ASIGNMENT NO: 3

Name: Enrollment: Class: Course:

Mohammad Abdullah 2010-E-037 MBA (4th quarter) Human Resource Management. Appraisal System in Government / Business Organization. Mr. M.K. Bhatti 01-03-2012

Topic:

Submitted To: Submission Date:

INSTITUTE OF MANAGEMENT SCIENCES UNIVERSITY OF BALUSHISTAN QUATTA.

Performance appraisal S&GAD Of Balochistan Secretariat 01 / 03/2012

Service and General Administration Department of Balochistan Secretariat.

S&GAD aims to provide necessary welfare orients facilities to the government officers for smooth functioning of official business Services and general administration department is purposed to be the heart of all departments. Its pivotal functions are listed below.. To deal with establishment matters of class-IV employees of Secretariat Sanitary Worker, Mali, Water Carrier, Chowkidar, Dispatch Reader, Frash, Gate Keeper, Gate Messenger, Head Jamadar, Head Mali, House Hold Staff of Chief Minister. Allotment of office accommodation to ministers / advisors / special assistants to chief minister, government of Balochistan and secretariat department / offices. Coordination in the security matters of Balochistan civil secretariat with the security police. Drawing and disbursing officer of S&GAD excluding O&M, MTO, Cabinet Wing and Liaison Office. Payment of utility bills of Balochistan civil secretariat and chief secretariat compound / premises. Coordination with building department regarding additions/ alterations in Balochistan civil Secretariat building. Provision of fixture/ furniture, stationary, equipments, telephone facilities and other necessary items to offices of S&GAD. Observance of punctuality in government department/ offices.

Performance appraisal practices in S&GAD remain the same as in other organizations.

Performance Appraisal:
Performance appraisal is the systematic evaluation of individuals with respect to their performance on the job and their potential for development. Performance appraisal is the process by which organization evaluate job performance. Judgmental evaluation of ones traits, behavior, or accomplishments as basis for personnel decision and development plans. Performance appraisal means evaluating an employees curr ent or past performance relative to the persons performance standards. Performance appraisal is formal assessment of how well and employee is doing his or her job. Performance appraisal is directly related to an employees productive contribution, individual efforts and morale. It is correctly applied; it can generate valuable benefits on the part of organization. Appraisal are and aid to create and maintain a satisfactory level of performance by employees on their present job.
Prepared By Mohammad Abdullah Shah Bukhari Institute Of Management Sciences University Of Balochistan Quetta

Performance appraisal S&GAD Of Balochistan Secretariat 01 / 03/2012

Most of the officers have not been trained for performance appraisal system and can not determine honestly what qualities and weaknesses should be included in ACR. For them the first and the foremost factor in an ACR is the conduct, behavior and the relationship of subordinate in his office/ department. Connected with transfer, promotion and layoff is the function of performance evaluation. Every organization has some mechanism for periodic evaluation of employees performance, which is usually recorded in the form of an Annual confidential report. The system is to get the immediate supervisor to be in seat of such a report. Comment of next higher authority are than added until the final note, which is by the appointing authority summarizes the assessment in terms of the employees eligibility rot promotion or otherwise. However, the adverse remarks if any are conveyed to the employee. The employee as the right to protest wherever he feels that the report is not fair or just. The performance evaluation involves merit rating and to same extent personal qualities which can influence his/her performance. It also contains targets achieved during the year and whether that officer is fit for that post of not. Administration / supervisor should not be biased or prejudiced while writing reports based of facts, other wise remarks should only be given in the ACR, if and when the employee had previously been warned about his inefficiency, misbehavior or slackness etc.

Annual Confidential Report:

Annual confidential report or the ACR a performance evaluation report of a public servant written by his immediate supervisor. In addition to performance it contains specific observations on the character, conduct and integrity of the officer reported upon. ACR is to be countersigned by an officer immediately supervisor to the officer who writes the report on his immediate subordinate. The report is classified as confidential.

Grading Categories:
The grading categories consisted of outstanding with score between 19-100, good 18-90, high average 65-80 average, 31-44 and unsatisfactory 20-30 in this form which is in used since 1990 grading categories and the score were changed. Under this system outstanding has score of 95-100, very good 85-94 good, 61-84 an average 41-60 below average 40 and below. ACR system is also applicable for non gazetted officers and employees excluding the lower subordinate service. Their ACR form is different from those gazetted officers. Adverse remarks written by the reporting officer have to be communicated to the officer who may be affected. The latter has right to reply to the adverse remarks the reply is than comment upon by the reporting officer. Based on this the head of office, usually the countersigning officer, decides whether or not to expunge the adverse remarks. If adverse remarks are not communicated at all, they stand nullified.

