PERFORMANCE MANAGEMENT SYSTEM:

THE BASICS

By WALTER T. CHIKWANASECRETARY TO THE JUDICIAL SERVICE COMMISSION

(ZAMBIA BENCHMARKING VISIT TO ZIMBABWE )(HARARE: 9 MARCH 2020)

ZIMBABWE

1. WHAT IS PERFORMANCE MANAGEMENT?

“It is the continuous process of improving

performance by setting individual and teamgoals which are aligned to the strategicgoals of the organization, planningperformance to achieve the goal, reviewingand assessing

progress, and developing the knowledge,

skills and abilities of people” Michael Armstrong: Handbook of Performance Management

ZIMBABWE

POINT TO NOTE……….

• Performance management is a continuousprocess- not a once a year activity.

• It is often mistaken with performance appraisal-Performance appraisal is a component ofperformance management which focuses onindividual employee performance and theircontribution to the entire organization’sachievement.

ZIMBABWE

ANOTHER POINT TO NOTE……

• Effective performance management should,

therefore, bring together a number of different,

coordinated activities to form an ongoing

performance management cycle in the

organisation as a whole.

ZIMBABWE

2. WHAT IS A PERFORMANCE MANAGEMENT SYSTEM?

“…..a means of getting improved resultsfrom the organisation, its teams andindividuals, by understanding andmanaging performance within an agreedframework of planned goals, objectivesand standards” 21st Century Group (Pty) Ltd

ZIMBABWE

2. WHAT IS A PERFORMANCE MANAGEMENT SYSTEM? CTND

“……system or framework through whichorganisations set work goals, determineperformance standards, assign andevaluate work, provide performancefeedback by means of performanceappraisals or formal review, determinetraining and development needs anddistribute rewards” Bluen (2013, p15)

ZIMBABWE

3. PERFORMANCE MANAGEMENT SYSTEM-THE WHYPerformance management is a critical process, andif done professionally, will be able to:-

• Assist in implementation of an organisation’sstrategies;

• Motivate performance of employees (e.g. thereward factor);

• Improve communication by facilitating a cordial and harmonious supervisor / subordinate relationships based on trust and empowerment ;

ZIMBABWE

3. PERFORMANCE MANAGEMENT SYSTEM-THE WHY CTND

• Help employees develop their skills;

• Build a performance culture;

• Assist management in determining rewards andsanctions and consequently talent retention;

Performance management establishes anorganisation culture in which all employees takeresponsibility for the continuous improvement oftheir performance.

ZIMBABWE

4. THE PERFORMANCE MANAGEMENT CYCLE

PM Cycle

PLAN

ACT

TRACK

RATE

ZIMBABWE

5. THE PERFORMANCE MANAGEMENT PROCESS

Continuousperformance monitoring -

On going coaching and

feedback

PERFORMANCE PLANNING AND GOAL SETTING

(Guided by the Strategic Plan and Organisation Budget)

PERIODIC REVIEWS

YEAR END APPRAISAL- RATING

PERFORMANCE

REWARDS; DEVELOPMENT;

SANCTIONS

6. FUNDAMENTALS FOR PMS

A. The mandate of the organisation

B. Annual work plan of the organisation and eachdepartment in the organisation

C. Clear job description for each member of staff

D. Monthly performance report and annualperformance report for each department andworkstation

E. Annual training plan for the organisation andeach department

ZIMBABWE

7. PRE-REQUISITES FOR EFFECTIVE PMS

•A well defined connection between the PMS and the Judiciary’s strategy- the PMS is a means to the end, i.e achievement of the strategy;

•Well defined roles and timelines for both managers and employees- for JSC Zw a job evaluation process was necessary for role definition;

•A well-articulated process for evaluation;

•An effective evaluation tool- the JSC Zw M and E process;

•Well understood process and measurement tools.

8. KEY PMS PLAYERS

Overall responsibility of the entire PMS lies with Human resources department

A. Organisation

B. Administrative Head

C. Head of Department

D. Head of station

E. Line Supervisors

F. Members of staff

ZIMBABWE

9. NON-NEGOTIABLES IN PMS IMPLEMENTATION

•Staff involvement in the development of an annual performance contract;

•On the job coaching to subordinates on a needs basis;

•Staff involvement in the periodic and final performance reviews;

•Agreed and signed off performance reviews;

•Agreed employee development/ training needs.

ZIMBABWE

10. ORGANISATIONAL BENEFITS OF PMS

•Clarified jobs;

•Clarified job expectations;

• Talent management and development strategy-(training calendar becomes easier to craft- it is responsive and addresses perceived performance gaps);

•Employees understand the importance of their contributions to the organizational goals and objectives- e.g. office orderly vs improved access to justice through a clean environment

ZIMBABWE

11. EMPLOYEE BENEFITS OF PMS

•Creates a platform for open and transparent feedback from employer;

•Establishes a clear linkage between performance and equitable compensation;

•Provides ample learning and development opportunities;

•Ensures each employee understands what is expected of them and is able to ascertain whether they possess the required skills and support for fulfilling such expectations.

ZIMBABWE

12. SUMMARY

PMS is a continuous all

year round process not once a year

event or activity

Goal Setting and Performance Contracting

Periodic Reviews

Year End reviews

ZIMBABWE