spms cycle.ppt

THE PMS CYCLETHE PMS CYCLE

THE FOUR-STAGE PMS CYCLETHE FOUR-STAGE PMS CYCLE

I. PERFORMANCE PLANNINGI. PERFORMANCE PLANNING

At the core of performance planning is the At the core of performance planning is the determination of determination of success indicatorssuccess indicators which are which are performance level yardsticks consisting of performance level yardsticks consisting of performance measures and performance performance measures and performance targetstargets..

Cascading Philosophy: Cascading Cascading Philosophy: Cascading ApproachApproach

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Cascading: Cascading: Office Office Performance Performance and and Commitment Commitment Review Review (OPCR)(OPCR)

Initiation:Initiation:Strategy Strategy Map Map and and Enterprise Enterprise ScorecardScorecard

Cascading: Cascading: Individual Individual Performance Performance and and Commitment Commitment Review Review (IPCR)(IPCR)

Cascading Philosophy: Cascading Approach(Enterprise Scorecard -> OPCR)

Assisted 25 agencies which failed in ARTA RCS

Cascading Philosophy: Cascading Approach( OPCR -> IPCR)

25% of agencies with functional SPMS by EO 2012

Orientation conducted to 25% of agencies by EO June 2012

Success Indicators should be S-M-A-R-T which stands for:

• Specific – Do the indicators clearly indicate what will be achieved? Are they easily understood?

• Measurable – Are the indicators quantifiable or verifiable to determine whether the Office/individual is meeting the objectives or not?

• Achievable - Are the indicators attainable and realistic given the Office’s resources?

• Results-Oriented – Do the indicators focus on outputs geared towards realization of organizational outcomes?

• Time-bound – What is the time frame to achieve or complete the deliverables?

Time-boundTime-bound

Results-OrientedResults-Oriented AchievableAchievable

MeasurableMeasurable

SpecificSpecific

MEASURESMEASURES

Success Indicators should be S-M-A-R-T

A. Determination of Performance Measures

1. The agency shall set the performance goals/objectives and performance measures for the office. This shall serve as basis in the Office’s preparation of their Office Performance Contract and Review (OPCR).

2. The Performance Management Team (PMT) shall review Office’s OPCR for agency’s approval. It shall ensure that the performance targets and measures and the budget are aligned with those of the agency’s and that work distribution of Offices is rationalized.

3. Performance measures need not be many. Only those that contribute to or support the outcomes that the agency aims to achieve shall be included in the OPCR, i.e., measures those that are relevant to agency’s strategic priorities. The performance measures must be continuously refined and reviewed

4. Performance measures shall include all, but not limited to the following general categories:

Category Definition

Effectiveness/Quality - Gives a sense of whether the Office is doing the right things

right based on its mandates and expectations/requirements of the clients/stakeholders.

Efficiency - Provides a sense of whether the Office is doing the things right

Timeliness - Measures whether the deliverable was done on time based on the requirements of the law and/or clients/stakeholders.

5. The OPCR shall be the basis of the Individual Performance Commitment and Review (IPCR) to be prepared by the supervisors.

B. Target Setting

1. The Road Map and the strategic measures shall be the basis of the targets of Offices. Aside from the Office commitments explicitly identified under each Strategic Priority in the Road Map, major final outputs that contribute to the attainment of organizational outcomes which form part of the core functions of the Office shall be indicated as performance targets.

2. The targets shall take into account any or all of the following:

2.1 Historical data

The data shall consider past performance.

2.3 Client Demand

This involves a bottom-up approach where the Office sets targets based on the needs of its clients. The Office may consult with stakeholders and review the feedback on its services.

2.2 Benchmarking

This involves identifying and comparing the best agencies or institutions or units within the CSC with similar functions or processes. Benchmarking may also involve recognizing existing standards based on provisions or requirements of the law.

2.5 Future Trend

Targets may be based from the results of the comparative analysis of the actual performance of the Office with its potential performance.

2.4 Agency Instruction

The agency may set targets and give special assignments.


II. PERFORMANCE MONITORING AND II. PERFORMANCE MONITORING AND COACHING COACHING

With redefined roles of managers and supervisors as coaches and mentors, they shall:

• Provide an enabling environment/intervention to improve team performance; and

• Manage and develop individual potentials.

During the performance monitoring and coaching phase, the supervisor shall periodically check on the progress and quality of work output of the Office/Division/individual employee.

