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People performance starts April 2009

DWP/BB/017/09

Abolition of PDS welcomed

People performance policy, procedures and advice are published on the DWP intranet from 19 February 2009 and will be effective from 1 April 2009 for the 2009-10 reporting year.

The current performance and development system (PDS) is abolished following the conclusion of the PDS end of year process for 2008-9, including any associated grievances.

The abolition of both relative assessment and the application of distribution levels, whether fixed or guided, gives the DWP a second chance to deliver a performance management and appraisal system which “should be a positive experience” to motivate and engage all employees.

Positive changes welcomed

People performance is intended to be a much simpler and regular process, using new shorter and simpler forms.

The new approach will involve more frequent performance discussions between staff and their line manager. These regular meetings should not be long or formal, and should remove the need for a time consuming appraisal process at the end of the reporting year.

Procedural standards introduced

PCS has been concerned to have clear minimum standards introduced to help ensure the delivery of procedural fairness under the new People Performance Procedures. The new process puts a greater emphasis on addressing poor performance and includes guidance on:

  • Concerns about performance (procedures 6.1.)
  • Continued performance issues - Informal poor performance (procedures 6.4)
  • Unsatisfactory performance (procedures 6.5)

The formal unsatisfactory performance policy and procedures remain separate from people performance. However, the informal process has been incorporated under people performance procedures, paragraph 6.

The new process also puts a greater emphasis on in year recognition and reward under people performance procedures (5) but this must be delivered on the basis of:

  • Transparency - so that all employees can see that rewards are appropriate and fair.
  • Recognition that individuals have the right to openly disclose and discuss recognition and rewards relating to their own case.
  • Publication of the names of individuals related to recognition and rewards, in newsletters/intranet sites, only with the individual’s consent.

The new ‘three box’ system under procedures para 7.3 is a significant simplification:

  • Wholly exceptional, for the “very small number” who have met all four points of the published criteria
  • Consistently good, for people who are meeting their objectives which will be most people in the organisation.
  • Unsatisfactory performance, for those at the end of the year who are undergoing formal action for unsatisfactory performance.

Clear minimum standards for the application of these new performance levels are provided under people performance policy (para 2) and procedures such as paragraph 7.4:

Each employee will have their performance level determined on the basis of an objective assessment of the evidence of their performance against their work objectives and competencies throughout the year:

  • No one will be marked down because the Business or team has not reached its targets but the employee has met their respective work objective
  • Performance levels will be decided based on fact not opinions and justified by evidence
  • Where external factors have significantly affected the employee’s performance, the manager will make a judgement as to whether it was reasonable for the employee to have anticipated, avoided or overcome the difficulty.

New competency framework

A new competency framework is also introduced from 1 April 2009.

The new framework consists of a single page with six competency areas that apply to all staff. The content of the competency area for “Delivering a Professional Service” will differ depending on the relevant profession for the role. In addition to the single page framework there will be two additional pages with supporting detail depending on payband/grade.

PCS supports change

PCS welcomes the abolition of PDS and the intent to introduce a much simplified performance management and appraisal process, PCS remains concerned that more significant improvements need to be introduced including:

  • Greater emphasis on collectively agreed consolidated pay for all staff, rather than discretionary individual reward and recognition, using a multitude of complex discretionary bonuses, related to a snapshot of performance
  • Recognition, under the appraisal system, that there are far more than “ a very small number” of top performers in DWP
  • Greater flexibility for employees to follow the minimum process rather than flexibility for businesses to introduce more paperwork and more frequent meetings.

Further PCS guidance will be issued for members and representatives.