenges

• Resource and capacity issues (HR & resources)

• Managerial issues (planning & commitment)

• Integration with (absence of) other systems

• Organisational issues (structures & functions)

2 Level Two (external organisational) issues

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Development & implementation challenges

• Change management issues

• Policy issues

• Political & administrative leadership

• Interface between political & administrative levels

3 Level Three (external environmental) issues

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Implementation challenges

• Piloting and implementation

• Sharing of knowledge and best practices

• Motivation of top management

• Motivation of staff

• Consistent application

• Identification of areas of assistance

• What role for DPSA?

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Department of Public ServiceDepartment of Public Serviceand Administrationand Administration