EXAMPLE OF FULL PERFORMANCE AGREEMENT IN A PROVINCIAL DEPARTMENT

Note: Parts A, C and D are covered by the same illustration as the formats processes are identical. Only parts B are different. The part B of the Standard Framework type is illustrated as part B(2) after Annexure 2 below.

Part A: Generic Agreement on performance

For the period: 01 April to 30 March 2005

This agreement sets out the expectations of the head of the Department of xxxx (represented by the General Manager) for the senior manager. Management and Community Services’ performance as well as the undertakings of the same by the senior manager: Management and Community Services. It further provides a basis for a systematic evaluation of the performance of the Senior Manager: Management and Community services in achieving objectives set out in the Department Strategic and Management Plan (FY: 2004-2005). Job Description and Employment Contract (12th June 2003- 11th June 2004).

1. Job details

Salary No: XXXXXX

Rank: Manager: Community Services Sub- directorate Location: Polokwane

Post reports to: Senior manager

Date of first appointment to this department: 1st June 1999 Date of appointment to this position: 1st November 2003 Appointment status: Permanent.

2. Job Purpose

In the main, the purpose of this job is to:

- Ensure that the stakeholder participation in all areas designated by the Strategic and Management Plans are met.

- Provide management support to all department’s outreach and public service setting of, review and communication of service standards.

- Conduct and report on departmental service delivery performance assessments in a systematic way as agreed and aligned to existing PMS model that also meets Treasury requirements.

3. Job Functions

As fully described in letter of appointment to this (herewith attached) as well as item 2 above.

4. Duties, responsibilities, and Accountability

4.1 List the duties as in the in job description, e.g. managerial, operational etc, even if it is only 3-4 lines done.

- As in 2 above

o Also give all support to the senior manager and those that report to the incumbent in performing the directorate and department’s mission.

4.2 The resources to be managed are the following: 4.2.1 Human Resources:

All employees of the Management and Community Services Directives as indicated on the latest organogram of the Department namely:

- 2 deputy managers

- 3 staff members

- 1 vacancy for 1 staff member to be filled this FY.

4.2.2 Financial Resources

The operating budget for the sub- directorate is R1 500 000.

The operating budget for the finance department is

R5 500 000

5. Reporting Requirements/lines and assessment lines

5.1 The manager shall report to the senior manager for all parts of this agreement in all aspects and at regular intervals as indicated in this agreement (on a quarterly basis). The manager shall:

5.2 Alert the senior manager to any emerging factors that could preclude the achievement of any performance agreement undertakings.

5.3 Establish and maintain appropriate internal controls and reporting systems in order to meet performance expectations; and

5.4 Discuss with the Senior Manager all progress on achieving the undertakings on this agreement, on revision of targets if necessary, performance improvement plans and outcomes of good or inadequate performance in terms of this agreement

6. Performance Plan (See part B of P1 Below)

This part forms the individual performance plan for the incumbent, which shows all the relevant objectives, indicators and targets as agreed during the discussions leading to the conclusion of this agreement.

7. Competency Profile

The following competences have been highlighted as crucial in this role;

- Excellent verbal & written Communication skills

- Attention to detail & accuracy

- Report writing

- Budgeting & business planning skills

- Project management

The meaning and standards of for some of useful and commonly used generic competences is given in annexure 2 below.

This provides a useful reference point.

8. Competence-based individual development plan (see part D of P1 Below)

This is also one aspect of the PI that will be measured quarterly and during progress review discussions. The development plan listed hereto has been discussed and agreed by the manager and the senior manager. The required competences are crucial in ensuring that the manager can deliver the best service to the public and her customers in terms of her result areas.

9. Performance reviews and evaluation 9.1 Quarterly performance reviews

The quarterly review will be conducted between the incumbent and the senior manager. Performance will be reviewed against the set objectives and the

performance targets as indicated in the key performance plan outputs as well as the competences targeted for acquisition during the financial year. The review discussion will address all activities within the key outputs scheduled and consider opportunities and constraints being experienced. Where necessary a revised output/target will be agreed upon. Results of the quarterly progress reviews will be documented and signed on the form provided.

9.2 Annual Evaluation

The annual evaluation will be conducted between the Manager and the Senior Manager. Annual evaluations and ratings will be recorded on the official evaluation forms and signed by both parties to this agreement.

The final annual performance evaluation will take place no later than the end of the first month following the end of the financial year (April 2004)

10. TIMETABLE FOR ASSESSMENTS

Progress reviews and feedback sessions as well as the annual evaluation session will take place on the following dates:

1st Quarter: During the first week of July 2004 2nd Quarter: During the first week of October 2004 3rd Quarter: During the second week of January 2005 4th Quarter: During the second week of April 2005

11. PERFORMANCE OUTCOMES AND REWARDS

12.1 Performance on agreed original or revised targets will attract one or other of the following outcomes;

12.2 In terms of clause xxx of the incumbent’s employment agreement and the provincial PMS, the annual performance bonus will be calculated as stated in the PMS policy (see first Part of Provincial PMS Manual)

12.3 If there has been none or poor performance in respect of any of the objectives mentioned in this memorandum of understanding on performance caused by circumstances beyond the control of the manager, she/he will ensure that the relevant targets are adjusted and agreed upon with the Senior Manager accordingly before the evaluation discussion session at the end of the year.

13. Dispute settlement

13.1 Any disputes about the incumbent’s key responsibilities, priorities, methods of assessment and/or any substantive procedural aspect of this agreement will be dealt with in terms of clause 9 of the incumbent’s employment agreement, all in line with the prevailing labour laws of South Africa.

13.2 In any case, the first point of mediating any dispute will be with the General manager, up to HoD and eventually EA/MEC before any other external persons or bodies are involved.

13.2.1 In the event of any dispute arising out of the interpretation or application of this agreement, the parties agree to submit the dispute to mediation and arbitration.

13.2.2 The arbitrator shall be a suitably qualified person agreed to by all the parties to the dispute and failing which, one appointed by the CCMA/ Labour Court.

13.2.3 The decision of the arbitrator shall be final and binding on all parties. 13.2.4 The arbitrator’s costs in respect to the arbitration shall be divided equally

between the parties, save that the arbitrators shall be authorized to make a special order to directing any parties to pay any costs involved in the arbitration on grounds of any frivolous or vexatious on the part of such party.

14. AMENDMENT OF AGREEMENT

Amendments to the agreement shall be in writing and can only be effected after discussion and agreement by both parties. The amendments must always be attached to the original agreement for later referencing.

15. SIGNATURES OF PARTIES TO THE AGREEMENT

15.1 The contents of this document have been discussed and agreed with the senior manager, management and Community Services.

15.2 The contents of this document have been discussed and agreed with the manager, Community Services Sub- directorate. As Head of Department, I sign this agreement on behalf of the Department.

Name of employee: Name of Supervisor / Manager: Name of Overseer (manager’s Supervisor)

Nature of Employee: Signature of Supervisor / Manager: Signature of Observer: