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GTI - Mombasa
    Senior Management Courses
Introduction to Performance Management Framework
                  in Public Service

               Gabriel Lubale
             Phone: 0726 934441
Objectives
     To explain the concept of
      performance management
      framework in the public service.
     To discuss the challenges facing
      implementation of PMF in the
      Public Service.
     To highlight the achievements /
      Milestones of PMF.
2   Copyright © 2012 www.gabriellubale.com
THEORETIC FRAMEWORK FOR
PERFORMANCE MANAGEMENT
Management
Planning, Organizing, Staffing, Directing, Controlling, Re-engineering and Budgeting (POSDCORB)




                Human Resource Management
     Human Resource Information Systems (HRIS), Recruitment and selection, Training and
 Development, Performance management, Succession Management, Human Resource Planning,
  Employee Relations, Employee Communication and Counseling, Compensation and Benefits




                     Performance Management
  Economic Policies        Result - Based Management
       Copyright © 2012 www.gabriellubale.com                  Performance Contracting, Rapid
  4
                                    Results Initiative and PAS
THEORETIC FRAMEWORK FOR
    PERFORMANCE MANAGEMENT

       Definition - Performance
       This is when an employee
       accomplishes duties and
       produces an outcome a
       specified job or activity or task
       during a specific time.

5   Copyright © 2012 www.gabriellubale.com
THEORETIC FRAMEWORK FOR
    PERFORMANCE MANAGEMENT … CONTD
       Definition – Performance Management
       This is the total system of gathering information
       on performance, Reviewing/evaluating
       performance against the set standards, providing
       feedback to the individual employees, Storing
       information to improve institutional effectiveness.




6   Copyright © 2012 www.gabriellubale.com
THEORETIC FRAMEWORK FOR
    PERFORMANCE MANAGEMENT … CONTD

       To Introduce and manage a
       systematic process for
       improving organizational
       performance by developing
       the performance of
       individuals and teams.
7   Copyright © 2012 www.gabriellubale.com
THEORETIC FRAMEWORK FOR
    PERFORMANCE MANAGEMENT … CONTD
       Purposes of Performance Management
       1.Obtain better results from the organization, teams
       and individuals by understanding and managing
       performance within an agreed framework of planned
       goals, standards and competency requirements.
       2.Establish shared understanding of what is to be
       achieved. Manage and develop people in a way that
       ensures that it will be achieved.
       3.Align individual objectives to organizational
       objectives and ensure that individuals uphold
       corporate core values.
       4.Act as a lever for change.
8   Copyright © 2012 www.gabriellubale.com
Characteristics of Performance
    Management




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The Incidence and the Features in
     Performance Management
         Performance review
         Objective setting
         Performance Management covers all jobs
         Personal development plans
         Performance improvement plans
         Performance Management in place for more than 5
         years
         360-degree feedback
         Competence
         Values
         Real-time reporting
10   Copyright © 2012 www.gabriellubale.com
The Key Questions for
     Performance Management
         1.    What do we mean by performance?
         2.    How can we identify good or poor performance?
         3.    How can we establish the cause of good or poor
               performance?
         4.    How can we motivate people to perform well?
         5.    How do we deal with underperformers?
         6.    How can we do all this fairly and consistently?
         7.    How do we achieve commitment from all the
               stakeholders?



