SPADEV Operational Guide

LAGOS STATE GOVERNMENT
OFFICE OF TRANSFORMATION
OPERATIONAL GUIDE FOR THE IMPLEMENTATION OF REVISED
SPADEV REPORTING SYSTEM
1.0 ORIGIN OF THE REVIEW OF SPADEV FORMS
Barely a year after the introduction of SPADEV Reporting System In 2007, the
under-listed factors were noticed to be absent in the course of its
implementation:
 The need for Employees Salaries and Annual Increment to be based on
“Pay-for Performance”; and
 The need for Officers Career Advancement (including Promotion) to be
“Performance-based”
Thus the original motive for the replacement of APER with SPADEV Forms
appeared defeated. Simply put, the new SPADEV Reporting System fell short of
the expectation of a more pragmatic and efficient Annual Staff Performance
Appraisal System envisaged to ensure quality service delivery by Officers.
Hence the need for further review was identified.
Anomalies/ Inherent Weaknesses Observed
The under listed were observed to be areas of concern in the use of current
SPADEV Forms as a tool for measuring staff performance:
i.
inconsequential effect of Job Performance Appraisal Scores on promotion
as depicted by the scoring formula in use, viz:
i.
ii.
iii.
iv.
A. Examinations
B. JOB PERFORMANCE
C. Appearance
D. Seniority
Total Score
1
=
78%
15%
5%
2%
100 %
ii.
The Assessment Parameters were found to be highly skewed towards
Examinations (78%) to the detriment of actual Job performance; resulting
in brilliant but indolent Officers with poor SPADEV or Job Performance
rating scores (accounting for only 15% of promotion scores) getting
promoted at the expense of more committed officers;
iii.
Examination Syllabus for promotion: comprising Civil Service Rules (CSR),
Financial Regulations (FR) and Circulars remains largely same over time and
with no direct bearing on actual job delivery. Moreover, the unchanging
syllabus is used for promotion across a band of Grade Levels (e.g. GL1417);
iv.
For promotion purpose, “Appearance” is scored twice - under the SPADEV
Form Assessment (5 of 100) and during the Interview (5%).
v.
In most cases, only employees anticipating promotion in a given year
bothered to comply with the requirement on completion of SPADEV Forms.
Hence, due diligence was hardly done to yearly completion of the Forms
until promotion year. Forms were, therefore, being filled in arrears as was
the case with the replaced APER Forms.
2.0
REVITALISED SPADEV REPORTING SYSTEM
2.1
INTENT AND PURPOSE
The intent and purpose of the revised SPADEV is to engender a robust Appraisal
System making it:
i.
more Job-performance and service delivery-focused;
ii.
such that staff render performance returns as at when due;
iii.
‘’appraisee’’ as well as ‘’appraisor’’ mutually understand job schedule
described and specific tasks agreed.
Essentially, this is to ensure that officers are appraised on the basis of their Job
descriptions, set targets and deliverables for the reporting period.
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2.2.
GENERAL EXPECTATIONS
a) Performance Measurement Is expected to be tied to the realization of
MDAs Mandates / Assigned Responsibilities in line with their Service
Delivery obligations; towards promoting accountability and good
governance in a seamless manner;
b) Job description for all Officers, as well as targets-setting / KPIs are now
paramount and to be encouraged;
c) emphasis is now to be placed on “Pay-for-Performance” as well as
“Performance-based Promotion”; thereby erasing the promotion-centric
mindset of officers – (‘’appraisees’’ and ‘’appraisors’’)- as being the purpose
for Performance Appraisal and Reporting;
d) Timely rendering of Performance Appraisal and Reporting; as opposed to
current practice whereby these are delayed until promotion period;
e) level of responsibilities and expectations with regards to outputs, initiatives
and contributions to policy formulation and decision making, especially at
Senior Management Level should be given greater prominence, hence the
introduction of SPADEV 4 for Officers in Directors’ Cadre;
f) Appraisal Scores should practically reflect output (on-the-job performance);
g) improvement in productivity and effective service delivery are attained;
h) there is regular and year-to-year comparative monitoring of performance
and productivity of Officers thus, Mid-year review of performance is now
introduced;
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3.0
APPROVED IMPLEMENTATION PROCESSES
 Implementation of Revised SPADEV Forms takes effect from January 2014
Assessment year;
 To give effect to 2.2 e above, SPADEV Forms categorization is now as
follows:
SPADEV 1 GL 01 – 06
SPADEV 2 GL 07 – 12
SPADEV 3 GL 13 – 14
SPADEV 4 GL 15 – 17
 New set of Forms would be made available to all MDA for 2014
Assessment year only;
 In subsequent Assessment Years (2015 and beyond), SPADEV Forms will
be available for download from all MDAs main e-mail addresses as well as
from websites of Lagos State Government – www.lagosstate.gov.ng and
Office of Transformation – www.oot.lg.gov.ng
 Civil Service Commission, MDAs and offices dealing with Establishment
Matters are henceforth to be involved in Performance Evaluation Scores
Management;
 MDAs Directorate of Finance and Administration are to ensure troublefree SPADEV administration;
 SPADEV Forms are now to be completed bi-annually i.e Mid-year in June
and Year-end in December.