1. Monitoring.

The performance of the Offices and every individual will be regularly monitored at various levels: i.e., agency head, Division Chief/Director II and individual, on a regular basis, but shall not be limited to the following schedule:

1.1 The agency shall review the performance of the Offices/department at least once a year.

1.3 The agency head/Division Chief/department heads /shall monitor on a regular basis the performance of the units and employees under them. They shall meet with them to discuss performance and the progress of work. Each individual shall likewise monitor and assess his/her performance regularly.

1.2 The planning office shall summarize and analyze the performance of the Offices every six months or at the end of each performance period.

Monitoring may be conducted through meetings, one-on-one discussions, memorandum and review of pertinent documents such as reports and communications and tracking forms to ensure timely completion and quality execution of deliverables. Monitoring is also done to avert any untoward incident or address constraints and challenges, if any.

The supervisors shall maintain a journal to record the conduct of monitoring. The journal shall contain the date and form of monitoring, brief statement of the purpose of the monitoring, name of persons monitored as well as critical incidents noted, if any.

2. Coaching.

Supervisors shall adopt team coaching in the management of work within the Office/Field Office/Division to help the unit become focused on a shared goal to accomplish a task or complete a deliverable.

This is a critical function of a supervisor aimed at empowering and helping individual employees in their work assignments. The journal of the supervisor shall contain information on the conduct of coaching.

III. PERFORMANCE REVIEW AND III. PERFORMANCE REVIEW AND EVALUATION EVALUATION

This phase aims to assess both Office and individual employee’s performance level based on set performance targets and measures.


1. Office Performance Assessment

1.1 The agency shall assess and evaluate the performance of Offices.

1.2 The Head of the Office shall initially assess the Office’s performance using the OPCR.

1.3 Various rating scales may be used for specific sets of measures.

Rating ScaleRating Scale

Rating Description

Numerical Adjectival

5 Outstanding • Extraordinary level of achievement• Exceptional job mastery in all major areas of responsibility have demonstrated• Marked excellence of achievement and contributions to the organization

4 Very Satisfactory • Exceeded expectations• All goals, objectives and targets were achieved above standards

3 Satisfactory • Met expectations• Most critical annual goals are met

2 Unsatisfactory • Failed to meet expectations• One or more of the most critical goals were not met

1 Poor • Consistently below expectations• Reasonable progress toward critical goals was not made

Civil Service Commission – Strategic Performance Management System

Rating Scale ( general & Rating Scale ( general & efficiency)efficiency)

Rating Description


5 Outstanding • 130% and above meeting the success indicators

4 Very Satisfactory • 100.01% to 129.99% of the success indicators

3 Satisfactory • 90% to 100% of the success indicators

2 Unsatisfactory • 70% to 89.99% of the success indicators•

1 Poor • below 70% of the success indicators


Rating Scale ( timeliness)Rating Scale ( timeliness)

Rating Description


5 Outstanding • task completed on or before the target date

4 Very Satisfactory • task completed .01% -10% after the target date

3 Satisfactory • task completed 10.01% -20% after the target date

2 Unsatisfactory • task completed 20.01%-30% after the target date•

1 Poor • task completed by more than 30% after the target date


Rating Scale ( quality)Rating Scale ( quality)

Rating Description


5 Outstanding • all aspects of work assignment thoroughly covered w/out any flaw

4 Very Satisfactory • one or two minor errors in the execution

3 Satisfactory • two or four minor errors or deficiencies in the execution; results are acceptable

2 Unsatisfactory • more than four minor errors and one major error or deficiency•

1 Poor • hazard or careless execution of work assignment ; results are unacceptable


2. Performance Assessment and Evaluation for Individual Employees

2.1 The immediate supervisor shall assess individual employee performance based on the commitments made at the beginning of the rating period. The supervisor shall indicate qualitative comments, observations and recommendations in the IPCR to include behaviour and critical incidents that may be considered for other human resource development purposes such as promotion and other interventions. Said assessment shall be discussed with the concerned individual prior to the submission of the IPCR to the Head of Office

2.2 The Head of Office shall make the final assessment of performance level of the individual employees in his/her Office. The final assessment shall correspond to the adjectival description of Outstanding, Very Satisfactory, Satisfactory or Unsatisfactory.

The Head of Office may adopt appropriate mechanism to assist him/her distinguish performance level of individuals, such as but not limited to peer ranking and client feedback.

