PE RF ORMANCE MANAGE ME NT BY WAL T E R T . CHIKWANA SE - - PowerPoint PPT Presentation

PE RF ORMANCE MANAGE ME NT

BY

WAL T E R T . CHIKWANA SE CRE T ARY T O T HE JUDICIAL SE RVICE COMMISSION

PRE SE NT E D AT PE RF ORMANCE MANAGE ME NT T RAINING F OR JSC MANAGE RS AND SUPE RVISORS (RAINBOW T OWE RS HOT E L , HARARE : 17- 18 JANUARY 2020) ZIMBABWE

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• 1. WHAT

IS PE RF ORMANCE MANAGE ME NT ?

“I

t is the c o ntinuo us pro c e ss o f impro ving pe rfo rma nc e b y se tting individua l a nd te a m g o a ls whic h a re a lig ne d to the stra te g ic g o a ls

• f the o rg a niza tio n, pla nning pe rfo rma nc e to

a c hie ve the g o a l, re vie wing a nd a sse ssing pro g re ss, a nd de ve lo ping the kno wle dg e , skills a nd a b ilitie s o f pe o ple ”

Mic ha e lArmstro ng : Ha ndb o o k o f Pe rfo rma nc e Ma na g e me nt

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WHAT IS PE RF ORMANCE MANAGE ME NT ?

• Pe rfo rma nc e ma na g e me nt is a c o ntinuo us

pro c e ss- no t a o nc e a ye a r a c tivity.

• I

t is o fte n mista ke n with pe rfo rma nc e a ppra isa l- Pe rfo rma nc e a ppra isa l is a c o mpo ne nt o f pe rfo rma nc e ma na g e me nt whic h fo c use s o n individua l e mplo ye e pe rfo rma nc e a nd the ir c o ntrib utio n to the e ntire organization’s a c hie ve me nt.

T he b a sic s

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WHAT IS PE RF ORMANCE MANAGE ME NT ?

• E

ffe c tive pe rfo rma nc e ma na g e me nt sho uld, the re fo re , b ring to g e the r a numb e r o f diffe re nt, c o o rdina te d a c tivitie s to fo rm a n o ng o ing pe rfo rma nc e ma na g e me nt c yc le in the

• rg a nisa tio n a s a who le .

I ntro duc tio n c o ntinue d

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• 2. PM CYCL

E T E MPL AT E PM Cyc le PL AN

ACT T RACK RE VIE W

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• 3. HIST

ORY OF PE RF ORMANCE MANAGE ME NT IN T HE JSC

• Be fo re unita ry judic ia ry- pe rfo rma nc e

a ppra isa l wa s b e ing do ne a s o ppo se d to pe rfo rma nc e ma na g e me nt.

• T

his b a sic a lly e nta ile d ta rg e t se tting a t the

beginning of the ‘performance cycle’, then

ma rk a llo c a tio n a t the e nd o f the c yc le - the

• the r two sta g e s we re ne ithe r pro pe rly

mo nito re d no r e va lua te d.

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HIST ORY OF PE RF ORMANCE MANAGE ME NT IN T HE JSC

• De ve lo pme nt o f JSC stra te g ic pla n e nsue d.
• One o f the g o a ls o f the c urre nt stra te g ic pla n

wa s to de ve lo p a pe r

forma nc e ma na g e me nt

fra me wo rk b y Aug ust 2016.

• T

his ma rke d a de pa rture fro m the c ivil se rvic e wide pe rfo rma nc e a ppra isa l syste m.

• A study to ur to K

e nya pre c e de d the de ve lo pme nt

• f o ur o wn pe rfo rma nc e ma na g e me nt syste m in

2018.

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ONE F UL L PE RF ORMANCE CYCL E ON- HOW HAVE WE F ARE D?

• I

n 2019, we imple me nte d a ho me g ro wn JSC pe rfo rma nc e ma na g e me nt mo de l.

• A full c yc le ha s no w b e e n c o mple te d-

a ffo rding us a n o ppo rtunity to re vie w the mo de l.

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• 4. OBSE

RVAT IONS

• Ge ne ra l o b se rva tio n- the re is a la c k o f

a ppre c ia tio n o f the mo de l.

• T

a rg e ts no t c le a r a nd diffic ult to me a sure .

• Co mme nts o n pe rfo rma nc e sho uld re la te

to the sc o ring .

• Sc o ring must b e re la te d to the ta rg e t a nd

the c o mme nts- if the re is no re la tio nship sc o ring no t do ne c o rre c tly.

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• 5. SAMPL

E PE RF ORMANCE CONT RACT

Ke y Re sult Are a s/ Obje c tive s Goa ls/ Aims Ke y Pe rforma - nc e Are a s/ Ac tivitie s Ke y Pe rforma nc e Indic a tors / Me a sure me nts Re vie w Re sults Pe rforma - nc e De sc ription Pe rforma - nc e Sc ore

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5 (a ) Ke y Re sult Are a / Obje c tive s

• K

RAs must b e dire c tly de rive d fro m the JSC’s ma nda te , stra te g y a nd o b je c tive s.

