MANAGEMENT SYSTEM DEVELOPMENT INCLUDING HUMAN RESOURCES THROUGH ASSESSMENT OF WORKER’S PERFORMANCE: SLOVENIA CASE Mojca Ramšak Pešec Director General DIRECTORATE FOR MANAGEMENT AND PERSONNEL MINISTRY OF PUBLIC ADMINISTRATION Danilovgrad, Crna Gora, 22. November 2010

LEGAL BASIS FOR CIVIL SERVANT SYSTEM AND WAGE SYSTEM IN SLOVENIA ∙Civil Servants Act ∙Regulation on Promotion of Civil Servants to a Higher Title ∙Public Sector Wage System Act ∙Regulation on Promotion of Civil Servants to a Higher Wage Class civil servants in public sector civil servants in state bodies and local community administrations

ROLE AND OBJECTIVES OF ASSESSMENT: Motivation: –assessment of civil servants – part of personnel procedures with intention of promotion at the work post and promotion to salary grades Development of public service: –assessment as a process in public service system development with the following objectives: 1.efficiency 2.legality 3.proficiency 4.punctuality in accomplishment of tasks Determining and achievement of working objectives: –assessment as a supervising process of realization of working objectives

Components of assessment of worker’s performance Worker’s performance is evaluated on the basis of: - results of work, - independance, creativity and accuracy in tasks performing, - reliability in work, - quality of cooperation and organization of work, - other skills linked up with work performance.

Detailed criteria determination regarding particular components of assessment: Results of work: –proficiency, –extent of work, –punctuality in tasks performing. Independance, creativity, accuracy in tasks performing Reliability in work

Detailed criteria…. Quality of cooperation and organization of work Other skills linked up with work performance: –interdisciplinary character, –relation towards users, –communication with users and collaborators.

Assessment procedure (1x) Once a year ( assessment period: from 1.1. till taking the past year into account) Who is liable to the assessment: employees in fixed-term and temporary employment relationship, working full or part time. Who shall be assessed: all the employees, having performed their duties at least 6 months in the past year, as well as the employees being absent more than 6 months if being directed by the employer, furthermore because of injury at work, professional disease or parental leave. When: till at the latest

Evaluation of worker’s performance Evaluations shall be as follows: Excellent Very good Good Satisfactory Unsatisfactory WHO is the valuer: the responsible person – the principal or the superior of the civil servant by authority of the principal HOW: the evaluation sheets, the enclosure of the Regulation on Promotion of Civil Servants, shall be completed. Civil servants must be notified of their written evaluation and justification by their superior – ALL till 15. March

The test of evaluation WHO may request the test of evaluation: civil servants, who have not been subject to assessment or those disagreeing with the evaluation TIME LIMIT: within 8 days after the due date of evaluation or the date of notification of evaluation, which is subject to disagreement of civil servant WHO is the test of evaluation conducted by: commission composed of 3 members; with the DECISION of this commission the employer is obliged to evaluate the civil servant or carry out the test of evaluation THE DECISION OF THE COMMISSION shall be final; it can confirm or change the evaluation Judicial protection against the decision of the commission the Labour Court shall decide

DISTRIBUTION OF EVALUATION OF WORKER’S PERFORMANCE IN PUBLIC SECTOR evaluat ion/ yearly excelle nt very good satisfac tory unsatis factory ,91%40,58%8,94%1,03%0,54% ,52%36,10%9,24%0,84%0,29%

2. YEARLY EVALUATION OF WORKER’S PERFORMANCE AND AWARDING OF CIVIL SERVANTS 2.1 Promotion of civil servants to a higher salary class 2.2 Promotion of officials to a higher rank

2.1 Promotion of civil servants to a higher salary class At each work post it is possible to be promoted up to 10 salary classes at the most (each salary class means the increase of salary for 4%) CONDITION under which one could be promoted: worker’s performance, proven in the period of promotion with appropriate evaluation of worker’s performance

Promotion period Promotion period is a period of time from the last promotion or the first employment in the public sector, in which civil servant acquires 3 yearly evaluations enabling him promotion

CONDITIONS for promotion in salary class Yearly evaluation of worker’s performance, which are marked as follows: excellent – 5 points very good - 4 points good- 3 points satisfactory - 2 points unsatisfactory – zero point FULFILMENT of conditions for promotion is stated on the basis of the SUM OF THREE of the most advantageous yearly evaluations.

