Implementation of Performance Management Development System at Department of Public Works and Infrastructure

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Briefing the Portfolio Committee on Public Service and Administration on the implementation and compliance with the Performance Management Development System (PMDS) within the Department of Public Works and Infrastructure. The content covers aspects such as signing of performance agreements, PMDS planner for 2019/20, performance reviews, annual performance assessments, performance moderation, and composition of relevant committees. The department's adherence to set policies and directives is emphasized, ensuring accountability in performance management practices.

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Implementation of and compliance with the Implementation of and compliance with the Performance Management Development System Performance Management Development System Department of Public Works and Infrastructure Department of Public Works and Infrastructure Portfolio Committee on Public Service and Administration Portfolio Committee on Public Service and Administration Room S26 Room S26 First Floor, NCOP Building First Floor, NCOP Building Parliament Parliament 13 November 2019 13 November 2019 1

Table of Content 1. Purpose 2. Introduction and Background 3. Signing of Performance Agreements 4. PMDS Planner 2019/20 5. Performance Reviews 6. Annual Performance Assessments 7. Performance Moderation 8. Composition of the IRC 9. Composition of the DMC 10. Conclusion of Performance Cycles 2

1. PURPOSE To brief Portfolio Committee on Public Service and Infrastructure on implementation of and compliance with the Performance Management System (PMDS) 3

2. INTRODUCTION AND BACKGROUND The Department manages the performance of staff on salary levels 2 12 in terms of the Departmental PMDS Policy which has been ratified by the appropriate structures and approved for implementation w.e.f. 01 April 2018 PMDS for SMS members is managed in terms of Chapter 4 of the SMS Handbook as well as DPSA determinations/ directives As directed by the MPSA, the approved PMDS Policy is based on the provisions of the following: PSR 2016, MPSA determinations/ directives of 2017, and Incentives Policy Framework of 2017. 4

3. SIGNING OF PERFORMANCE AGREEMENTS Employees (newly appointed or promoted) sign PAs within three (3) calendar months after assumption of duty and thereafter within two (2) months of the beginning of each financial cycle. Existing employees sign and submit to D:HRD their PAs on or before 31 May of each PMDS Cycle starting from 01 April to 31 March of the following year, The department enforces the PSR 2016 requirement which states that no employee shall qualify for performance rewards if he or she does not sign a PA within the period contemplated above, but will still be subjected to performance reviews. 5

3. SIGNING OF PERFORMANCE AGREEMENTS continues For those SMS Members who did not conclude, sign and file their PA(without showing good cause) by the due date, the Head of Department took appropriate disciplinary steps in terms of section 16A (1) or (2) of the Public Service Act by issuing warning letters. Performance related incentives are also withheld for non- compliant SMS members for the specific PMDS Cycle. Hereunder is a compliance table of PAs received: LEVEL 2014/15 2015/16 2016/17 2017/18 2018/19 SMS 78% 89% 81% 78% 91.71% In an effort to ensure compliance in the department, notifications such as PMDS Year Planner and Internal Circulars are issued to all staff in the department prior and during the PMDS Cycle. 6