Preparation of ACR:
a) A confidential report in the prescribed form should be prepared annually at the close of each calendar year for each employee holding post in basic pay scale 5 and above, and also on the departure of employee or the reporting officer if it occurs
Prepared By Mohammad Abdullah Shah Bukhari Institute Of Management Sciences University Of Balochistan Quetta

Performance appraisal S&GAD Of Balochistan Secretariat 01 / 03/2012

three months or more than three months after the annual report has been recorded. Leave is not included in the period of three month. b) Annual confidential report should be initiated early in January of the following year and completed and countersigned by 31 st January of the year. Other reports should be initiated immediately after the event which necessitated writing of the report occurs and completed and countersigned within one month. c) After completion of countersignature, the report should be sent to the director (personnel) for initiating and countersigning the report.

Initiating and Countersigning the Report:

The report should be initiated by the immediate officer in basic pay scale 16 or above and countersigned by the next higher officer, both been concentrated with the work of employee reported upon. The report initiated by the chairman shall not need countersigning. The name and designation of the reporting officer and countersigning officer should be indicated clearly on block letters or rubber-stamped blow the signature. Confidential report during supervisor or forced leave or absence from duty not required. It is not necessary to record a confidential report on an employee for the period during which he remained under supervision, forced leave or absence from duty.

Confidential Report of Personal Staff:

Confidential report of personal staff like private secretary, personal assistant, stenographer or steno typist attach to an officer shall be written by the officer concerned with whom they are attached and shall not require to the countersigned.

Adverse Entry or Remarks:

Adverse entry or remarks (hereinafter referred to as adverse remarks), remediable or irremediable, if any , should be communicated in writing to employee reported upon mainly to make efforts for improvement and a copy of the communication placed in dossier. For this purpose, a copy of the whole report should be furnished to the employee. Explanation: remarks which creates and unfavorable impression about the employee reported upon should be treated as adverse. Entry like not fit for promotion or not yet fit for promotion should be treated as adverse. Pending departmental proceedings or pending criminal cases should not be mentioned in the confidential report. Adverse remarks should be communicated as early as possible but in any case within one month of the date the report is countersigned and where no countersignature is required, within one month of the date on which the report is recorded. If adverse remarks are not communicated within the specified period than they should be communicated to the employee even at a belated stage as soon as the omission is discovered. The adverse remarks should be communicated by the director concerned in the case of other employees. If the report is built on the individual opinion of the reporting officers and countersigning officer, it shall be the opinion as accepted by the latter which will be communicated.
Prepared By Mohammad Abdullah Shah Bukhari Institute Of Management Sciences University Of Balochistan Quetta

Performance appraisal S&GAD Of Balochistan Secretariat 01 / 03/2012

A confidential report containing adverse remarks should not be taken into consideration until they have been communicated in writing to the employee, and decision taken on this representation, if submitted or until the prescribed time limit for the submission of the representation has expired and no representation against adverse remarks has been received from the employee reported upon.

Representation against Adverse Remarks:

An employee to whom the adverse remarks have been communicated may submit a representation within thirty days of the communication of the adverse remarks. The representation should be addressed to the authority next above the countersigning authority. But not in such a way to make them illegible. A marginal note duly attested, should also be recorded quoting the authority under which the adverse remarks have been expunged.

Documents To Be Placed In Confidential Repot:

The following documents may invariably be placed in the confidential reports dossier of an employee 1. Letters of appreciation from senior departmental officers and letter of appreciation from government. 2. Evaluation report on employee who receive any training sponsored by the authority of government. 3. Order imposing a penalty on the employee as a result of disciplinary action. If the employee is conceived of a criminal charge and is sentenced to a fine or imprisonment or both, a note to that effect, duly attested by the director personnel in the case of other employees should be kept in the C.R dossier. The army uses of ACR. An employee promotion is based on ACR. The consultant, field work and human resource practice has identified a number of factors leading to dissatisfaction, inefficiency and corruption in public sector. There are many reasons for these factors but ACR is one of them. Employee working in public sector work without proper target and objectives. The system of feed back is also low. Supervisory officers lake proper training in carrying out objective evaluation of employees. Beside these factors favoritisms, victimizations and injustice in performance appraisal lead to dissatisfactions which ultimately result in low productivity.

Reference:
UN official leaks of S&GAD. ACR Sample/Secondary data review from internet
Prepared By Mohammad Abdullah Shah Bukhari Institute Of Management Sciences University Of Balochistan Quetta