• Dime nsio ns sho uld inc lude fina nc ia l, c usto me r

re la te d, o pe ra tio na l a nd o rg a niza tio na l me a sure s.

• T

he y must me a sure b o th me mb e rs a nd sta ke ho lde rva lue c re a tio n a nd a ny o the r c o nc re te so c ia l/ de ve lo pme nta l o b je c tive s

• f the JSC a s re fle c te d in its ma nda te .

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Ke y Re sult Are a / Obje c tive s CNT D

• T

he y must:-

 re fle c t the o ve ra ll prio ritie s o f the Co mmissio n a s

re fle c te d in its o b je c tive s;

 Be we ll de fine d a nd c le a r;

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Ke y Re sult Are a / Obje c tive s CNT D

 Be c ha lle ng ing , spe c ific , me a sura b le ,

a c hie va b le , re sults o rie nte d a nd time -b a se d (SMART );

 Be b a se d o n o b je c tive s tha t the

ma na g e me nt c a n c o ntro l a nd b e he ld a c c o unta b le fo r;

 Aim fo r g o a l c o ng rue nc e b e twe e n the

ma na g e me nt a nd the Commission’s

• b je c tive s;

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Ke y Re sult Are a / Obje c tive s CNT D

 Be initia lly simple a nd e nha nc e d o ve r time a s

e xpe rie nc e a nd c a pa c ity inc re a se .

• K

e y Re sult Are a sho uld b e c a sc a de d do wn to e a c h de pa rtme nt o f the JSC .

• De pa rtme nta l K

RAs sho uld a g g re g a te to the

JSC’s PI

s.

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Ke y Re sult Are a / Obje c tive s CNT D

• T

he ra tio na le fo r de sig ning K RAs is to e nsure a lig nme nt o f e ffo rt o f pe o ple in the

• rg a niza tio n to the o ve ra ll g o a ls o f the
• rg a niza tio n.

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Ke y Re sult Are a / Obje c tive s CNT D

• T

his is a c hie ve d b y:- i. E nsuring e a c h e mplo ye e is c le a r o n wha t is e xpe c te d o f the m

• ii. I

nstilling a c ulture o f a c c o unta b ility fo r re sults a nd

• utc o me s in a ll e mplo ye e s
• iii. Pro viding a b a sis fo r re wa rds a nd c o nse q ue nc e s.

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Ke y Re sult Are a / Obje c tive s CNT D

• T

he numb e r o f K RAs must no t b e le ss tha n fo ur b ut no t mo re tha n e ig ht.

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Ke y Re sult Are a / Obje c tive s CNT D

• T

a rg e ts must b e e nha nc e d o ve r time o r re vise d during the ye a r if- i. Pe rfo rma nc e ha s de via te d fro m ta rg e t b e c a use o f fa c to rs o utside one’s c o ntro l i.e . c ha ng e o f a ssumptio ns b e hind the ta rg e t. ii. Ma na g e me nt fo r re a so ns b e yo nd its c o ntro l, c o uld no t, a nd is una b le to ta ke c o rre c tive a c tio n.

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Ke y Re sult Are a / Obje c tive s CNT D

• Pe rfo rma nc e ag re e me nts must b e de ve lo pe d with

a nd sig ne d b y e ve ryo ne .

• T

he imple me nta tio n o f Pe rfo rma nc e a g re e me nts sho uld b e mo nito re d o n a da ily, mo nthly, q ua rte rly, ha lf ye a rly o r ye a rly b a sis.

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SAMPL E PE RF ORMANCE CONT RACT :OL D

Appra ise e : De puty Chie f Ma g istra te

Appra ise e Ke y Re sult Are a s Goa l KPAs KPIs & Me a sure me nts Re vie w Re sults a s a t 30

June….

Pe rforma - nc e De sc ription Pe rforma - nc e Sc ore

Assist Chie f Ma g istr a te in Monthly Sta tistic a l re port

T

• impro ve

c a se ma na g e me nt Ana lysis o f Sta tistic a l re po rts fro m Divisio ns a nd Pro vinc e s a nd c o mpila tio n

• f re po rts fo r

the Se c re ta ry Mo nthly Co urt

• pe ra tio n

re po rts

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SAMPL E PE RF ORMANCE CONT RACT :NE W

Appra ise e : De puty Chie f Ma g istra te

Ke y Re sult Are a s/ Obje c tive s Goa ls/ Aims Ke y Pe rforma - nc e Are a s/ Ac tivitie s Ke y Pe rforma nc e Indic a tors / Me a sure me nts Re vie w Re sults Pe rforma - nc e De sc ription Pe rforma - nc e Sc ore

Produc ing

department’s

monthly re ports T

• e nsur

e e ffic ie nc y in the pe r forma nc e

• f c our

ts Compile a nd a na lyse the sta tistic s of the c ourts by wa y of r e por ts

• T
• pr
• duc e

a re por t by the 7th of e a c h month

• T
• pr
• duc e

a c c ur a te re ports F a ir 2

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• 6. T

OP T O BOT T OM PMS

• JSC K

PAs a nd Secretary’s K PAs a re re le va nt pe rfo rma nc e indic a to rs fo r the JSC.