4. PMDS PLANNER 2019-2020 HUMAN RESOURCE DEVELOPMENT ACTIVITY / EVENT Submission of performance review results (2018-19 Cycle) by various IRCs in order to enable the DUE DATE On or before 30 June 2019 RESPONSIBILITY IRC Secretariats at Head Office and Directorate: HRD to prepare for the DMC meeting (Employees on Salary Levels 2 12) HR Heads at Regional Offices Moderation of annual performance assessments (2018-19 Cycle) by the DMC concluded (Employees On or before 31 July 2019 DMC, Exco and Accounting Officer on Salary Levels 2 12) Submission of request (2018-19 Cycle) to implement the DMC results to approving authority On or before 15 September 2019 Directorate: HRD (Employees on Salary Levels 2 12) Conclusion of 1stsix months performance assessments (2019-2020 Cycle) and submission to the On or before 15 October2019 Employee and Supervisor Secretariat of the respective IRC (Employees on Salary Levels 2 12) Reviewing of1stsix months performance assessments (2019-2020 Cycle) by the IRC and On or before 31 October 2019 Chairperson of the respective IRC and submission to the Directorate HRD/ HR Head in Regional Offices (Employees on Salary Levels 2 12) the Secretariat Approval of moderated annual performance assessments (2018-19 Cycle)(Employees on Salary On or before 31 October 2019 Executive Authority or his/her delegate Levels 2 12) Conclusion of 1stsix months performance assessments (2019-2020 Cycle) between SMS Member On or before 30 November 2019 SMS Member and Supervisor and Supervisor and submission to the Directorate HRD(SMS Members) Implementation ofoutcomes of the annual performance (approval) (2018-19 Cycle) on PERSAL On or before 31 December 2019 HRD, HRA, HR Head in Regional (Employees on Salary Levels 2 12) Offices, Finance and Accounting Officer SMS Member and Supervisor Conclusion of 2ndsix months performance assessments (2018-19 Cycle) between SMS Member On or before 31 December 2019 and Supervisor and submission to the Directorate HRD (SMS Members) Moderation of annual performance assessments (2018-19 Cycle) by the DMC concluded (SMS On or before 24 January 2020 DMC, Exco and Accounting Officer Members) Submission of request (2018-19 Cycle) to implement the DMC results to approving authority (SMS On or before 30 January 2020 Directorate: HRD Members) Approval of moderated annual performance assessments (2018-19 Cycle)(SMS Members) On or before 28 February 2020 Executive Authority or his/her delegate Implementation ofoutcomes of the annual performance (approval) (2018-19 Cycle) on PERSAL ( On or before 31 March 2020 HRD, HRA, Finance and Accounting SMS Members) Officer

5. PERFORMANCE REVIEWS The written six months performance review is compulsory and it is concluded linked to the following timeframes: Written 1stsix months performance review (April to September) Written 2ndsix months performance review (October to March) Poor performance for SMS member is reported to DPSA after every six months in line with the reporting framework. 8

6. ANNUAL PERFORMANCE ASSESSMENTS Based on the outcome of the performance assessment and the outcome of the Departmental Moderating Committee, the Department: may reward performance according to the rewards structure may, where appropriate, provide training and development for employees shall manage poor performance 9

7. PERFORMANCE MODERATION In terms of the PSR, 2016 Par 71(5) (e), the Department must provide for arrangements and structures for the purpose of performance moderation to ensure fairness and consistent application of the employee s performance management system. As directed by the MPSA, the performance moderation processes in the department are conducted by the following committees: Intermediate Review Committee (IRC) (optional for SMS members)and Departmental Moderating Committee (DMC). 10

7. PEFORMANCE MODERATIONcont The Departmental Moderation Committee (DMC) for staff on salary levels 2-12 in its meeting held on 14 October 2019 has approved the recommendations of the annual performance results submitted by various Intermediate Review Committees from Head Office and Regional Offices. The PSR prescribed the due date for the approval of the annual performance results as 30 November of each year and the department will comply with this due date. 11

8. COMPOSITION OF THE INTERMEDIATE REVIEW COMMITTEE Chairperson: Chief Director or delegated officer Panel members: A minimum of two panel members Reporting Officer: Normally, but not limited to, the direct supervisor. Secretariat: Nominated by Chairperson. HR representative: where possible: (Advisory capacity). The role of the IRC is to ensure that individual performance achievements correlate and support the objectives of the Unit s Business or Strategic Plan, thereby linking the process with improvement of service delivery. 12

9. COMPOSITION OF THE DEPARTMENTAL MODERATING COMMITTEE Chairperson: Director General or delegated officer Panel members: Deputy Directors General Reporting Officer: Normally, but not limited to, Heads of Branches. Secretariat: Director: Human Resources Development. HR representative: Chief Director: HR and OD (Advisory capacity). The role of the DMC is not to assess each individual case but to develop an overall view of the results of the assessment process. 13