11   Copyright © 2012 www.gabriellubale.com
Performance Management
     Processes




12   Copyright © 2012 www.gabriellubale.com
Performance Management
     Processes… contd




13   Copyright © 2012 www.gabriellubale.com
Managing High Performing
     Organizations




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APPLICATION FRAMEWORK FOR
PERFORMANCE MANAGEMENT
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        Definition
        Performance Management
        The Public Service Commission of Kenya (PSC-K) in
        2006 publication - “Human Resource Audit Manual”.
        (PSC-K) lists Performance management (PM)
        including Performance appraisal as a function of
        HRM. The other functions of HRM are Human
        Resource Information Systems (HRIS), Recruitment
        and selection, Training and development, Succession
        management, Harmonizing skills and functions,
        Human resource planning, Employee relations,
        Employee communication and counseling, Salary
        administration Management of change Compensation
        and benefits.
16   Copyright © 2012 www.gabriellubale.com
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
      Performance Management: Economic policies and
       Implementation methodologies
      Performance Management in the Public Service is
       anchored in the National Economic Blue Prints. The
       current is Kenya Vision 2030 and the proceeding was
       known as Economic Recovery Strategy (ERS) for
       Wealth creation and Employment. ERS was
       implemented from 2003 to 2007. In 2002 General
       Elections President Mwai Kibaki vied on National
       Rainbow Coalition (NARC) and was elected for a term
       of five years, which brought to an end the supremacy
       of the KANU, after being in power for 40 years without
       any interruption. Kenya Vision 2030 is implemented in
17   Copyright © 2012 www.gabriellubale.com
       5-years phases. We are in first phase 2008-2012.
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        Result-Based Management
        Result-Based Management (RBM) is the
        foundation of Performance management in
        the public service. RBM is defined as a
        participatory team based approach designed
        to achieve defined results by improving
        programme and management efficiency,
        effectiveness, accountability and
        transparency.
        (RBM Guide, Kenya 2005).
18   Copyright © 2012 www.gabriellubale.com
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        The RBM policy framework in Kenya is based on
        principles derived from benchmarking with the
        Canadian and Swedish RBM models. Canadian
        International Development Agency (CIDA). CIDA
        defined RBM as “design to improve management
        effectiveness and accountability by involving key
        stakeholders in refining realistic expected results,
        assessing and monitoring progress towards
        achievement of expected results, integrating lessons
        learned into management decisions and reporting on
        performance”.
        (CIDA 1996).

19   Copyright © 2012 www.gabriellubale.com
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        The three Levels of Results for are Outputs
        (Deliverables), Outcomes (Effects) and Impact. These
        presented as a result chain.




20   Copyright © 2012 www.gabriellubale.com
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        Result-Based Management: implementation
        methodologies – RRI, P.C. and PAS
        Rapid Results Initiative (RRI), Performance
        Contracting (P.C.) and Performance Appraisal System
        (PAS) provide a structured methodology for building
        and practicing Results Based Management (RBM).
        This methodology was required for successful
        implementation of the Economic Recovery Strategy
        for Wealth Creation and Employment (ERS) by the
        Public Service. It is also required now us we
        implement the Kenya Vision 2030.


21   Copyright © 2012 www.gabriellubale.com
APPLICATION FRAMEWORK FOR
     PERFORMANCE MANAGEMENT
        Result-Based Management: implementation methodologies
        – RRI, P.C. and PAS
        RRI or Rapid Results Approach (RRA) is a results-focused
        learning process aimed at jump-starting major change efforts and
        enhancing implementation capacity. RRI tackles large-scale
        medium and long term change efforts through a series of small-
        scale, results-producing and momentum-building initiatives. It the
        power behind the approach is that stimulates “group adrenalin”
        which is vital in overcoming inertia – in 100 days!
        Performance Contracting is a management tool for ensuring
        accountability for results by public officials, because it measures
        the extent to which targeted results are achieved. After 12
        months since the Public official signed the negotiated
        agreement.

22   Copyright © 2012 www.gabriellubale.com
Achievements / key milestones after
  Implementation of Performance
         Management
Results




24   Copyright © 2012 www.gabriellubale.com
Results …. contd




25   Copyright © 2012 www.gabriellubale.com
Achievements / key milestones
        1. Gained Political support from the highest offices.
        2. released Sector Performance Standards and benchmarked
           against Key Results Areas for the various sectors of the
           economy. It includes expected outcomes, performance
           levels, bases for strategic plans development.
        3. Engaged in driving achievement of flagship Kenya Vision
           2030 projects e.g. Konza ICT City, the Lamu Port and
           Transport Corridor.
        4. rolled out an Information, Education and Communication
           (IEC) Strategy e.g. Service Charter.
        5. integrated the work of the Performance Contracting
           Department with that of the Commission on Administrative
           Justice and the Ethics and Anti - Corruption Commission for
           the purpose of enhancing service delivery e.g. Judiciary Week
           etc.
26   Copyright © 2012 www.gabriellubale.com
Achievements / key milestones …
     contd
      6. On the verge to bring on board the
            remaining arms the Government (Judiciary
            and Parliament).
       7. Simplified and made more user – friendly
            the performance evaluation methodology.
            The evaluation methodology has
            progressed to an extent that it is almost
            wholly web-based. Public institutions are
            now able to access the automated
            processing IT platform and carry out in-
            house evaluation .
27   Copyright © 2012 www.gabriellubale.com
       8. kept pace with global developments in
Achievements / key milestones …
     contd
      9. Kenya is the leader of Performance
             contracting system. This is management
             accountability framework that has been
             tested and recognized in Africa. Tanzania,
             Uganda, Sierra Leone, and Nigeria seeking
             assisted to follow us.
       10. Kenya is lead champion in the
             implementation of a “Performance
             Management, Monitoring and
             Measurement” guide in the Continent
             under the auspices of the Conference of
     Copyright © 2012 www.gabriellubale.com
28
             African Ministers of Public Service chaired
Challenges facing the
Implementation of Performance
       Management
Challenges incidences in FY
     2010/111
        The two corporations did not give any credible
        reasons for failing to yield to evaluation as is the
        requirement for all public agencies.
        1. University of Nairobi Enterprise Services.
        2. Media Council of Kenya.

