GUIDE TO ASSIST IMMEDIATE SUPERVISORS IN THE FILLING OF APA

CAUTION TO IMMEDIATE SUPERVISORThis is a legal document and requires the observation of all minor details. Any attempt to pre-empt the decision of the Permanent Secretary through bias reporting is a breach of the PSC Code of Conduct and will reflect the quality of the Immediate Supervisor and can lead to disciplinary proceedings against both the Officer and the Immediate Supervisor.

CRITERIA FOR SECTION 3– (i)IWP ACHIEVEMENT

IWP ACHIEVEMENT Agreed Rating

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Quality5-4-3-2- 1-

-Quality of achievement to the highest possible standard -Quality of achievement exceeded expectations - could be better-Quality of work suffices-A lot of room for improvement-Very low quality of work

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Quantity5-4-3-2-1-

-Outstanding achievement of planned outputs-Planned outputs achieved beyond expectations – could be better-All planned outputs achieved-Some outputs not achieved-Very poor achievement

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Time Line5-4-3-2-1-

-Work is always completed well before the time line-All work completed within and some well before the time line-All work completed within the time line-Time line is not consistently adhered to -Submissions are always late with very few on time

TOTAL RATING FOR IWP ACHIEVEMENTNOTE TO IMMEDIATE SUPERVISOR

If the agreed Quality is “Quality of achievement to the highest possible standard” the Officer’s rating shall be a 5, this figure shall be placed in the appropriate slot in the Total Rating for IWP Achievement above and Annual Performance Assessment [APA] Section 3 - Assessment of the Officer by the Immediate Supervisor(i) – IWP Achievement. The same procedure shall also be observed for the other two criteria of Quantity and Time Line.

When all three criteria [Quality, Quantity, Time Line] ratings are decided the 3 ratings shall be tallied and their total divided by 15 and multiplied by 5. For example if the Officer’s rating is 5 for Quality, 3 for Quantity and 4 for Time Line the

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total will be 12. [12 ÷ 15 x 5 = 4.]The 4 will go into the Total Rating for IWP Achievement above and also placed in the box provided in (i) - IWP Targets and Achievements of APA Part B: Overall Assessment Ratings.

CRITERIA FOR SECTION 3– (ii)PSC CODE OF CONDUCT

If the Officer is given a 5 as his rating, the 5 should be transferred to the appropriate slot in APA Section 3 - Assessment of the Officer by the Immediate Supervisor(ii) PSC Code of Conduct and also in the box in APA Part B:Overall Assessment Ratings(ii) PSC Code of Conduct Agreed Rating.

PSC CODE OF CONDUCT

Honest An employee must behave honestly and with integrity in the course of employment in the public service.Diligent An employee must act with care and diligence in the course of employment in the public serviceRespectful An employee, when acting in the course of employment in the public service, must treat everyone with respect and courtesy, and without coercion or harassment of any kind Obedient An employee, when acting in the course of employment in the public service, must comply with all applicable Acts and subordinate legislation Subservient An employee must comply with all lawful and reasonable directions given by persons in authority in the employee's Ministry, department or parliamentary body Confidentiality An employee must maintain appropriate confidentiality about dealings that the employee has with any Minister or any member of the staff of a Minister Accountable An employee must disclose, and take reasonable steps to avoid, any conflict of interest (real or apparent) in connection with employment in the public service Resourceful An employee must use Government resources and assets in a proper way

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 PSC CODE OF CONDUCT Agreed Rating

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Exercises diligence, obedience, subservience, confidentiality, accountability, resourcefulness, trustworthiness, incorruptibility, loyalty, dependability, high repute and conformity by setting a good example through personal conduct in the community; works to be seen as a respectable, honest, public servant; promotes public service values and ethics to colleagues; assists colleagues to align with values and takes action on violation.

Identifies situation of potential conflict of interest or negative public perception; acts to prevent situation arising; maintains political neutrality and observes the Code of Conduct.

Follows the Code of Conduct but erratic at times when situations arise.

Lacks professionalism and integrity. Does not respect the rights of colleagues and public or perform duties honestly and impartially; does not perform in an efficient or competent manner.

