Effective Performance Management in the Singapore Civil Service Conference on Improving Public Service Performance in the OECS Countries in Times of Crisis.

Effective Performance Effective Performance Management Management

in the Singapore Civil Servicein 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

Fee

db

ack

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 YOUTHANK 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.