By 2030 ethekwini will be Africa s most caring and liveable city. Individual Performance Management for Executives PME Master Class

Transcription

1 Individual Performance Management for Executives PME Master Class Moses Mabhida Stadium : November 2016

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3 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

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

5 PM Policy For Staff-HR Individual Performance Management Framework For Executives- PME By 2030 ethekwini will be Africa s most caring and liveable city MSA Regulations For S57 Section 57 (54&56) Executives : City Manager (CM) or (MM) Deputy City Managers (DCM s) Non-section 57 (54&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 SCORECARD BUDGET IPM SDBIP IPP

11 Content of IPPs Alignment of the city SC with the Section 54&56 s IPPs Alignment of the SDBIP with the Non-S54&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 IDP_PM Matrix.docx Scorecard.xlsx SDBIP.xlsx IPP.xls CompulsoryKPIs.xls Templates

13 Scorecard or SDBIP Templates Individual Performance Plan

14 1 st & 3 rd quarter Verbal 2 nd & 4 th quarter: Recorded; Reviews 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 Level Terminology Description Rating Guide 1 Unacceptable performance Performance does not meet the standard expected. The review/assessment indicates that the 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 Significantly above Performance is significantly higher than the standard expected in the job. The appraisal indicates that the employee achieved above fully effective results against the performance criteria/ indicators. expectations 5 Outstanding Performance Performance far exceeds the standard expected of an employee at this level. The appraisal indicates that the Employee has achieved above fully effective results against the performance criteria/indicators as specified in the Performance Agreement/Plan.

17 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.

18 Step 2: Panel Assessment Score For Section 57 (54A & 56) only: CFS are also rated on the 5 point scale to determine the final score

19 Assessments Results For a final score to be given, Section 54A & 56 : 80:20 split of the KPA s and CFS to determine the final score Non-S 54A & 56 : 100% contribution of KPA s to determine the final score 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

20 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.

21 Assessment Panels: Non-S54 & S56 Executives Heads of Units: Cluster DCM, and Another DCM appointed by the City Manager. Deputy Heads and below: Cluster DCM; Head of the Unit, and Deputy Heads where deemed necessary.

22 Score Sheet Templates SheetScoreSheet_S57.doc ScoreSheet.doc

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

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

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