        The defaulting Local Authorities are:
        1. Homa Bay Municipal Council.
        2. Tabaka Town Council. A visit to Tabaka Town
        Council by the external evaluators prior to the
        evaluation exercise encountered a deserted station,
        save for a security guard.
30   Copyright © 2012 www.gabriellubale.com
Challenges incidences in FY
     2010/111
        The following six (6) State Corporations did not sign
        Performance Contracts.
        1. Kenya Institute of Supplies Management.
        2. Policy Holders Compensation Fund.
        3. Anti-Counterfeit Agency.
        4. National Council for Law Reporting.
        5. Witness Protection Agency.
        6. Kenya Sisal Board.




31   Copyright © 2012 www.gabriellubale.com
Big Question
        Is failure to sign
        performance contract
        and/or to submit
        performance reports for
        evaluation is a flagrant
        form of impunity?
32   Copyright © 2012 www.gabriellubale.com
Challenges
         i.        Lack of sensitization.
         ii.       lack of resources as well as
                   late release of funds.
         iii.      sabotage by the Stakeholders.
                   e.g. public banking and
                   investment sectors.


33   Copyright © 2012 www.gabriellubale.com
Challenges … contd
       iv.         lack of a well thought-out reward system
                   for the best performers by the
                   Government.
        v.         To fulfill the requirements of the
                   constitution, mainly the devolvement of
                   the system to serve County
                   Governments, and the imminent
                   extension to the other two arms of the
                   government - the Judiciary and the
                   Parliament.
        vi.        To expand from the tertiary sector to
34   Copyright © 2012 www.gabriellubale.com
                   cover all manner of public agencies in
Questions and Comments




35   Copyright © 2012 www.gabriellubale.com

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Performance management framework in public service of Kenya