 The Five Scale Rating is now reconfigured as:
 Outstanding/Exceptional (5) (80% and above) – an exceptional
performer who consistently exceeds his or her goals
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 Very Good (4) (66%-79%) – employee who meets all or most of
his or her goals and may have occasionally exceeded some
 Good /Satisfactory (3) (50%-65%) – employee who meets all or
most of his or her agreed set targets.
 Below Average / Failure (2) (35%- 49%) – a marginal performer
who has not met a significant portion of his or her goals (e.g.
employees who have either recently been transferred into new
positions, recently promoted into new roles, or recently hired into
their positions).
 Unacceptable (1) (35% and below) – employee who has not met
any of his or her goals.
 Appraisal scores are to be computed by MDAs not later than 30th June for
Mid-year Performance Review and 31st December for End-year Review.
 Appraisal Scores so completed are to be forwarded to Parent Ministry
(Pool) not later than two (2) weeks from the date of collation i.e. 15th July
in respect of Mid-year review and 15th January for all End-year Appraisal
Scores.
 Parent Ministries are to ensure that all End-year Appraisal Scores are
received by corresponding Service Commissions not later than 31st
January;
 Zero tolerance for late completion of SPADEV Forms;
 Zero tolerance for late submission of SPADEV Scores by MDAs either to
parent Ministry or corresponding Service Commission;
 Late completion of SPADEV Forms/submission of Performance Scores
shall carry Zero (0) score;
 SPADEV now carries between 45marks to 50 marks;
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 Appraisal (SPADEV) Scores as determined and recorded with designated
Service Commissions and Offices responsible for Establishment Matters
for purpose of promotion shall cease to be subjected to moderation at
Personnel Management Board (PMB) sitting;
 A ‘’Letter Day’’, a day for communicating On-the-job performance to Staff,
would be observed every 31st March succeeding Appraisal Year;
 “Exceptional performance’’ recorded through SPADEV Forms may afford
recipient education sponsorship/performance earning bonus/accelerated
promotion;
 To address the bias towards examination as against On-the-job
performance, the scoring parameter which give adequate recognition to
on-the-job performance has come into effect and is to be adopted
henceforth:
GL 01 – 06 GL 07 – 12 GL 13 – 14 GL 15 - 17
Job performance
45%
45%
45%
50%
Examination (Written)
24%
30%
24%
20%
Interview / Oral Exam
30%
24%
30%
25%
Seniority
1%
1%
1%
5%
Total
100%
100%
100%
100%
4.0
ROLES OF STAKEHOLDERS
 Public Service Office (PSO ):
i. To co-ordinate the service wide implementation of the new
policy.
ii. To receive and forward compiled Job Performance Scores for
Administrative, Executive and Secretariat cadres to Civil
Service Commissions; and
iii. To coordinate the process of determining ‘’exceptional
performance’’ and rewarding same as stipulated in the new
Performance Reporting System.
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 Service Commissions (including OE&T and TEPO):
i. To compile performance scores forwarded by MDAs and grade
each officer accordingly.
ii. To communicate to staff job performance rating on scheduled
date.
iii. To be in custody of yearly completed Appraisal Scores for
further uses as appropriate.
 Office Of Establishment And Training (METP):
i. To implement Training-related aspects of Performance Reports
as may be forwarded by MDAs in line with the State’s Training
Policy Guidelines
ii. To be in custody of yearly completed Appraisal Scores for junior
officers GL01-06
iii. To be in custody of yearly completed Appraisal Scores for
Parastatals.
 Ministry of Science and Technology (MOST):
To deploy on Lagos State website revised SPADEV Forms for
downloading by MDAs post 2014.
 Office of Transformation (OoT):
i. To carry out Service-wide sensitization on the new System.
ii. To ensure service-wide compliance with the guidelines on the
new System on a regular basis;
iii. To distribute the SPADEV Forms Service-wide for 2014
Reporting year only
 State Treasury Office / CPDVD:
CPDVD to ensure the implementation of salary-related aspects of
Staff Performance Review Reports compiled and forwarded by
Service Commissions;
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 Pool MDAs:
To receive Job Performance Scores from MDAs, compile and
forward same to designated Service Commission as may apply for
further processing and use e.g Letter Day, Salary Increment.
 MDAs
i. To ensure MDA-Level compliance with guidelines on the new
Performance Reporting System;
ii. To ensure Job Performance Scores are compiled and
forwarded to pool MDAs/PSO as stipulated in the new
Reporting System.
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