CONDITIONS for promotion ORDINARY PROMOTION: civil servant gathering the below quoted points in the promotion period could be promoted for 1 salary class: to be promoted to 1. and 2. salary class: at least 11 points to be promoted to 3. and 4. salary class: at least 12 points to be promoted to 5. salary class: at least 13 points for all further promotions until 10. salary class: at least 14 points EXCEPTIONAL PROMOTION: for 2 salary classes, if at the time of the 1. promotion at least 14 points, and at the further promotion 15 points ( 3x excellent)

Promotion PROCEDURE Process of verifying fulfilment of conditions: till 15. March each year Procedure: Each year Personnel Service checks up, who are the civil servants accomplishing the conditions to be promoted to a higher salary class. Personnel Service delivers those civil servants a promotion notification in paper; number of salary classes and achieved salary class are quoted on it. An annex proposal to employment contract is handed over to those civil servants. Time limit : till 30. March Higher salary to civil servants from 1. April

4.2.2 PROMOTION OF OFFICIALS TO A HIGHER RANK Aim of promotion of officials to a higher rank: career achieving of the individuals at work post and at transfering to a more demanding work post.

Conditions to be promoted -prescribed education, working experience and other conditions, determined by law, implementing regulation or general legal act -tasks at work post could be performed in higher rank -achieved evaluation of worker’s performance -there are no reasons which explicitly make the promotion impossible (recognized incapacity, disciplinary measures …)

Condition of evaluation of worker’s performance Those evaluations are applied, which are gained in accordance with regulations for promotion in salary class. Necessary number of acquired evaluations at work posts performed in the same rank: –3x excellent or –4x at least very good or –5x at least good or –16 points in 4 years, where points “satisfactory” don’t count

Procedure of promotion to a higher rank Checking up of conditions till 15. March each year. The principal takes decision about the promotion in 30 days until the appointed time for check up. Privilege to derive from higher rank from 1. May.

INTERVENTION MEASURES IN THE FIELD OF PROMOTION IN 2011 Intervention Measures Act due to economic crisis: -No promotion to a higher wage class in The year 2011 is not included in the promotion period for the promotion to a higher wage class -Promotion to a higher title in 2011, right to the wage in accordance with the achieved title from

3. PERFORMANCE RELATED PAY AS THE VARIABLE PART OF THE WAGE The amount of funds for the purpose is determined between 2% and 5% of the funds for wages Condition: above-average working results Maximum performance related pay: two wages per year Granted monthly according to the criteria previously agreed with social partnership

PERFORMANCE RELATED CRITERIA Knowledge and proficiency Quality of performance and accuracy Work attitude Amount of work and work efficiency Creativity

4. ANNUAL INTERVIEW WITH EACH CIVIL SERVANT CIVIL SERVANTS ACT Article 105 (monitoring of careers and proficiency of civil servants) The superior shall monitor the work, the proficiency and the careers of civil servants and shall have at least once a year an interview with each civil servant.

ANNUAL INTERVIEW STEP BY STEP DETERMINATION OF GOALS FOR THE NEXT PERIOD MEASURES AND ACTIVITIES FOR ACHIEVING GOALS PAST WORK EVALUATION

Annual interview content The CIVIL SERVANT shall present: His/her work in the past year Goals and plans in the next year Problems and difficulties he/she had to face at work Proposals for achieving goals and eliminating problems and difficulties The SUPERIOR shall present: Civil servant appraisal evaluation and evaluation of state body work in the past year Goals and plans of the civil servant and program of work of the state body for the next year Problems and difficulties encountered at work of civil servant and at state body activities Proposals and possibilities for achieving goals and eliminating problems and difficulties

PAST WORK EVALUATION during yearly conversation  revision of performed tasks,  overview of unfinished tasks,  difficulties at work performing, for example regulation changes, deficiency of instructions and lack of information,  reasons for not accomplished tasks (personnel obstacles, financial means, conditions of work, oscillating extent of work)

THE AIM OF ANNUAL INTERVIEW It serves as the basis for planning activities in order: –to achieve goals of an individual as well as common goals of the state body and to adopt the necessary measures –to plan additional qualifications and training –to develop the careers of each civil servant