• K

PAs fo r o the r Se nio r Ma na g e rs e q ua te to re spe c tive De pa rtme nta l K PAs a nd c a sc a de fro m the Co mmissio n/ Secretary’s K PAs.

• T

he se sho uld a lso c a sc a de to Pro vinc e s, Divisio ns, Se c tio ns a nd Sta tio ns.

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T OP T O BOT T OM PMS CNT D

Guide line s in de sig ning K RA

JSC Str a te g ic Pla n

Pe rforma nc e Are a s

JSC PAs = Secretary’s KPAs

De pa rtme nt PAs= Se nior Ma na g e r KPAs

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JSC PMS: T OP T O DOWN APPROACH JSC Se c re ta ry

De puty Se c re ta rie s

HODs

Provinc ia l/ Divisiona l/ Se c tiona l/ Sta tion He a ds

Wha t is its ma nda te ? Wha t a re his ta rg e ts? T he y sho uld re la te to the JSC Ma nda te T he y de rive K PAs fro m

Secretary’s mandate

T he y de rive K PAs fro m Re spe c tive De puty Se c re ta rie s i.e . in c ha rg e

• f Suppo rt Se rvic e s o r

Co urt Se rvic e s T he y de rive K PAs fro m re spe c tive He a ds o f De pa rtme nts a nd the se c a sc a de to a ll me mb e rs

• f sta ff

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SAMPL E PE RF ORMANCE CONT RACT : SE CRE T ARY

Ke y Re sult Are a s/ Obje c tive s Goa ls/ Aims Ke y Pe rforma nc e Are a s/ Ac tivitie s Ke y Pe rforma nc e Indic a tors / Me a sure me nts Re vie w Re sults Pe rforma - nc e De sc ription Pe rforma - nc e Sc ore

Justic e De live ry T

• ha ve a n

e ffic ie nt Justic e De live ry Syste m De plo yme nt o f sta ff Pro visio n o f re so urc e s Mo nito ring a nd supe rvisio n

• f o pe ra tio ns

Ba c klo g o f Ca se s Ava ila b ility o f c o urt fa c ilitie s

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• 7. GOAL

S / AIMS

• Wha t do yo u a im to a c hie ve with the
• b je c tive s o r ke y re sult a re a s c ho se n
• Wha t is the e xpe c te d impa c t o f the K

RA/ Ob je c tive s

• Wha t mo tiva te s the unde rta king o f the

K RA

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• 8. KE

Y PE RF ORMANCE ARE AS/ ACT IVIT IE S

• Wha t yo u a re e xpe c te d to do to a c hie ve

the o b je c tive se t o ut in yo ur K RA.

• T

he se a re the a c tivitie s tha t a re me a nt to a c hie ve the se t ide ntifie d g o a ls

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KE Y PE RF ORMANCE ARE AS/ ACT IVIT IE S CNT D

• Ke y Pe rforma nc e Are a s (KPAs) a re a sub se t o f

pe rfo rma nc e indic a to rs.

• T

he y fo c us o n ke y pe rfo rma nc e o f the JSC a nd de mo nstra te ho w e ffe c tive ly the JSC a nd the Se c re ta ry a re pe rfo rming in a c hie ving ke y o rg a nisa tio na l o b je c tive s.

• JSC’s K

PAs a nd the Secretary’s K PAs a re the sa me to e nsure the re q uire d g o a l c o ng rue nc e b e twe e n the Se c re ta ry a nd the JSC.

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• 9. KE

Y PE RF ORMANCE INDICAT ORS

• Pe rfo rma nc e indic a to rs (PI

s) a re me a sure s use d to c o mmunic a te pe rfo rma nc e e xpe c ta tio ns a nd to e va lua te pe rfo rma nc e a g a inst e xpe c te d re sults.

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E ST ABL ISHING PIs (c ontinue d)

• PI

s a re use d to :- i. T ra c k re sults a g a inst ta rg e ts; a nd

• ii. Dia g no se a re a s re q uiring impro ve me nt b y

q uic kly ide ntifying po te ntia l pro b le ms; a nd ta king re me dia l a c tio n.

• T

he y re fle c t the JSC’s unde rlying va lue drive rs.

