Some Useful Notes in Preparing for and Conducting Progress Review Discussions

6.3.1 Table 10: Preparing for the self / managerial reviews (PRD)

FOCUS AREA ACTIONS

1. Preparing for the assessment

• Prepare feedback reports (preferably written) regarding progress towards outputs and/or activities:

• Are all the reports up to date and in good order?

• Are they good sources of information for providing proof of performance?

• Are all these documents consistent with the means of verification agreed earlier

• Would they be relevant to the progress review?

• Do you know what the supervisor is going to need for the progress review?

2. Undertake a self evaluation

• Undertake a process of self-evaluation prior to the PRD using the same Means of Verification and rating scales:

• Which and how many of the expected outputs or outcomes set in the performance plan and the competence-based individual development plan have been met?

• To what extent has the targeted and documented outputs or outcomes been met?

• Which of the intended outputs or outcomes could have been met but were not met partly or fully

• What are the reasons for the above? 3. Identify problems or

difficulties

• Identify current problems or difficulties regarding the attainment of set objectives or expected outputs:

• Are the current problems Infrastructural, financial or skills?

• Could these have been overcome earlier?

• Have these problems ever been raised with the manager/supervisor?

4. Define possible solutions

• Identify possible solutions to the identified problems that were outlined:

• What solutions are available for each of the identified problems?

• Will these be acceptable, practical and realistic? 5. Confirm the review

appointment

• Ensure that both parties for the review set the time aside:

Are there no clashes (double booking) of commitments?

Is the manager/supervisor aware of the review appointment?

6. Complete self-review forms ready for PRD

• Complete all parts of the Review form 7.1 (a) or 7.2 (a) as shown below on completion of this step

6.3.2 Preparing for the Progress Review Discussion. The role of the Supervisor/Manager

Table 11: Step-by-step guide to prepare for progress review

FOCUS AREA ACTIONS

1. Preparing for the progress review

• Prepare all the necessary documentation and/or information for the review.

• Is the interview schedule and relevant review forms ready?

• Is there a report (based on informal reviews) for the meeting?

• Do this report and other documentation reflect the evidence or means of verification agreed in the PI?

• Has the employee’s performance instrument been reviewed by the manager/supervisor? 2. Confirm the review

appointment

• Ensure both parties for the review set that time aside and are properly prepared:

• Are there no clashes (double booking) of commitments on your part?

• Is the employee aware of the review appointment?

• Is the assessed informed of all the review requirements?

3. Facilitate problem solving exercise

• Facilitate the process of problem identification and problem solving.

• Is the assessed provided with support for problem identification and solving?

• Is the assessed provided with support in preparing for the review?

4. Complete self-review forms ready for PRD

• Complete all parts of the pre-PRD forms 7.1 (a) and 7.2 (a) as shown below on completion of this step

The process followed in the reviews is the same for all levels of employees and hence for all three different types of Performance Instruments in use. For that reason, the steps suggested below should be used by sms and all other employees in the same way. The steps should be read in conjunction with the relevant formats attached.

.

6.3.3 Conducting a Customer / Peer Review Process

Departments, directorates and units have customers they provide services to. These customers could either be internal or external. Internal customers include peers (team mates) in the same work place or other employees at the same level but in different roles in the department or other departments. Whether external or internal, customers’ and peers performance feedback on the employee, the team, directorate or whole department is required. The usual procedure to be followed in preparing and gathering this feedback information is outlined below. It should be noted that, the results of this Customer / Peer Review process should be evidence or a Means of Verifying performance agreed in the Performance Plan in phase 1 of the PM cycle.

Table 12: Step-by-step guide to conduct managerial and peer reviews

FOCUS AREA ACTIONS

1. Prepare a questionnaire • Departments/directorate management or manager should prepare for the customer review. Issues to be considered:

• What are the services provided to the said section?

• How have these services been provided?

• Are there any services level agreements between the two?

• Were the services provided according to the services level agreements (standards)?

• Where and how could service provision be improved?

• The questionnaire could either be structured or open- ended / semi-structured.

2. Prepare for the questionnaire

administration

• Inform and agree with the client about the purpose, content and process of information gathering.

• Is the administration going to be through interviews or will it being self-administered?

• Have appointments been set and confirmed?

• Does the client know your expectations?

• Do they have the information required?

3. Audit performance • Engage with the client to review performance as per the agreements through interviews or self-administered questionnaires.

• Sign-off all evidence as authentic by appropriate structures or overseer or a knowledgeable representative of the Performance Management Committee.

4. Package this feedback in PRD documentation

• Package feedback results in MoV format agreed in performance plan now ready for PRD