Trustworthy A person must not, in the course of or in connection with employment in the public service, provide false or misleading information in response to a request for information that is made for official purposes Incorruptible An employee must not make improper use of official information or of the employee's duties, status, power or authority in order to gain, a benefit or advantage for the employee or for any one Loyal An employee must not, except in the course of his or her duties as an employee, or with the express authority of the chief executive of his or her Ministry, department or parliamentary body, give or disclose, directly or indirectly, any information about public business or anything of which the employee has official knowledge Dependability An employee must at all times behave in a way that upholds the Public Service Values and the integrity and good reputation of the public service Reputable An employee on duty overseas must at all times behave in a way that upholds the good reputation of the State Conformist An employee must comply with any other conduct requirement prescribed by regulations, specified in directions or required of the employee by his or her chief executive

CRITERIA FOR SECTION 3 (iii) SKILLS ASSESSMENT & SKILLS CLARIFICATIONSCommunication Skills Agreed Rating

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Listening Understands and learns from what others say.

Reading Comprehension Grasps the meaning of information written in English, and applies it to work situations.

Speaking Conveys ideas and facts orally using language the audience will best understand.

Writing Conveys ideas and facts in writing using language the reader will best understand.

Presentation /public speaking Uses gestures, rhetoric, confident and charismaticDeciphering Correctly interprets instructions and hidden meanings [vibes]

Knowledge and Understanding Agreed Rating

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TIN

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Analysis/Reasoning Examines data to grasp issues, draw conclusions, and solve problems.

Creative & Innovative Thinking Develops fresh ideas that provide solutions to all types of workplace challenges.

Decision Making & Judgment Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.

Mathematical Reasoning Uses mathematical techniques to calculate data or solve practical problems.

Problem Solving Resolves difficult or complicated challenges.

Researching Information Identifies, collects, and organizes data for analysis and decision-making.

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Personal Values Agreed Rating

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Accountability & Dependability Takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight.

Adaptability &Flexibility Adapts to changing business needs, conditions, and work responsibilities.

Attention to Detail Diligently attends to details and pursues quality in accomplishing tasks.

Customer Focus Builds and maintains customer satisfaction with the products and services offered by the organization.

Development & Continual Learning

Displays an ongoing commitment to learning and self-improvement.

Ethics & Integrity Earns others’ trust and respect through consistent honesty and professionalism in all interactions.

Results Focus & Initiative Focuses on results and desired outcomes and how best to achieve them. Gets the job done.

Safety Focus Adheres to all workplace and trade safety laws, regulations, standards, and practices.

Self-Management Manages own time, priorities, and resources to achieve goals.

Stress Tolerance Maintains composure in highly stressful or adverse situations.

Tact Diplomatically handles challenging or tense interpersonal situations.Confidence Handles and does not shun delegated responsibilities but can work independently

without supervisionSystematic Adheres to systems and processes in place and minute details Vibrancy Enthusiastic when delegated responsibilitiesUtility Tries to be useful in any situation for the achievement of goals

Relationships Skills Agreed Rating

RA Influencing Others Influences others to be excited and committed to furthering the organization’s

objectives.

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TIN

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Relationship Building Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

Teamwork Promotes cooperation and commitment within a team to achieve goals and deliverables.

Valuing Diversity Helps create a work environment that embraces and appreciates diversity.Culture consciousness Understands other cultures and accommodates their interestsFlexibility Heeds ideas of colleagues though challenges his viewsCompanionship Not elitist but blends in well with all workmates at all levels

Occupational Skills Agreed Rating

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Advocating Causes Influences others to act in support of ideas, programmes, or causes.

Enforcing Laws, Rules, & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Facilitating Groups Enables cooperative and productive group interactions.

Gaining Voluntary Compliance Convinces others to follow recommendations and advice to bring them into compliance with regulations, standards, or policies

Interviewing Others Asks questions in ways that enhance the clarity, quality, and reliability of information.

Managing Projects or Programs

Structures and directs others’ work on projects or programs.

Mediating Disputes Helps others resolve complex or sensitive disagreements and conflicts.

Negotiating Agreements Reaches deals or compromises.

