INDIVIDUAL PERFORMANCE APPRAISAL INSTRUMENT

(OFFICERS

& SUPPORT )

STAFF PARTICULARS

NAME OF APPRAISEE ID NO. RANK JOB TITLE

NAME OF APPRAISER APPRAISER S ID NO. APPRAISER S RANK APPRAISAL PERIOD:

DEPARTME NT DIVISION SECTION STATION

PLEASE TICK

THE APPROPRIATE REVIEW FOR THIS PERIOD

PROBATION-REVIEW

S T

CYCLE REVIEW

2 CYCLE REVIEW
ND

PART A: GUIDELINES TO FILLING THIS INSTRUMENT

The appraisal process should concentrate on the overall performance and progress of the appraisee covering the objectives, performance qualities, individual qualities and the organisations values. The review should also highlight any career development aspirations and training requirements. 1. The performance Cycles shall December and January to June.
1

run

from

July

to

a. Task performance with any changes made during the mid-cycle review b. Behavioural attributes of the Job covered in Part D of this instrument. 6. During the performance dialogue, the appraisee is encouraged to openly discuss any events, challenges and incidences that occurred during the cycle that could impact on their performance. 7. Upon completion of the dialogue, the instrument should be signed and acknowledged by both the appraiser and appraisee on every page.
8. At the end of the 1st Cycle, all the instruments shall

2. At the beginning of the appraisal period, (July) the

appraiser will sit with his/her team and set individual objectives based on the departmental objectives which will have been communicated by the respective Acs.
3. The

appraiser2 (immediate Supervisor) and the appraisee (staff) should then discuss and sign off objectives and performance measures for the appraisal period. These should be captured in the performance agreement page Part C of this Instrument.

4. During the Mid-Cycle Review; significant changes should be captured in the provision made in Part C of this instrument. At the end of each Cycle the appraisee should document and rate their accomplishments against the agreed targets. 5. When conducting the performance evaluation, the appraiser should consider

then be submitted to the Line Manager for further management. 9. At the end of the second cycle, all the original appraisal instruments should be forwarded to the respective Divisional Heads as per the timelines in the performance planner.

Refers to the manager directly in charge of the employees performance; usually the immediate supervisor
2

Also refers to the manager directly in charge of the employees performance; usually the immediate supervisor

PART B:GLOSSARY OF TERMS

The terms defined below are herein is intended to help all users understand and Instrument.
1. PERFORMANCE AGREEMENT: This

apply the same interpretation to the

is a commitment

8. BEHAVIOURAL ATTRIBUTES: Set of Desired Features

agreed upon between the Appraiser and Appraisee.

2. PERFORMANCE OBJECTIVES:

and Qualities that can be measured and can be shown to differentiate effective and ineffective performance.
9. APPRAISAL RECOMMENDATIONS: Actions that need to

These are the identified

areas of focus or improvement for the appraisal period as cascaded down from the higher level Scorecards in the business unit.
3. MEASURES: Indicators that show how progress is being

be taken to reward and or correct a performance gap identified.

10. PERFORMANCE GAPS: Identified competence;Skills and

made towards the achievement of a set objectives

4. TARGETS:

Attitude gaps that are necessary to reinforce performance for a in the respective business areas.
PERFORMANCE RATING/ SCORING GUIDE

Desired

level

of

performance

performance measure.
5. PERFORMANCE RATING:

Scores awarded against

RATIN G/ SCOR E

an Objective, scores shall be (4), (3),(2) and (1) respectively.

6. PERFORMANCE LEVELS: Are the final score awarded

PERFORMANCE SCORING GUIDE -PART C Attains above 100% of the set targets (Exceeds set targets) Attains 70 -100% of the set targets

after the computation of performance ratings; shall be Outstanding; Unsatisfactory.

7. JUSTIFICATION: Reasons given by the appraiser for the

Exemplary;

Satisfactory

and

4 3

rating awarded against the appraisees accomplishment.

3

2 1

Ranges from attaining 50% of the set targets up to 69% of set targets Ranges from attaining 0% of the set targets up to 49.9% of the set targets

PART C: TASK PERFORMANCE ASSESSMENT

ENTER THE RELEVANT OBJECTIVES; MEASURE AND TARGETS AS AGREED IN THE PERFORMANCE AGREEMENT; THEN RECORD YOURACHIEVEMENTS IN THE SPACE PROVIDED AND RATE YOUR PERFORMANCE AS HONESTLY AS POSSIBLE.

PERFORMANCE ASSESSMENT/EVALUATION
PERSPEC TIVE Objectives (What areas of your work do you intend to focus on for the period?) Measures (what indicators shall highlight progress?) Targets (What is anticipated to be accomplishe d?) Performance against set target (What have you achieved against the agreed Targets) Apprais ee Rating Apprai ser Rating Agree d Rating Justification by appraiser on agreed score

FINANCI AL

1.

