By : PN. SITI THURAIYA ABDUL RAHMAN

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MANAGEMENT SERVICES DIVISION
BRIEFING ON THE ANNUAL PERFORMANCE APPRAISAL
REPORT
PROFESSIONAL AND MANAGEMENT GROUP
By PN. SITI THURAIYA ABDUL RAHMAN HUMAN
RESOURCE MANAGEMENT SERVICES MANAGEMENT
SERVICES DIVISION
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INTRODUCTION

• The University through its Majlis Meeting No. 68
  on 17 Feb 2005, has agreed to use the NEW
  APPRAISAL PERFORMANCE APPRAISAL REPORT FORM in
  accordance with the THE MALAYSIAN REMUNERATION
  SYSTEM (MRS), with minor modification to suit the
  Universitys needs and legal status in all
  service related matters.

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• Previously, different PERFORMANCE APPRAISAL
  REPORT FORMS are used for different purposes as
  follows-
• CONFIRMATION IN SERVICE
• ANNUAL SALARY INCREMENT
• PROMOTION
• RENEWAL / EXTENSION OF CONTRACT
• APPLICATION TO NEW POSITION BY STAFF MEMBERS
• QUALITY AWARD

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SOME LIMITATION OF THE PREVIOUS FORMS
1. No yearly work target 2. Redundancy in
filling the form 3. The mark given is only suit
specific purpose of assessment 4.
Inconsistency in assessment 5. The criteria set
in each assessment form are too general 6. The
staff members are not able to seek clarification
on the weaknesses pointed by the assessing
officers
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NEW ANNUAL PERFORMANCE APPRAISAL REPORT

• Staff will only be assessed once throughout the
  year
• Only one (1) Performance Appraisal Report Form
  to be used for service related matters such as
  confirmation in service, annual salary
  increment, promotion, awards, etc.

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BASIC PRINCIPLES

• PERFORMANCE APPRAISAL SHOULD BE BASED ON WORKS
  OUTPUT AND ATTITUDE TOWARDS ACHIEVING THE
  SPECIFIC TARGET
• 2. ASSESSMENT SHOULD BE IMPLEMENTED OBJECTIVELY,
  JUSTLY AND TRANSPARENTLY
• 3. TO ENCOURAGE POSITIVE COMPETITION AMONG THE
  STAFF MEMBERS TO INCREASE QUALITY AND PRODUCTIVITY

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• THERE ARE THREE (3) FORMATS OF NEW PERFORMANCE
  APPRAISAL FORM
• Annual Performance Appraisal Report Form ( For
  Professional and Management Staff In Category
  I-IV and Support Group in Category V-VII )
• Annual Performance Appraisal Report Form ( For
  Support Group In Category IX-VIII )
• Annual Performance Appraisal Report Form Bahasa
  Malaysia Version ( For Support Group In Category
  XI-X)

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Why APAR is important?

• To increase staff performance systematically
• To motivate staff
• To identify staff potential
• For career advancement and development such as
  promotion, training, placement
• To determine the eligibility for annual salary
  increment
• To identify staff for awards

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Components of APAR
Part I Job Output (55) Part II Knowledge
skills (25) Part III Personal quality
(20) Part IV Activities contributions
other than official duties (5)
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What should be done as an assessor?

• Before assessment
• To ensure that all relevant information is
  filled in
• To ensure that each staff has their annual work
  target (AWT)
• You are the supervisor for at least 6 months
• Know and understand the duties of the staff
  assessed
• You have provided sufficient guidance

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Annual Work Target?

• - At the beginning of year or upon receiving new
  staff please make sure that each staff has their
  annual work target (AWT), i.e on pg 7 of the
  form.
• It is the agreed work target between the staff
  and the assessor for the year.
• It could be either initiated by the staff or
  the assessor.
• It is in-line with the job specifications of
  each staff

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WORK TARGET 2006 Assistant Director, Service Unit
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What should be done as an assessor?

• During assessment
• Rational, emotionally stable, objective
• Assessing the staff based on the AWT only
• Allocate ample time, dont do it in hurry or at
  the last minutes
• Dont be influenced by the pervious years
  performance

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During assessment cont..

• Dont give too much attention to the new
  matters, either positive or negative, that
  might influence the overall assessment
• Be neutral and avoid favoritism
• Dont be too lenient nor vice-versa
• Dont simply gave an average points

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Issues based on 2006 exercise

• 1. Forms were submitted after the deadline
  affect the annual salary increment
• 2. Form was incomplete return to K/C/D
• i. No annual work target
• ii. Signature of the assessor is not available
• iii. The signature of the staff assessed is not
  available
• iv. The official stamp is not available
• v. The declaration part is not filled
• vi. No overall marks

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Issues based on 2006 exercise cont..

• 3. The assessor did not aware of the importance
  of giving marks objectively. Implication staff
  did not eligible for ASI
• 4. Staff were not informed about their
  performance and area for improvement
• 5. Assessment given does not reflect the staffs
  actual performance. On paper staff were
  assessed good but verbally complaint that the
  staff is not performing up to the standard.

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Plan for improvement 2008 manual

• Schedule of assessment
• - ASI Jan
• Deadline is 15 Nov 2007
• - ASI Apr, Jul Oct
• Deadline is 1 Feb 2008
• Each K/C/D to appoint one staff to monitor APAR

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Plan for improvement 2008 manual

• The staff will be responsible for the
  following
• i. Assist in ensuring that the form is
  complete
• ii. Keep a copy of APAR at the Kulliyyah
• iii. Staff who has reached the max point of
  salary is also required to submit the form

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New on-line appraisal performance 2009

• - Due to the migration to the new Oracle HRMS,
  the appraisal performance will be done on-line
• Steps need to done
• i. Track worker competencies
• ii. Analyze competency gaps
• iii. Define appraisal process
• iv. Performance Management Setup
• v. Transfer final appraisal score

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New on-line appraisal performance cont ...

• - Each staff will be assessed on the following
  Competencies
• i. Knowledge Generic and Functional
• ii. Skill Generic and Functional
• iii. Attitude
• - Competencies for staff will be based on Grade
  and scheme of service

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New on-line appraisal performance cont ...

• - Objective will be used in replace of annual
  work target
• - Alert through e-mail will be sent to staff to
  inform about activities to be done during
  certain period such as to set objectives and to
  do assessment
• - Advancement potential column is provided to
  indicate the readiness of staff to shoulder
  greater responsibilities

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New on-line appraisal performance cont ...

• - Period to set objectives and assessment are
  specified and all staff will be notified
  accordingly
• - The system will not allow staff to set
  objectives or to do assessment outside the
  specified frame
• - The changes of supervisor need to be
  informed to the MSD
• - MSD, Finance Division and Insted will be the
  first group to use the on-line appraisal
  performance in 2008

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THANK YOU