Operating Equipment Uses tools, machines, and vehicles to transport goods or people, or to create work products.

Providing Consultation Partners with clients to identify and resolve complex or sensitive issues.

Training & Presenting Information

Formally delivers information to groups.

Management and Leadership Skills Management and Leadership Skills Agreed Rating

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Business Alignment Aligns the direction, products, services, and performance of a business line with the rest of the organization.

Coaching & Mentoring Enables co-workers to grow and succeed through feedback, instruction, and encouragement.

Leadership Promotes organizational mission and goals, and shows the way to achieve them.

Financial Accountability Follows financial guidelines, regulations, principles, and standards when committing financial resources or processing financial transactions.

Organizational & Political sense

Uses knowledge of the organizational and political climate to solve problems and accomplish goals.

Planning & Organizing Coordinates ideas and resources to achieve goals.

Staff Management Manages staff in ways that improve their ability to succeed on the job.

Strategic Vision Sees the big, long-range picture.

Technical Expertise Agreed Rating

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Computer literacy Ability to use relevant programmesResearch skills Uses qualitative and quantitative research to gather data

TOTAL RATING FOR SKILLS ASSESSMENTNOTE TO IMMEDIATE SUPERVISORPrior to assessing the Officer’s Skills in APA Section3 (iii), the Immediate Supervisor will need to go over the Skills Clarifications Matrix above to understand what the different Rating Indices mean.

Upon a thorough understanding of the Rating indices under the various sub-headings, the Immediate Supervisor will then begin to rate the Officer. Importantly, the Immediate Supervisor should note that the above is generic and will need to be contextualized to suit the specific position of the Officer in terms of the MQR - Skills of the post provided by the Ministry or Department.

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This means that if the above list does not feature some of the relevant skills required for the post, the Immediate Supervisor should therefore fill the missing skills in the blanks provided under each sub – heading. Immediate Supervisors should always bear in mind that the success of this Annual Assessment falls mostly in their hands and the Government relies on them to be honest so that meritorious Officers and under – performing ones are identified and the deserving to be retained and the ‘hangers – on’ encouraged to either shape up or ship out. Cruel as it may be, the culmination is for the Fiji Civil Service to be made up of productive Officers for the benefit of the public and the achievement of Civil Service Reforms.

EQUATION FOR CALCULATING THE OFFICER’S SKILLS RATING

There are seven [7] major sub – headings in the above matrix and they are Communication Skills, Knowledge and Understanding, Personal Values, Relationships Skills, Occupational Skills, Management and Leadership Skills and Technical Expertise. Each sub – heading has a different number of RATING INDICES and these can change further with the addition of the missing relevant skills by the Immediate Supervisor.

When the Immediate Supervisor has finalized the Rating Indices for each sub – heading, calculation of the Officer’s overall Skills rating can then begin under the following equation for each Rating Index.

Please do not rate an officer for any rating index if the rating index is not relevant to the position.5 – The Officer has all the relevant skills – 100%4 – The Officer has ¾ of the relevant skills – 75%3 – The Officer has half or more of the relevant skills – 50%2 - The Officer has a quarter or more of the relevant skills – 25%1 - The Officer has less than a quarter of the relevant skills

Sample calculation of an Officer’s Skills Rating

Officer’s name is AlphaCommunication Skills 5Knowledge and Understanding 4Personal Values 3Relationships Skills 1Occupational Skills 4Management and Leadership Skills 2Technical Expertise 5TOTAL 24 To find Alpha’s Skills Rating it will be 24 ÷ 35 [all 7 sub-headings have a maximum score of 5 each hence 35 is the maximum total] × 5 [rating total for the whole Skills Assessment]

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These figures are Alpha’s agreed ratings for each sub-heading. They should be entered in the agreed ratings column above and also in the appropriate blanks in

Therefore Alpha’s score will be 24 ÷ 7 = 3.43. The 3.43 should be transferred to the box in APA Part B: Overall Assessment Ratings (iii) Skills Agreed Rating.

NOTE TO ASSESSORS

If you cannot agree on any rating with your subordinate Officer, the case should be referred to your immediate Supervisor to

conciliate

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