  • 1. GTI - Mombasa Senior Management Courses Introduction to Performance Management Framework in Public Service Gabriel Lubale Phone: 0726 934441
  • 2. Objectives  To explain the concept of performance management framework in the public service.  To discuss the challenges facing implementation of PMF in the Public Service.  To highlight the achievements / Milestones of PMF. 2 Copyright © 2012 www.gabriellubale.com
  • 4. Management Planning, Organizing, Staffing, Directing, Controlling, Re-engineering and Budgeting (POSDCORB) Human Resource Management Human Resource Information Systems (HRIS), Recruitment and selection, Training and Development, Performance management, Succession Management, Human Resource Planning, Employee Relations, Employee Communication and Counseling, Compensation and Benefits Performance Management Economic Policies Result - Based Management Copyright © 2012 www.gabriellubale.com Performance Contracting, Rapid 4 Results Initiative and PAS
  • 5. THEORETIC FRAMEWORK FOR PERFORMANCE MANAGEMENT Definition - Performance This is when an employee accomplishes duties and produces an outcome a specified job or activity or task during a specific time. 5 Copyright © 2012 www.gabriellubale.com
  • 6. THEORETIC FRAMEWORK FOR PERFORMANCE MANAGEMENT … CONTD Definition – Performance Management This is the total system of gathering information on performance, Reviewing/evaluating performance against the set standards, providing feedback to the individual employees, Storing information to improve institutional effectiveness. 6 Copyright © 2012 www.gabriellubale.com
  • 7. THEORETIC FRAMEWORK FOR PERFORMANCE MANAGEMENT … CONTD To Introduce and manage a systematic process for improving organizational performance by developing the performance of individuals and teams. 7 Copyright © 2012 www.gabriellubale.com
  • 8. THEORETIC FRAMEWORK FOR PERFORMANCE MANAGEMENT … CONTD Purposes of Performance Management 1.Obtain better results from the organization, teams and individuals by understanding and managing performance within an agreed framework of planned goals, standards and competency requirements. 2.Establish shared understanding of what is to be achieved. Manage and develop people in a way that ensures that it will be achieved. 3.Align individual objectives to organizational objectives and ensure that individuals uphold corporate core values. 4.Act as a lever for change. 8 Copyright © 2012 www.gabriellubale.com
  • 9. Characteristics of Performance Management 9 Copyright © 2012 www.gabriellubale.com
  • 10. The Incidence and the Features in Performance Management  Performance review  Objective setting  Performance Management covers all jobs  Personal development plans  Performance improvement plans  Performance Management in place for more than 5 years  360-degree feedback  Competence  Values  Real-time reporting 10 Copyright © 2012 www.gabriellubale.com
  • 11. The Key Questions for Performance Management 1. What do we mean by performance? 2. How can we identify good or poor performance? 3. How can we establish the cause of good or poor performance? 4. How can we motivate people to perform well? 5. How do we deal with underperformers? 6. How can we do all this fairly and consistently? 7. How do we achieve commitment from all the stakeholders? 11 Copyright © 2012 www.gabriellubale.com
  • 12. Performance Management Processes 12 Copyright © 2012 www.gabriellubale.com
  • 13. Performance Management Processes… contd 13 Copyright © 2012 www.gabriellubale.com
  • 14. Managing High Performing Organizations 14 Copyright © 2012 www.gabriellubale.com
  • 16. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT Definition Performance Management The Public Service Commission of Kenya (PSC-K) in 2006 publication - “Human Resource Audit Manual”. (PSC-K) lists Performance management (PM) including Performance appraisal as a function of HRM. The other functions of HRM are Human Resource Information Systems (HRIS), Recruitment and selection, Training and development, Succession management, Harmonizing skills and functions, Human resource planning, Employee relations, Employee communication and counseling, Salary administration Management of change Compensation and benefits. 16 Copyright © 2012 www.gabriellubale.com
  • 17. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT  Performance Management: Economic policies and Implementation methodologies  Performance Management in the Public Service is anchored in the National Economic Blue Prints. The current is Kenya Vision 2030 and the proceeding was known as Economic Recovery Strategy (ERS) for Wealth creation and Employment. ERS was implemented from 2003 to 2007. In 2002 General Elections President Mwai Kibaki vied on National Rainbow Coalition (NARC) and was elected for a term of five years, which brought to an end the supremacy of the KANU, after being in power for 40 years without any interruption. Kenya Vision 2030 is implemented in 17 Copyright © 2012 www.gabriellubale.com 5-years phases. We are in first phase 2008-2012.
  • 18. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT Result-Based Management Result-Based Management (RBM) is the foundation of Performance management in the public service. RBM is defined as a participatory team based approach designed to achieve defined results by improving programme and management efficiency, effectiveness, accountability and transparency. (RBM Guide, Kenya 2005). 18 Copyright © 2012 www.gabriellubale.com
  • 19. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT The RBM policy framework in Kenya is based on principles derived from benchmarking with the Canadian and Swedish RBM models. Canadian International Development Agency (CIDA). CIDA defined RBM as “design to improve management effectiveness and accountability by involving key stakeholders in refining realistic expected results, assessing and monitoring progress towards achievement of expected results, integrating lessons learned into management decisions and reporting on performance”. (CIDA 1996). 19 Copyright © 2012 www.gabriellubale.com
