Individual Performance Management for Executives

Transcription

1 Individual Performance Management for Executives

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3 Talking Points i. System outlook ii. Legislation iii. PAs IPPs Reviews Assessments iv. Process v. Challenges and Responses

4 Individual Performance Management System in ethekwini Municipality PME - IPM System Senior Management on Executive Pay roll Task 19 and above HR - IPM System Middle Management and staff Task 18 and below

5 PM Policy For Staff-HR Individual Performance Management Framework For Executives- PME MSA Regulations For S57 Section 57 (54A & 56) Executives : City Manager (CM) or (MM) Deputy City Managers (DCM s) Non-section 57 (54A & 56) Executives : Heads of units Deputy Heads (D/H s) Senior Managers (SM s) Project Executives (PE s) Corporate Executives (CE s) Employees on PMS : Middle Management First Line Management Permanent Staff

6 Executives in ethekwini Municipality Section 57 (54A & 56): City Manager (CM) or (MM) Deputy City Managers (DCM s) Non-section 57 (54A & 56): Heads of units Deputy Heads (D/H s) Senior Managers (SM s) Project Executives (PE s) Corporate Executives (CE s)

7 Corporate Structure of EThekwini Municipality City Manager (CM)/(MM) DCM: CES Cluster DCM: TS Cluster DCM: Finance Cluster CM: OCM Cluster DCM: CHR Cluster DCM: GIR Cluster DCM: EDP Cluster DCM: HS,E,TA 6 Units 3 Units 5 Units 12 Units 4 Units 7 Units 3 Units 3 Units Departments, Sections and Branches

8 MSA: Summary of S57 Employment contract for MMs and Managers Directly Accountable to MMs Performance agreement (PA), o Individual Performance Plan o Personal Development Plan

9 IPM Framework IPM Framework for Senior Management of ethekwini Municipality on Executive Payroll including MMs and Managers Directly Accountable to MMs Incorporates the MSA, MSA Regulations, MFMA and Council Resolutions Details an effective and efficient annual implementation process including Signing of PA s Mid-term Reviews Annual assessments

10 Alignment of Processes (OPMS to IPMS) IDP OPM BUDGET SDBIP IPM SCORECARD IPP

11 Content of IPPs Alignment of the city SC with the Section 54A&56 s IPPs Alignment of the SDBIP with the Non-S54A&56 s IPPs Key Performance Area (KPA) IDP 8 Point Plan Strategic Focus Area (SFAs) Key Performance Indicators (KPIs) o Scorecard/SDBIP KPI s o Compulsory KPI s o Additional KPI s

12 Templates IDP_PM Matrix.docx Scorecard.xlsx SDBIP.xlsx IPP.xls CompulsoryKPIs.xls

13 Templates Scorecard or SDBIP Individual Performance Plan

14 Structured Reviews 1 st & 3 rd quarter Verbal 2 nd & 4 th quarter: Recorded; Status report on performance Rating performance

15 Assessment Process Step 1: Self assessment Scores KPIs in the IPP are rated on a scale of 1-5 KPI scores are weighted and summarised into totals of the 6 KPAs Totals transferred into the score sheet

16 Step 2: Panel Assessment Score A separate score sheet with KPAs is used for panel assessment Each KPA score is then reviewed by the panel and weighted against the KPA weightings. Panel weighted scores are then added to determine the total KPA score.

17 Assessment Panels - S54A & S56 Executives As per regulation 27 (4) (d) and (e) Municipal Performance Regulations for Municipal Managers and Managers Directly Accountable to Municipal Managers, 2006 Secretariat services is provided.

18 Assessment Panels: Non-S54A & S56 Executives For Heads of Units: Cluster DCM, and Another DCM appointed by the City Manager. For Deputy Heads and below: Cluster DCM; Head of the Unit, and Deputy Heads where deemed necessary.

19 Rating Guide Level Terminology Description 1 Unacceptable Performance does not meet the standard expected. The review/assessment indicates that the performance employee has achieved below fully effective results for the performance criteria/indicators as specified in the performance agreement/plan. The employee has failed to demonstrate the commitment or ability to bring performance up to the level expected in the job despite management efforts to encourage improvement. 2 Performance not fully effective Performance is below the standard required for the job. Performance meets some of the standards expected for the job. 3 Fully Effective Performance fully meets the standards expected in all areas of the job. The appraisal indicates that the Employee has fully achieved effective results against the significant performance criteria/indicator as specified in the Performance Agreement/Plan 4 Performance Performance is significantly higher than the standard expected in the job. The appraisal indicates that Significantly above the employee achieved above fully effective results against the performance criteria/ indicators. expectations 5 Outstanding Performance far exceeds the standard expected of an employee at this level. The appraisal indicates Performance that the Employee has achieved above fully effective results against the performance criteria/indicators as specified in the Performance Agreement/Plan.

20 Step 3: Final Score Section 54A & 56 : 80:20 split of the KPA s and CFS to determine the final score KPA s are rated on the 1-5 point scale CFS are rated on the 1-4 point scale Non-S 54A & 56 : 100% contribution of KPA s to determine the final score

21 Assessments Results Assessment results are compiled by PME and forwarded to CM Assessment results of the CM are submitted to the MEC and the national minister for LG, within 14 days after the conclusion of the assessment

22 Score Sheet Templates S57 (S54A & 56) Score Sheet Non-Section 57 Score SheetScoreSheet_S57.doc

23 Performance Bonuses Performance bonuses are only to be paid after : The completion of the annual assessments The adoption of the annual report On affordability by council. Payment process of Annual Performance Bonus is undertaken and processed by the CM and HR.

24 IPM Process Summary Drawing up and signing of new PA s (IPPs) (1 April 30 June) Submission of PA s (IPPs): PME (1 31 July) MEC (14 August) Mid-Term Reviews (1-31 January) 4thTerm Reviews and Annual Assessments

25 IMPORTANT DATES PA/IPPs 31 st of July or Within 60 days of assumption of duty MTR 31st of January MTA Assessment Score Assessment Scores 31 st of March 31st of January of the following FY

26 Dispute Resolution Dispute on the nature of the employee's PA Responsibilities Priorities or objectives Methods of assessment Mediated within 30 days of receipt of a formal dispute from the employee

27 Dispute Resolution Mediated by In the case of the City Manager; the MEC for LG in the province, or any other person designated by the MEC, In the case of Deputy City Manager, the Mayor, In the case of Executives; the City Manager, Mediator s decision shall be final and binding on both parties.

28 CHALLENGES RESPONSES Late submissions o Notices ( s and Memos) o CM Circulars Non-submissions o CM Circulars o No bonus payment Confusing the process concepts Using/submitting wrong templates Incomplete and unsigned IPPs Constitution of prescribed panels Securing availability of panel members o Training o Annual dated templates o Checklist o Guidelines on the onset o Score sheet signatures o Scheduling along other meetings o Teleconferencing

29 Question Time

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