Performance review and competencies
There are 6 areas in which all civil servants are expected to show competency.
In the Civil Service we value:
- Leading and working together – acting with integrity, openness and honesty and trusting colleagues, showing loyalty towards them
- Communicating and influencing – communicating accurately, briefly and clearly
- Achieving results – showing drive and determination to achieve results, consistently meeting agreed deadlines
- Delivering a quality service – treating customers and customer service as top priority
- Changing and learning – being open and receptive to new ideas and ways of working
- Showing commitment and resilience – demonstrates pride and persistence in work, whilst maintaining a productive work-life balance
The level of competency expected depends on the Civil Service grade. The use of competencies provides a consistent and objective base for performance and development review across the Civil Service. It allows staff to demonstrate knowledge skills and achievements against transferable standardised competencies, which aids and enhances career development.
Benefits of a competency framework
The framework has a number of long-term benefits for members of the Isle of Man Civil Service, the Isle of Man Government and members of the public.
These benefits are:
- improving public services – through embedding the principles of good customer service in the development and review of staff and linking the framework to policy priorities
- improving teamwork – research shows that a competency framework helps people work better as a team, develop a better understanding of each others’ roles and consider where work can be planned to deliver better services to the public
- greater innovation in the deployment of staff – the competency framework provides a tool for job design whether this is in terms of clarifying existing expectations of staff or developing new roles to better meet the needs of the public
- improved equality of opportunity– the framework applies equally for all staff in development, review and career progression
- improving career development – by clearly setting out the progressive levels of competence staff will be able to use the framework flexibly to assist them in their career development within the Isle of Man Civil Service
- improving morale – as an open, fair and explicit development framework the competency framework will form a positive motivator for all staff
Performance and Development Review (PDR) Scheme
The Performance and Development Review ('PDR') has been developed to provide support for the ongoing performance management of all civil servants. It allows staff to reflect on, and assess, how they have performed over the previous 12 month period. It also allows staff to plan ahead by identifying any development required for them to become more effective in their job and to progress on their chosen career pathway.
Participation in the PDR scheme is mandatory for all Civil Service staff regardless of grade.
The PDR scheme runs annually from the 1 April to the 31 March and includes the following elements:
- Final Appraisal: This involves reflection on what was achieved during the previous year and how it was achieved. It allows decisions to be made regarding whether the individual met their agreed objectives and competencies. This normally takes place between April and June each year.
- Personal Delivery Plan (PDP): This involves looking forward to the next 12 month period and planning what needs to be achieved, how to do this and identifying any development needed. This information comprises the personal development plan and is usually completed immediately after the Final Appraisal.
- Interim review(s): The interim review establishes whether staff are on target to meeting the requirements of the PDP. These are generally held in October at 6 months but during probation periods will be more frequent.
Ratings record the level of performance achieved against each objective and competency. The manager considers these when making an overall assessment of the individual's performance for the review period.
In order for incremental pay progression to occur staff must achieve an overall rating of Good, Very Good or Outstanding.
Staff may find further information on the Civil Service PDR scheme including guidance documents, detailed information regarding the competency levels, the performance ratings, appeals process, and a downloadable form on the government intranet.
KSF Performance Review
The KSF provides a single, consistent, comprehensive and explicit performance review framework which enables the development needs of staff to be identified. It clearly defines and describes the knowledge and skills all staff need to apply to their work in order to deliver quality services. All staff employed under MPTC participate in an annual KSF Performance Development Review (PDR).
Principles and purpose
The KSF performance and development review provides a standardised framework, which is applied consistently to staff employed under the MPTC to support:
- the personal development of staff within their current post
- the career development of staff within the service
- the provision, maintenance and development of quality services
Development, competency, equality and partnership working are the fundamental principles connected to the KSF.
KSF core dimensions
There are 6 core dimensions against which staff are expected to show and maintain competency.
- personal and people development
- health safety and security
- service improvement
- equality and diversity
The level of competency expected depends on the grade of the post.
In most years, pay progression will apply automatically. However, at 2 pre-defined points, known as Gateways, a decision is made during the review regarding pay progression. This decision is based on the development of the individual and their performance in accordance with the KSF core dimensions.
The KSF performance and development review can be split down into 3 separate stages: Personal Development Planning (PDP), Interim review(s), annual PDR.
- PDP – This is completed at the start of the annual process. It establishes the development needs of the individual, their responsibilities towards the organisational requirements and provides opportunities to explore how the KSF competencies will be demonstrated during the review period.
- Interim review(s) – The interim review establishes if staff are on target to meet the requirements of the PDP. These are generally held 6 months after the PDP meeting but in Gateway years will be held more frequently.
- PDR – This is held at the end of the 12 month period and is the final review. This meeting involves reflection on what was achieved during the previous year and how it was achieved. It allows decisions to be made regarding whether the individual met their agreed objectives and maintained their competencies
All documents relating to the KSF including key fact sheets, guidance documents and a downloadable form are available, to staff, on the DHSC intranet.