Effective Performance Management in the Singapore Civil Service Conference on Improving Public Service Performance in the OECS Countries in Times of Crisis 2-3 Nov 09

Outline Philosophy Performance Management Framework & Cycle Key Features of Appraisal System Staff Appraisal Process Key Success Factors Challenges

Philosophy We start with the belief that every officer has talents and abilities If every officer is given the opportunity to make the best of his/ her abilities:- The officer derives satisfaction from work The organisation derives maximum benefits from its talent pool

Performance Management Framework DEVELOP PLAN EVALUATE MONITOR Feedback REWARD & RECOGNITION

Performance Management Cycle: Planning Stage How? Set Expectations - Work Targets Plan Training & Development Why? Strengthens commitment of supervisor and officer Ensures that officer understands the work plan Helps officer focus on priorities Clarifies boundaries of responsibility so that officer can be proactive in meeting his targets

Performance Management Cycle: Monitoring Stage How? Focus on updating progress Regular feedback  Principle of ‘no surprises’ Coaching

Performance Management Cycle: Monitoring Stage Why? Supervisor benefits from:  More control and flexibility in managing changes  Enhanced skill as a people developer Officer benefits from:  Timely feedback  Less likelihood of unpleasant surprises  Enhanced performance at current job  Preparation for future postings  Learning from experiences  Greater independence  Motivation to improve

Performance Management Cycle: Evaluating Stage How? A Rigorous appraisal system Performance and potential Assessment Ranking Why? Fair and Rigorous Assessment Consolidated Feedback Sense of Achievement Motivation

APPRAISAL An appraisal system that is fair and seen to be fair.

Evaluating Stage: The Appraisal System Why Appraise? To uncover & take stock of talent within the organisation To know the strengths and weaknesses of our officers To spot talent as early as possible To better deploy and develop our officers What are Appraised? Performance Potential (CEP)

Evaluating Stage: Potential Appraisal What is Potential? Currently Estimated Potential (CEP): An estimation of the highest appointment or level of work an officer can ultimately handle competently

Evaluating Stage: Potential Appraisal CEP is the key cornerstone which underpins our personnel management system. A number of our personnel processes rely on CEP assessment. Examples: - Career Advancement / Promotion Merit Increment Selection for Training Awards Succession Planning

7 qualities grouped into 3 clusters: – Analytical and Intellectual Capacity – Influence and Collaboration – Motivation for Excellence Evaluating Stage: Appraisal Model

Presence of ‘De-railers’ / Mitigating factors Evaluating Stage: Potential Assessment Potential (CEP) = Degree of demonstration of Appraisal Qualities Assessment of officer’s potential to manifest Appraisal qualities at higher level + +

Overall Performance Grade = + Achievement of Work Targets Demonstration of Appraisal Qualities Evaluating Stage: Performance Assessment

Evaluating Stage: Performance Assessment Individual Work Contribution: How well are the targets met?  Met objectives? Met/Exceeded standards of performance?  Timely?  Degree of competency?  Job scope? Valid assessment is dependent on target-setting process.

Evaluating Stage: Performance Ratings Performance Ratings ‘A’, ‘B’, ‘C’, ‘D’, ‘E’ ‘D’ is a satisfactory rating ‘E’ is an adverse rating

Evaluating Stage: Staff Appraisal Process Complete Staff Appraisal Report Open Section for joint discussion Closed Section for supervisor’s evaluation Conduct Ranking of officers

Evaluating Stage: Ranking Process Supervisors’ assessments on Performance and CEP Input for Dept Ranking Input for Ministry Ranking Endorsed at Personnel Board

Performance Management Cycle: Developing Stage PERFORMANCE MANAGEMENT CYCLE TRAINING & DEVELOPMENT Identify Gaps Close Gaps

Performance Management Cycle: Reward & Recognition Stage Outcomes of the performance and potential assessments will impact: Promotion Performance Bonus Merit Increment Succession Planning Training Awards

Key Success Factors Commitment of senior management Perception of the appraisal system as fair Readiness for officers and supervisors to provide and receive honest feedback Accountability of supervisors for their assessment

Challenges Stronger link between pay and performance Higher demand for a more open and transparent system  Greater transparency  Clearer feedback

THANK YOU - Johann Wolfgang Von Goethe - Treat people as if they were what they ought to be and you help them to become what they are capable of being.