2.3 The average of all individual performance assessments shall not go higher than the collective performance assessment of the Office.

2.4 The Head of Office shall ensure that the performance assessment of the employees is submitted to the OPMD within the prescribe time.

2. 5 The PMT and one representative of theaccredited employee organization shall serve as theappeals body and final arbiter on performance concerns. An employee who does not agree with the performance assessment received may file an appealwith the PMT through the OPMD within 10 days from receipt of the final approved IPCR from the Head of Office. PMT shall decide on the appeals within one month from receipt of such appeal.

2.6 Non-submission or unjustifiable delay inthe submission of the OPCR/IPCR shall disqualifythe Office and the staff for awards and incentives.


IV. PERFORMANCE REWARDING AND IV. PERFORMANCE REWARDING AND DEVELOPMENT PLANNING DEVELOPMENT PLANNING

1. The Heads of Office The Heads of Office and supervisors shall discuss with the individual employee to assess the strengths, competency-related performance gaps and the opportunities to address these gaps, career paths and alternatives. Pursuant to CSC’s Career Development Plan, the employees shall fill out a career plan form to outline and chart their career path. Appropriate developmental interventions shall be made available by the Head of Office and supervisors in coordination with the OPMD.

2. The results of the performance evaluation/assessment shall serve as inputs to the:

Heads of Offices in identifying and providing the kinds of interventions needed, based on the developmental needs identified;

OPMD in consolidating and coordinating developmental interventions that will form part of the HR Plan and the basis for rewards and incentives;

PRAISE Committee in identifying potential PRAISE Committee in identifying potential PRAISE Awards nominees for various PRAISE Awards nominees for various awards categories; and,awards categories; and,

PMT in identifying the top performers of CSC PMT in identifying the top performers of CSC who qualify for rewards and incentives.who qualify for rewards and incentives.

• Performance evaluation shall be done Semi-Annually

• The minimum appraisal period is at least ninety (90) calendar days or three (3) months

• The maximum appraisal period is not longer than one (1) calendar year

Rating Period


Uses of Performance Ratings

Performance-BasedSecurity of Tenure

Grant of Rewards and Incentives

Basis for Personnel Actions


Sanctions

Non-Submission of :

1) The Office Performance Commitment and Rating Form to the PMT2) Individual Employee’s Performance Commitment and Rating Form to the HRM Office

within the specified dates will be ground for:

a. Employee’s disqualification for performance-based personnel actions

b. Administrative sanction for violation of reasonable office rules and regulations and simple neglect of duty for supervisors or employees responsible for delay or non-submission of the office and individual performance commitment and rating report


Appeals

a. An Office/Unit or individual employee can file an appeal with the PMT within ten (10) days from the date of receipt of their performance evaluation rating

b. The PMT shall decide on the appeals within one (1) month from receipt.

c. Officials or employees who are separated from the service on the basis of Unsatisfactory or Poor performance rating can appeal their separation to the CSC or its Regional Office within fifteen (15) days from receipt of the order or notice of separation.


Agency ImplementationConstitute a Performance Management Team

Review existing Performance Evaluation System

Amend, Enhance or Develop Agency Strategic Performance Systemand Submit to the CSC for Review / Approval

Conduct Orientation and Re-Orientation on the New and Revised Policies on SPMS for all employees

Administer the approved Agency SPMS

Provide the CSCRO/FO with copy of Individual Performance Rating Reports


The Agency SPMS could be any of the following:

a. A system currently used by the agency which conforms to the basic features of the SPMS;

b. A revised/enhanced Agency Performance Evaluation System (PES) based on the SPMS guidelines; or

c. A new Agency PMS crafted based on the SPMS guidelines.


Submission of Agency SPMS

Starting June 2012, Agencies shall be required to submit SPMSto the concerned CSC Regional Office for approval.

By 2015, official and employees of agencies without approvedSPMS shall not be eligible for promotion and entitled to

Performance-based benefits.

Head of agencies may request technical assistance from the CSC Regional / Field Office concerned on the development,

implementation or refinement of their Agency SPMS.

By January 2014, all agencies shall have a CSC-approved SPMS.


"You are not here merely to make a living.

You are here in order to enable the world to live more amply, with greater vision, with a finer

spirit of hope and achievement.

You are here to enrich the world, and you impoverish yourself if you forget the errand."

Woodrow Wilson


THANK YOU!

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM

spms cycle.ppt

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