CLIENT

BUSINES 1 S PROCES S 2
5

LEARNIN 1 G AND INNOVA TION 2

TASK PERFORMANCE TOTAL

PERFORMANCE OBJECTIVES MODIFIED DURING THE MID-CYCLE REVIEW PERSPECTIVES FINANCIAL CLIENT BUSINESS PROCESS LEARNING AND INNOVATION OBJECTIVES MEASURES TARGETS

PART D: BEHAVIOURAL ATTRIBUTES ASSESSMENT

This section constitutes the professional and behavioural attributes that shall be assessed. Observed strengths shall be recognized; areas that need improvement shall be considered for development and those not observed shall be considered a training need. The ratings in this section shall be used for both institutional and developmental purposes and shall constitute 10%of the final score. AWARD [1 MARK] FOR SIGNIFICANT STRENGTHS OBSERVED; [0.5 MARK] FOR THE AREAS THAT NEED IMPROVEMENT; AND [0] FOR STREGNTH NOT OBSERVED; FOR EACH OF THE DEFINITIONS AND DESCRIPTIONS GIVEN AT THE VARIOUS LEVEL.
1. CREATIVITY: Involves the use of skills and imagination to produce new and or improves existing work processes. Familiarity with individual task (s) within the team, and business. Anticipates business challenges and plans workable solutions. Keeps control when under pressure, finishes tasks and influences others to adapt new ideas Takes calculated risks on new ideas; thinks outside the box Sub total 2. TEAM WORK: Working cooperatively across cultures and organizational boundaries to achieve shared goals Understands team/organizational goals and dynamics and works with others to achieve them Builds collaborative relationships that fosters information and knowledge sharing and team performance Solicits input by genuinely valuing others ideas and expertise and learn from them. Identifies with team accomplishments and accepts responsibility for team short-comings. Sub total 3. COMMUNICATION: Exchanging information and ideas from one person to another Understands the business environment & presents information understandable to all Tailors language, tone, style and format to match the audience while providing accurate and timely feedback. SCORE SCORE Listens to others, correctly interprets messages from others and responds appropriately Demonstrates willingness and openness in sharing information Sub total 4. RESPECT: Holds oneself and others in high esteem while delivering responsive service Treats people with civility, courtesy and dignity Accepts personal differences and works effectively with all backgrounds Solves problems/conflicts without violence Demonstrates critical self-reflection and judgment Sub total SCORE

5. ACCOUNTABILITY: Actively accepts ones roles and

responsibilities; including self-regulation and behaviors that positively influence organizational outcomes Abides by the rules, regulations, and laws applicable to the function/profession Acknowledges and accepts consequences of ones actions SCORE Delivers quality outputs and Is conscientious and efficient in meeting commitments, observing deadlines and achieving results Supports team members and takes responsibility for delegated assignments Sub total Total Behavioural Attribute Scores

SCORE

PART E: APPRAISAL FORMULA &

DETERMINING THE PERFORMANCE LEVEL

The Overall Performance Score will be determined after consolidating the scores of the individual objectives and determining overall performance score out of 10. OVERALL SCORE = Performance assessment score (1) + Demonstrated Behavioral score (2)
1. Task Performance assessment Score (PART C) 2. Demonstrated Behavior Score (PART C)

Total Score X 10 X 90% No. of Objectives(4)

Total Score X 10 X10% No. of Attributes (4)

The performance Level will be determined after consolidating the scores of the individual objectives, Behavioural & Leadership evaluation and determining overall performance score Please tick the appropriate level of performance for the supervisee PERFORMANCE Outstanding Exemplary Satisfactory Unsatisfactory LEVEL SCORE RANGE 8.5 - 10 7.0 8.4 5.0-6.9 Below 5.0

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PART F: PERFORMANCE APPRAISAL RECOMMENDATIONS AND DEVELOPMENT NEEDS

Appraisers Recommendation 1. Confirmation 2. Extension of probation(Specify Period) 3. Re-deployment 4. Counselling 5. Other Justification

EMPLOYEE TRAINING AND DEVELOPMENT NEEDS

(To be completed by the appraiser after identifying the competences and skills that should be developed in the appraisee addressing the performance need in the business unit)
Major Area for improvement Action required to meet the need Support required from Appraiser or the Management Prioritized Needs

1 2 3 4

APPRAISER SIGNATURE: ..

APPRAISEE SIGNATURE: DATE/

DATE/MONTH/YEAR:

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MONTH/YEAR: ..................................................................... ....

PART G: OVERALL SESSION COMMENTS

1ST LEVEL APPRAISERS COMMENTS (i.e Supervisor/Team/Project Leader)

Name:

Signature:.

Date:.

APPRAISEES COMMENTS (owner of the appraisal document)

Name:

Signature:. Date:..

2ND LEVEL APPRAISERS COMMENTS (i.e. a person to whom the first level appraiser reports to)

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Name:

Signature:. Date:..

PART G: AGREED PERFROMANCE PLAN FOR THE NEXT CYCLE (To be signed on agreement of Performance Plan)
PERFORMANCE AGREEMENT FOR THE NEXT PERIOD

PERFORMANCE PLANNING
Perspective FINANCIAL Objectives (Area of Focus for
the Period)

Measures

Targets

Activities

1 2

CLIENT

1 2

BUSINESS PROCESS

1 2

LEARNING AND INNOVATI

1 2

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ON APPRAISER SIGNATURE: DATE:. APPRAISEE SIGNATURE: ........... DATE:...........................................

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