Human Resource Management Diagnostic Instrument Actionable Governance Indicators Module A: Civil Service Labor Regime Section III: HRM System Performance > August 4, 2010
Human Resource Management Diagnostic Instrument
Actionable Governance Indicators
Module A: Civil Service Labor Regime
Section III: HRM System Performance
>
August 4, 2010
This module of the Human Resource Management Actionable Governance Indicators (HRM AGI) diagnostic instrument is designed to facilitate assessment of the civil service labor regime in a given country’s public administration. Four separate modules are designed to assess four distinct categories of public employees; - Civil servants (Module A) - Service delivery professionals (Module B) - Contract workers (Module C) - Politically appointed officials (Module D) Each module consists of three sections that focus on a broad dimension of human resource management (HRM) institutions and practices: (i) institutional arrangements, i.e. the legal framework (laws, decrees and other forms of subsidiary legislation) and in-practice features such as rules, procedures and assignment of responsibility; (ii) organizational capacities, i.e. whether the agents assigned various HRM responsibilities have adequate capacities to carry out their functions with respect to the core objectives of HRM, and (iii) HRM system performance, i.e. the extent to which core HRM objectives are being achieved. Core Objectives for Civil Service Management (CSM) Overall, there are six core objectives posited for management of the civil service cadre. The three sections assess the following core objectives as they relate to 'institutional arrangements', 'organizational capacities' and ' HRM system performance', respectively: 1. Attracting and retaining staff with needed skills 2. Ensure fiscally sustainable wage bill 3. Ensure meritocratic, depoliticized CSM 4. Ensure performance-focusing CSM 5. Ensure ethical behavior by civil servants 6. Ensure effective working relationships with other cadres Definitions: The civil service labor regime is the set of rules governing the management of civil servants. Those rules may be established in the country’s Constitution, laws or subsidiary legislation, such as regulations, Government decrees or other legal instruments with legal standing (e.g., Presidential decrees or orders, Ministerial decrees or orders, etc.)These rules give greater due process protection to civil servants than are available under that country's private sector labor law. Civil servants are a particular subset of public employees, defined in that legal framework.Civil servants are distinguished from other public employees primarily be being afforded greater due process protections than apply under the country’s private sector labor law
Module A: Civil Service Labor Regime
This section seeks to measure the HRM system performance, as it relates to the six core objectives of civil service management, plus redress as a horizontal issue: 1. Attracting and retaining staff with needed skills 2. Ensure fiscally sustainable wage bill 3. Ensure meritocratic, depoliticized civil service management 4. Ensure performance-focusing civil service management 5. Ensure ethical behavior by civil servants 6. Ensure effective working relationships with other cadres 7. Redress Background Information
1. Country name:
2. Categories of civil servants within the civil service labor regime:
Please provide a brief description (e.g., title, grade, etc.) of the range of civil service
positions within each of the categories identified below; i.e., describe the highest and
the lowest ranking titles that you would consider to fall within each of the categories
within your country’s civil service.
If a given category of civil servants is not part of the civil service labor regime, please
type '-777' (for 'Not applicable') in the box.
When answering questions relating to categories of civil servants, throughout the three
sections of the instrument, please answer on the basis of the examples you have
provided below.
Overview – Section III: Performance
*
High level managers
Middle level managers
Professional staff
Technical staff
Administrative and clerical
staff
Skilled and semi-skilled
manual laborers
Unskilled workers
1.1. Attracting Staff with Needed Skills
3. Is information on the average number of qualified (long-listed) applicants per
advertised civil service position monitored?
(If the answer is 'No', please go to Q. No. 8)
4. For what categories of civil servants is this information collected and monitored?
(check all that apply)
5. With what frequency is this information collected and monitored? (check one)
1. Attracting and Retaining Staff with Needed Skills
Yes
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No
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Total (no breakdowns available by category)
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High level managers
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Middle level managers
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Professional staff
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Technical staff
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Administrative & clerical staff
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Skilled & semi-skilled manual laborers
gfedc
Unskilled workers
gfedc
Continuously
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Weekly
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Monthly
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Quarterly
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Semi-annually
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Annually
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Irregularly
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6. What is the value for this indicator for the last two years i.e., the average number of
qualified (long-listed) applicants per advertised civil service position during the most
recent full calendar year as well as during the previous full calendar year?