10. CONCLUSION OF PERFORMANCE CYCLES cont All reasonable measures have been taken by both DPW and PMTE to ensure that the payment of performance bonuses remain within 1.5% limits across the board by either setting tighter standards or scaling down the possible benefits to be considered, The MPSA has directed that Executive Authorities no longer have the authority to exceed the prescribed cap for the payment of performance bonuses (1.5% of the annual remuneration budget in this instance) even if the circumstances are justifiable. Here-under follows a comparison of amounts which were made available to the Department for payment of Performance Bonuses in the previous two Performance Management Cycles within the available 1.5% limit: 14

10. CONCLUSION OF PERFORMANCE CYCLES cont ALLOCATIONS 2018/2019 PMDS Cycle (2019/20 Personnel Budget) DIVISION PERSONNEL BUDGET TOTAL 1.5% LIMIT SPLIT 1.5% LIMIT L2-12 DPW R 557 826 000,00 R 8 367 390,00 R 6 645 568,91 SMS R 1 721 821,10 L2-12 R 29 247 603,03 PMTE R 2 051 049 000,00 R 30 765 735,00 SMS R 1 518 131,97 TOTAL R 39 133 125,00 R 39 133 125,00 * Note that no payment of performance related incentives was effected as yet since approval is still awaited 15

10. CONCLUSION OF PERFORMANCE CYCLES cont ALLOCATIONS 2017/2018 PMDS Cycle DIVISION PERSONNEL BUDGET TOTAL 1.5% LIMIT SPLIT 1.5% LIMIT L2-12 R 518 347 000,00 R 7 775 205,00 R 6 032 516,99 DPW SMS R 1 742 688,02 L2-12 R 22 434 653,31 R 1 592 880 938,00 R 23 893 214,08 PMTE SMS R 1 458 560,77 R 31 668 419,08 R 31 668 419,08 TOTAL * Note that no payments were made to SMS members since a decision was taken that SMS members will take a collective responsibility for the less than favourable financial position of the department. 16

10. CONCLUSION OF PERFORMANCE CYCLEScont ALLOCATIONS 2016/2017 PMDS Cycle DIVISION PERSONNEL BUDGET TOTAL 1.5% LIMIT SPLIT 1.5% LIMIT Level 2-12 R 5 514 870.58 R 458 413 000.00 R 6 876 195.00 DPW SMS: R 1 361 324.42 Level 2-12 R23 680 538.46 SMS: R 1 434 025.94 R 1 674 304 292.92 R 25 114 564.39 PMTE R 31 990 759.39 31 990 759.39 TOTAL BENEFICIARIES LEVEL TOTAL EMPLOYMENT 2-12 3 188 5 341 SMS 129 289 TOTAL 3 317 5 630 17

10. CONCLUSION OF PERFORMANCE CYCLES cont ALLOCATIONS 2015/2016 PMDS Cycle DIVISION PERSONNEL BUDGET TOTAL 1.5% LIMIT SPLIT 1.5% LIMIT L2-12 R 470 825 000 R 7 062 375,00 R 5 267 231,28 SMS R1 795 143,72 L2-12 R 21 000 977,52 SMS R1 045 752,48 DPW R 1 469 782 000 R 22 046 730,00 PMTE R 29 109 105.00 R 29 109 105.00 TOTAL LEVEL NO BENEFICIARIES (PB) TOTAL EMPLOYMENT 2 - 12 3 069 5 512 SMS 81 270 TOTAL 3 150 5 782 18

10. CONCLUSION OF PERFORMANCE CYCLES cont ALLOCATIONS 2014/2015 PMDS Cycle DIVISION PERSONNEL BUDGET TOTAL 1.5% LIMIT SPLIT 1.5% LIMIT Level 2-12 R 4 493 870.93 SMS: R 1 697 745.26 Level 2-12 R17 676 806.10 SMS: R 1 088 369.93 R 474 995 000.00 R 7 124 925.00 DPW R 1 288 773 000.00 R 19 331 595.00 PMTE R 26 456 520.00 R 26 456 520.00 TOTAL LEVEL NO OF BENEFICIARIES (PB) 3297 TOTAL EMPLOYMENT 2-12 7501 SMS 0 197 TOTAL 3297 7698 19