  • 20. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT The three Levels of Results for are Outputs (Deliverables), Outcomes (Effects) and Impact. These presented as a result chain. 20 Copyright © 2012 www.gabriellubale.com
  • 21. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT Result-Based Management: implementation methodologies – RRI, P.C. and PAS Rapid Results Initiative (RRI), Performance Contracting (P.C.) and Performance Appraisal System (PAS) provide a structured methodology for building and practicing Results Based Management (RBM). This methodology was required for successful implementation of the Economic Recovery Strategy for Wealth Creation and Employment (ERS) by the Public Service. It is also required now us we implement the Kenya Vision 2030. 21 Copyright © 2012 www.gabriellubale.com
  • 22. APPLICATION FRAMEWORK FOR PERFORMANCE MANAGEMENT Result-Based Management: implementation methodologies – RRI, P.C. and PAS RRI or Rapid Results Approach (RRA) is a results-focused learning process aimed at jump-starting major change efforts and enhancing implementation capacity. RRI tackles large-scale medium and long term change efforts through a series of small- scale, results-producing and momentum-building initiatives. It the power behind the approach is that stimulates “group adrenalin” which is vital in overcoming inertia – in 100 days! Performance Contracting is a management tool for ensuring accountability for results by public officials, because it measures the extent to which targeted results are achieved. After 12 months since the Public official signed the negotiated agreement. 22 Copyright © 2012 www.gabriellubale.com
  • 23. Achievements / key milestones after Implementation of Performance Management
  • 24. Results 24 Copyright © 2012 www.gabriellubale.com
  • 25. Results …. contd 25 Copyright © 2012 www.gabriellubale.com
  • 26. Achievements / key milestones 1. Gained Political support from the highest offices. 2. released Sector Performance Standards and benchmarked against Key Results Areas for the various sectors of the economy. It includes expected outcomes, performance levels, bases for strategic plans development. 3. Engaged in driving achievement of flagship Kenya Vision 2030 projects e.g. Konza ICT City, the Lamu Port and Transport Corridor. 4. rolled out an Information, Education and Communication (IEC) Strategy e.g. Service Charter. 5. integrated the work of the Performance Contracting Department with that of the Commission on Administrative Justice and the Ethics and Anti - Corruption Commission for the purpose of enhancing service delivery e.g. Judiciary Week etc. 26 Copyright © 2012 www.gabriellubale.com
  • 27. Achievements / key milestones … contd 6. On the verge to bring on board the remaining arms the Government (Judiciary and Parliament). 7. Simplified and made more user – friendly the performance evaluation methodology. The evaluation methodology has progressed to an extent that it is almost wholly web-based. Public institutions are now able to access the automated processing IT platform and carry out in- house evaluation . 27 Copyright © 2012 www.gabriellubale.com 8. kept pace with global developments in
  • 28. Achievements / key milestones … contd 9. Kenya is the leader of Performance contracting system. This is management accountability framework that has been tested and recognized in Africa. Tanzania, Uganda, Sierra Leone, and Nigeria seeking assisted to follow us. 10. Kenya is lead champion in the implementation of a “Performance Management, Monitoring and Measurement” guide in the Continent under the auspices of the Conference of Copyright © 2012 www.gabriellubale.com 28 African Ministers of Public Service chaired
  • 29. Challenges facing the Implementation of Performance Management
  • 30. Challenges incidences in FY 2010/111 The two corporations did not give any credible reasons for failing to yield to evaluation as is the requirement for all public agencies. 1. University of Nairobi Enterprise Services. 2. Media Council of Kenya. The defaulting Local Authorities are: 1. Homa Bay Municipal Council. 2. Tabaka Town Council. A visit to Tabaka Town Council by the external evaluators prior to the evaluation exercise encountered a deserted station, save for a security guard. 30 Copyright © 2012 www.gabriellubale.com
  • 31. Challenges incidences in FY 2010/111 The following six (6) State Corporations did not sign Performance Contracts. 1. Kenya Institute of Supplies Management. 2. Policy Holders Compensation Fund. 3. Anti-Counterfeit Agency. 4. National Council for Law Reporting. 5. Witness Protection Agency. 6. Kenya Sisal Board. 31 Copyright © 2012 www.gabriellubale.com
  • 32. Big Question Is failure to sign performance contract and/or to submit performance reports for evaluation is a flagrant form of impunity? 32 Copyright © 2012 www.gabriellubale.com
  • 33. Challenges i. Lack of sensitization. ii. lack of resources as well as late release of funds. iii. sabotage by the Stakeholders. e.g. public banking and investment sectors. 33 Copyright © 2012 www.gabriellubale.com
  • 34. Challenges … contd iv. lack of a well thought-out reward system for the best performers by the Government. v. To fulfill the requirements of the constitution, mainly the devolvement of the system to serve County Governments, and the imminent extension to the other two arms of the government - the Judiciary and the Parliament. vi. To expand from the tertiary sector to 34 Copyright © 2012 www.gabriellubale.com cover all manner of public agencies in
  • 35. Questions and Comments 35 Copyright © 2012 www.gabriellubale.com