7. What is the value for this indicator for the last two years for entry level civil service
positions i.e., the average number of qualified (long-listed) applicants per advertised
entry level civil service position during the most recent full calendar year as well as
during the previous full calendar year?
Value for the most recent
full calendar year
Period covered (from- to)
Value for the previous full
calendar yeaar
Period covered (from -to)
Value for the most recent
full calendar year
Period covered (from- to)
Value for the previous full
calendar yeaar
Period covered (from -to)
Post secondary education means more than 12 years of formal education.
8. On average, what percentage of each of the following sets of civil servants have
completed at least some post-secondary education? Please enter percentage for each
category below. Please enter "-888" if you don't know the answer and "-999" if available
information is not collected.
9. On average, what percentage of each of the following sets of civil servants have
completed a post-secondary degree program? Please enter percentage for each
category below. Please enter "-888" if you don't know the answer and "-999" if available
information is not collected.
1.1. Attracting Staff with Needed Skills (2)
High level managers
Middle managers
Professional staff
Technical staff
High level managers
Middle managers
Professional staff
Technical staff
Average 3-year retention rate is a ratio, expressed in percentage points, of staff recruited within the last three calendar years that were still employed within the civil service at the end of that three-year period
10. Is information on average 3-year retention rate for recently recruited civil servants
collected and monitored?
(If the answer is 'No' please go to Q.15)
11. For what categories of civil servants is this infomation collected and monitored
12. With what frequency is this information collected and monitored? (check one)
13. What is the current/most recent value of this indicator i.e., the average 3-year
retention rate among recently recruited civil servants in the following categories:
1.2. Retaining Staff with Needed skills
Yes No
a. Entry level civil servants nmlkj nmlkj
b. Mid-career civil servants nmlkj nmlkj
Total (no breakdowns
available by category)
High level manager
Middle level managers
Professional staff
Technical staff
Administrative & clerical
staff
Skilled & semi-skilled
manual laborers
Unskilled workers
Yes
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No
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Continuoulsy
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Weekly
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Monthly
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Quarterly
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Semi-annually
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Annually
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Irregularly
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14. How did the the average 3-year retention rate (in percent) among each of these
categories of civil servants compare to the previous three-year retention rate for that
same category? (e.g. 2005-2008 rate compared to 2004-2007 rate)
Higher than earlier 3-year
retention rate
Same as earlier 3-year
retention rate
Lower than earlier 3-year
retention rateInformation not available
Total (no breakdowns
available by category)nmlkj nmlkj nmlkj nmlkj
High level manager nmlkj nmlkj nmlkj nmlkj
Middle level managers nmlkj nmlkj nmlkj nmlkj
Professional staff nmlkj nmlkj nmlkj nmlkj
Technical staff nmlkj nmlkj nmlkj nmlkjAdministrative & clerical
staffnmlkj nmlkj nmlkj nmlkj
Skilled & semi-skilled
manual laborersnmlkj nmlkj nmlkj nmlkj
Unskilled workers nmlkj nmlkj nmlkj nmlkj
Fiscally sustainable wage bill is a wage bill that a country's public sector can reasonably expect to be able to finance for the forseeable future. Evidence on the fiscal sustainability of the wage bill is normally captured through data on the wage bill relative to GDP and the wage bill relative to total recurrent expenditures. The former ratio sheds light on whether a government is likely to be able to afford the bill. The latter ratio sheds light on whether wage expenditures may be "crowding out" other non-wage recurrent expenditures. "General Government" is the GFS Manual 2001 definition of "General Government" ; "the general government sector consists of all government units and all nonmarket NPIs (non-profit institutions) that are controlled and mainly financed by government units." "Wage bill" is the total expenditure on "compensation of employees", as defined in GFS Manual 2001. "Total recurrent expenditures" are the sum of "Compensation of employees" (GFS Manual 2001) and "Use of goods and services" (GFS Maual 2001).