• T

he y a re se t b y ma na g e me nt, fo llo wing a

‘bottom – up’ o r a ‘top-down’ a ppro a c h.

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• 10. KE

Y PE RF ORMANCE INDICAT ORS T OOL S

• T

he se a re to o ls use d to me a sure pe rfo rma nc e

• E

xa mple s a re ; Re g iste rs, Audit re po rts, Mo nito ring a nd e va lua tio n re po rts, re mitta nc e re g iste r, c a sh b o o k, T D e xtra c ts, pro c ure me nt minute s, a nnua l wo rk pla ns a nd re po rts, sta tus re po rts, c lie nt/ pub lic sa tisfa c tio n surve ys, c o urt file s, c a use lists, a sse t re g iste rs, c o urt ro lls, re turns, o b se rva tio ns, e tc .

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• 11. PE

RF ORMANCE MANAGE ME NT SYST E M RE VIE WS

• Re vie w o f pe rfo rma nc e a ppra isa l is me a nt to

c re a te a pla tfo rm o f inte ra c tio n b e twe e n the Supe rviso r a nd the e mplo ye e in a sse ssing the pe rfo rma nc e o f the e mplo ye e thus fa r a nd de c ide whe the r the re is ne e d to re lo o k a t the se t g o a ls a nd o b je c tive s.

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PE RF ORMANCE MANAGE ME NT SYST E M RE VIE WS CNT D

• I

t a llo ws the e mplo ye e s to g ive fe e db a c k to the supe rviso r o n c ha lle ng e s tha t ma y b e milita ting a g a inst the suc c e ssful e xe c utio n o f the ta sks a nd se t g o a ls a g re e d o n a t the b e g inning o f the pe rfo rma nc e pe rio d.

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PE RF ORMANCE MANAGE ME NT SYST E M RE VIE WS CNT D

• I

t g ive s a pla tfo rm fo r re a lity a sse ssme nt o n the ke y pe rfo rma nc e a re a s a g re e d o n a t the b e g inning o f the pe rfo rma nc e pe rio d. T his ma y b e va rie d de pe nding o n the pre va iling c irc umsta nc e s o f the time inc luding a va ila b ility o f re so urc e s.

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PE RF ORMANCE MANAGE ME NT SYST E M RE VIE WS CNT D

• I

t is me a nt to ide ntify the a re a s o f stre ng th b y the supe rviso r o n the e mplo ye e a nd c o mplime nt o r e nc o ura g e the g o o d wo rk. I t is a lso me a nt to a dvise the e mplo ye e o f sho rtfa lls in pe rfo rma nc e a nd lo o k a t wa ys to impro ve o n it.

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• 12. SCORING
• Ho w do yo u a sse ss a n individual’s pe rfo rma nc e ?
• Wha t do yo u lo o k a t?
• What a re the pra c tic a l re a litie s invo lve d, fo r

e xa mple - a mb ie nc e a nd re g iste rs- c a n the y b e re vie we d, a sse sse d a nd sc o re d fro m the He a d

• ffic e ?
• What’s the pla c e o f Secretary’s visits re po rts,

a udit re po rts, Pro vinc ia l I nspe c to ra te re po rts e tc . in a pe rfo rma nc e a sse ssme nt?

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PE RF ORMANCE RAT ING SCAL E

RAT ING/ SCORE PE RF ORMANCE DE SCRIPT ION % GRADE

5 F a r e xc e e ds e xpe c ta tio ns/ Outsta nding 100% A 4 Me e ts a nd e xc e e ds so me e xpe c ta tio ns/ E xc e lle nt/ Ve ry g o o d 80%-99% B 3 Me e ts mo st b ut no t a ll e xpe c ta tio ns/ Go o d 50%-79% C 2 F a ils to me e t mo st o f the e xpe c ta tio ns/ F a ir 40%-49% D 1 Po o r pe rfo rme r/ Po o r 0%-39% E

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• 13. PE

RF ORMANCE AWARDS

• 1. A me mb e r ma y b e pa id a o nc e o ff

pe rfo rma nc e a wa rd de te rmine d b y the JSC ba se d on the ir pe rforma nc e

le ve l a s de te rmine d by the Pe rforma nc e Ma na g e me nt Syste m for e a c h pe rforma nc e c yc le .

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PE RF ORMANCE AWARDS CNT D

• 2. Onc e o ff pe rfo rma nc e a llo wa nc e ;
• 3. Pro mo tio n- a me mb e r ma y b e pro mo te d o r

mo ve d o ne no tc h up;

• 4. Use o f pe rfo rma nc e ma na g e me nt syste m a s

pa rt o f inte rvie w to o ls

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WAY F ORWARD : PL E NARY

• i. Are a s

ii.I ndic a to rs iii.Me a sure me nt to o ls

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