APPENDIX B: REGISTER FOR ADMINISTRATIVE ACTION Name of Department: …………… (Fill in name of department) Name of Policy ………………..(Fill in name of policy) A LINE NO B POLICY / PROCESS / PROCEDURE DESCRIPTION C ADMINISTRATOR- ROLES AND RESPONSIBILITIES / DECISION POINTS (VARICE) D CONDITIONS / LIIMITATIONS / COMMENTS (SMARTER) C1 -Responsible and Execute Doer of the administrative action. C2 - Verifier I must check - Supervisor C3 - Consulted Always keep me in the loop or I must recommend C4 -Accountable I decide or approve C5 - Informed Keep me in the picture
APPENDIX C: EXAMPLE OF REGISTER FOR ADMINISTRATIVE ACTION Name of Department: Rural Development and Land Reform Name of Policy Employment Performance Management System for Employees on Levels 1 to 12 LINE NO POLICY / PROCESS / PROCEDURE DESCRIPTION ADMINISTRATOR- ROLES AND RESPONSIBILITIES / DECISION POINTS (VARICE) CONDITIONS / LIIMITATIONS / COMMENTS (SMARTER) Responsible and Execute Doer of the administrative action. Verifier I must check - Supervisor Consulted Always keep me in the loop or I must recommend Responsible I decide or approve Informed Keep me in the picture 1 Approval and amendment of policy D:HRM develop and amend Supervisor of DHRM DBC DG CFO annually informs components on the budget allocation 2 Training on PM system D:HRM facilitate /coordinate training Supervisor identify candidates 3 Entering into PA Employee Complete documentation Supervisor Set performance standards per post Discuss and agree with employee, KPI, GAF and PDP Manager Agree or amend KPI, GAF and PDP Supervisor / employee Sign agreement Branch manager
4 Disagreement to sign PA Employee Indicate facts and nature of disagreement in PA and sign PA Supervisor Confirm facts and nature of Disagreement Manager Recommend amendment to PA Head of Branch Make final decision HR Head of Branch must resolve all disagreements within 30 days HR consolidates all PAs for levels 1 to 12 5 Amendment to PA Employee Complete documentation Supervisor Confirm amendment Head of Directorate / Chief Directorate / Branch Ratify amendment Supervisor / employee Sign amended agreement HR HR consolidates all PAs for levels 1 to 12 6 Quarterly performance review and assessment Employee Complete documentation and provide evidence Supervisor Assess performance and conduct performance review discussion (PRD) Compile quarterly QRAM reports Manager Quality assure QRAM report Head of Component Consolidate QRAM reports Branch Head Consolidate Branch QRAM report Confirm assessment was done for all staff HR Forward Branch QRAM report to HRM
7 Annual performance assessment Employee Complete documentation and provide evidence Supervisor Assess performance and conduct performance assessment discussion (PAD) Supervisor present motivation to DAC or MC Directorate Assessment Committee DAC - L1-8 Moderating Committee MC L9-12 Ensures consistency and fairness of annual performance assessments Resolve disputes Give written feedback to assessed employees HR HRM provide support and assistance to AC and MC and compile submission for signature by Chairpersons (Note the role of HRM is not specified in the policy. It is also not clear who approves the submission for pay progression or performance bonuses)) HRM may refer submitted reports back to specific MC is budgeted amount is insufficient 8 Dealing with poor performance Supervisor Issue written notice on extension of probation Ensure formal registration on incapacity programmes Supervisor Constantly monitor progress Provide feedback to employees HR Note, the management of discipline is set out in a separate policy