15. Please provide the following information :
Please enter "-888" if you don't know the answer and "-999" if available information is
not collected.
2. Fiscally Sustainable Wage Bill
1. Wage bill/GDP for civil
service
2. Wage bill/GDP for
general government
3. Wage bill/total recurrent
expenditures for civil
service
4. Wage bill/total recurrent
expenditures for general
government
Average quarterly turnover rates is the percentage of civil servants who have left the civil service each quarter, averaged across the relevant sets of quarters within that three-year interval.
16. Is information on average quarterly turnover rates collected and monitored?
17. If the answer to Q.16 is a 'Yes', for the most recent three calendar years, please
provide the following data on average quarterly turnover rates for the following:
If certain types of turnover rate information is not being collected, please write "-999" (for Not
collected). If an event such as change of government, etc. did not take place in the last three
years, please write "-777" (for Not Applicable).
3. Meritocratic, Depoliticized, Civil Service Management
Average quarterly turnover rate for civil servants over the full three-year period:
Average quarterly turnover rate for politically appointed officials over the same full three-year period:
Average quarterly turnover rate for civil servants only for quarters in which or immediately after which the ruling
party or coalition changed within that same three-year period:
Average quarterly turnover rate for politically appointed officials only for quarters in which or immediately after
which the ruling party or coalition changed within that same three-year period:
Average quarterly turnover rate for civil servants only for quarters in which or immediately after which the head of
Government changed without a change in the ruling party or coalition within that same three-year period:
Average quarterly turnover rate for politically appointed officials only for quarters in which or immediately after
which the head of Government changed without a change in the ruling party or coalition within that same three-
year period:
Yes
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No
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Average quarterly transfer rates is the percentage of civil servants who are transferred between organizational units each quarter, averaged across the relevant sets of quarters within a three-year interval.
18. Is information on average transfer rates collected and monitored?
19. If the answer to Q.18 is a 'Yes', for the most recent three calendar years, please
provide the following data on average quarterly transfer rates among civil servants for
the following:
If certain types of transfer rate information is not being collected, please write "-999" (for Not
collected). If an event such as change of government, etc. did not take place in the last three
years, please write "-777" (for Not Applicable).
3. Depoliticized, Meritocratic Civil Service Management (2)
Average quarterly transfer rate for civil servants over the full three-year period:
Average quarterly transfer rate for civil servants only for quarters in which or immediately after which the ruling
party or coalition changed within that same three-year period:
Average quarterly transfer rate for civil servants only for quarters in which or immediately after which the head of
Government changed without a change in the ruling party or coalition within that same three-year period
Yes
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No
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4.1. Performance Appraisal Practices and their Consequences
20. Is information on formal annual performance appraisals collected and monitored?
(If the answer is 'No', please go to Q.23)
21. For what categories of employees is this information collected and monitored?
22. What is the current/most recent value of this indicator i.e., the percentage of civil
servants in the following groups who received a formal annual performance appraisal
during the most recent round of annual performance appraisals?
4. Performance-focused Civil Service Management
Yes No
Total (no breakdowns
available by category)nmlkj nmlkj
High level manager nmlkj nmlkj
Middle level managers nmlkj nmlkj
Professional staff nmlkj nmlkj
Technical staff nmlkj nmlkjAdministrative & clerical
staffnmlkj nmlkj
Skilled & semi-skilled
manual laborersnmlkj nmlkj
Unskilled workers nmlkj nmlkj
Average for civil service
High level managers
Middle managers
Professional staff
Technical staff
Administrative and clerical
staff
Skilled & semi-skilled
manual laborers
Unskilled workers
Yes
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No
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23. How many performance rating scoring options are permitted on the annual
performance appraisal form?
24. During the most recent round of annual performance appraisals of civil servants,
what % of civil servants received each of the following possible ratings?
Please enter the number; enter "-999" if information is not being collected or insufficient to
answer this question, and "-888" if you do not know the answer
4.1. Performance Appraisal Practices and their Consequences (2)
Percent receiving highest possible rating:
Percent receiving second highest possible rating:
Percent lowest possible rating:
Percent second lowest possible rating:
2
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3
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4
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5
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>5
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Information not available
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No rating options are permitted
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Absenteeism is failure to report to work on a given work day (work days exclude holidays and vacation days). The reason for absenteeism (e.g., illness, family emergency, etc.) should be ignored when calculating absenteeism rates. An absenteeism rate is the average % of civil servants who fail to report to work each work day within a given period, such as daily, weekly, monthly, quarterly or annually.
25. Is information on absenteeism rates collected and monitored?
(If the answer is 'No', please go to Q.29)
26. With what frequency is this information collected and monitored
(check one)
27. For what categories of employees is this information collected and monitored?
(Check all that apply)
4.2. Absenteeism
yes
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No
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Continuoulsy
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Weekly
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Monthly
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Quarterly
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Semi-annually
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Annually
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Irregularly
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Total (no breakdowns available by category)
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High level manager
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Middle level managers
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Professional staff
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Technical staff
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Administrative & clerical staff
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Skilled & semi-skilled manual laborers
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Unskilled workers
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28. What is the current/most recent value of this indicator i.e., during the most recent
quarter for which estimates are available, what were average absenteeism rates (in
percentages) among civil servants across the following types of civil service positions?
Total (no breakdowns
available by category)
High level manager
Middle level managers
Professional staff
Technical staff
Administrative & clerical
staff
Skilled & semi-skilled
manual laborers
Unskilled workers
29. Is information on the percentage of civil servants who are disciplined with a
disciplinary action recorded in their personnel file monitored regularly?
(If the answer is 'No', please go to Q.34)
30. With what frequency is this information collected and monitored?
31. For what categories of employees is this information collected and monitored?
5. Ethical Behavior by Civil Servants
Yes
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No
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Continuoulsy
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Weekly
nmlkj
Monthly
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Quarterly
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Semi-annually
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Annually
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Irregularly
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Total (no breakdowns available by category)
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High level manager
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Middle level managers
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Professional staff
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Technical staff
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Administrative & clerical staff
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Skilled & semi-skilled manual laborers
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Unskilled workers
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32. What is the current/most recent value of this indicator; i.e., during the most recent
full calendar year, what percentage of civil servants in each of the following categories
were disciplined were disciplined with a disciplinary action recorded in their personnel
file?
33. During the most recent full calendar year, what percentage of civil servants in each
of the following categories were dismissed for disciplinary reasons?
Total (no breakdowns
available by category)
High level manager
Middle level managers
Professional staff
Technical staff
Administrative & clerical
staff
Skilled & semi-skilled
manual laborers
Unskilled workers
Total (no breakdowns
available by category)
High level manager
Middle level managers
Professional staff
Technical staff
Administrative & clerical
staff
Skilled & semi-skilled
manual laborers
Unskilled workers
34. Redress timeliness: What is the average length of time between the filing of a
grievance by a civil servant and a decision being issued by the first instance redress
agent?
If you do not know an answer, please write "-888" and write "-999" (for Not Collected) if
information is not being collected.
35. Redress appeals: Please provide estimates of the following indicators relating to
appeals of decisions of the first instance redress agents within the most recent full
calendar year:
Please enter the number for each category below; enter "-999" if information is not being collected or insufficient to answer this question, and "-888" if you do not know the answer
7. Redress
Number of days
Number of first instance decisions that were appealed to a second instance redress agent within the
most recent full calendar year
Percent of such appeals in which the first instance redress agent's decision was upheld
Percent of such appeals in which the second instance redress agent's decided in favor of the civil
servant