State Personnel Service of the Kyrgyz Republic

Oleg S. Tarbinski, Deputy Director of SPS

25th of August, 2015

Performance appraisal of state bodies’ personnel in the Kyrgyz Republic: practice and perspectives

Valuation levels in state bodies

1. State bodies performance appraisal2. Evaluation of structural units of state bodies3. Personnel performance appraisal

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1. State bodies performance appraisal

• Evaluation is carried out according to the procedure that approved by the Government in 2012

• Used "360“ methodology for appraisal: score at base index; self-concept; international rating; population confidence index

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State bodies’ base index

• State bodies’ base index are approved annually

• Ministry of Economy coordinates this process

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Examples of state bodies performance measures

• Ministry of Health

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To reduce cardiovascular mortality, %

To reduce child mortality index, %

Children coverage up to 2 years of vaccinal complex, %

To reduce tuberculosis deaths per 100 thousand population, %

To reduce the number of complaints of funds extortion

To increase the number of villages that involved in the health promotion program

Examples of state bodies performance measures

Ministry of Education and Science To give more visibility of preschool education, % To provide all eligible children (grades 1-9) with

compulsory education, % To increase the number of students in vocational

secondary education in the light of employers’ needs, people

To increase percent of universities that form a plan of acceptance according to the government order in response to an enquiry from employers, %

The ratio of issued licenses and reasoned refusals to the total number of license applications, %

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Variative data

State body determines the data by itself

The data are determined in the light of specific features of field and upstanding challenges (strategies, programs, plans, current assignments, etc.).

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International rating for assessНаименование индекса Источник

Integrated index of state administration: Voice and Accountability; Political Stability and Absence of Violence; Government Effectiveness; Regulatory Quality; Rule of Law; Control of Corruption, etc.

World Bank

The Sustainable Society Index

Corruption Perception Index Transparency International

Global Competitiveness Index International Economic Forum

Immunization Rates International Health Agency

Health Expenditures International Health Agency

Doing Business Index World Bank

Index of economic freedom Heritage FoundationResearch Centre

The Global Peace Index (GPI)

The Environmental Performance Index

Global Age Wath Index

Worldwide Press Freedom Index

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Population confidence index(Conducted by the National Statistics Committee based

on survey of the population)

List of state bodies and municipal authorities

Column 1 Column 2 Column 3How much do you trust this

body?

What kind of the corruption

level, on your opinion has the

body?

Could you please assess quality of the

work (provided services and

functions)Ministry of Foreign Affairs(Protection of the Kyrgyz Republic interests, as well as the rights of the citizens abroad, consular assistance, notarial services, drawing up and obtaining of documents for the Kyrgyz Republic citizens abroad, procurement of visas for foreign citizens)

Ministry of Internal Affairs (Enforcement of public order, road safety, crime fighting, notice of conviction destribution)

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Integrated appraisal index of the state body

• State body calculates by itself under the formula that based on four components: core indicators; variative index; international rating;population confidence index

• Ministry of Economy verifies the calculation• The information transfers to the Government

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Example of calculation integral indicator of appraisal ratio

Integrated variative index

International rating

integrated index – 0,27

Ministry of Agriculture and meliorationIntegrated base index Unachieved base index

1. private investment in the processing industry – 0,67

2. increase in the number of agricultural cooperatives – 0,78

3. quantity input of irrigated land, - 0 4. number of breeding farm - 0

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2. Appraisal of the state body’s structural subdivisions

Index Indicator PointCompliance with the challenges facing the state body

Generalized baseline appraisal index of the state body 10

The degree of fulfillment of the "personal" manager’s plan 10

The extent of changes in the international ranking 5

Effectiveness Percentage of plan execution units 5Percentage of performance above plan works 10

The effectiveness of the personnel department

The average value of civil servants’ appraisal 10

Development and capacity building All employees are trained timely to improve the skills 5There is a development plan (strategy) of subdivision 5Development of a state language 7

Initiative and innovation Availability of initiatives to improve the efficiency of department, state body or supervised areas actually implemented in practice

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The introduction of e-governance Development of IT-technologies 10

Executive discipline The ratio of timely and quality of documents’ execution to the total number of documents, %

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Labour discipline The absence of violation of labour discipline and comments 10

The maximum possible score 100

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3. Staff performance appraisal

• Features of performance appraisal in Kyrgyzstan:

The correlation with an index of state body through the planning system;

Reflects employee’s real contribution; Motivates to improve work

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• Personnel performance appraisal system was approved by a decision of the Government on June 28, 2013;

• It spreads to 30 state bodies and municipal authorities;

• Launched from January 1, 2014

History of performance appraisal system

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Types of performance appraisal

Employees performance appraisal conducts following the results of quarter and year• Head of department estimates quarterly;• The Commission estimates annually according

to the results of the quarterly evaluation;• The annual assessment affects to the

establishment of step (ratio) of payment

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Performance appraisal begins with planning

Act of task description for employeeFull name of employee: _____________________________________________Department: ____________________________________Position: ________________________________________Appraisal period:from "__" _________ to "__" _________ 20__

Full name of direct supervisor: ______________Signature: ____________________

Full name of employee: ________________ Signature: _________________________

Date: ____________________________

N Task Measures on task performance

Result Deadline Note

1 2 3 4 5

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Correcting task description Act of correcting task description for employee

Full name of employee: _____________________________________________Department/Position: ____________________________________Appraisal period:from "__" _________ to "__" _________ 20__

Full name of direct supervisor: ______________Signature: ____________________

Full name of employee: ________________ Signature: _________________________

Date: ____________________________

N Task (correct) Measures (correct) Result Deadline Reason for changes

1 2 3 4 5

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Employees reportFull name of employee: _____________________________________________Department/Position: ____________________________________Appraisal period:from "__" _________ to "__" _________ 20__

Full name of employee: ________________ Signature: _________________________

Date: ____________________________

N Task Measure Compliance with the period of performance

Performance report

Note

1 2 3 4 5

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Supervisors report on task description for employee

Full name of employee: _____________________________________________Department/Position: ____________________________________Appraisal period:from "__" _________ to "__" _________ 20__

Full name of direct supervisor/position: ______________Comment of the supervisor on the quarterly assessment: ___________Suggestions for improving the performance : ____________Estimate (average): ____________Signature of direct supervisor: ___________________Full name, signature : _____________________Date of review:

Criteria for appraisal Quarterly appraisalBased criteria:

1. Effectiveness 2. Accuracy 3. Timeliness 4. Discipline 5. Observance of ethics standards

Added criteria:6. Independence 7. Creativity 8. Initiative 9. Cooperation

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Based criteria1 1. Effectiveness To reflect how well and good the employee work

2 2. Accuracy To show correct performance3 3. Timeliness To define the deadlines of execution of work4 4. Discipline To fix the execution of labor discipline5 5.Observance of ethics

standardsTo appraise the behavior and professional attitude to the duties

Added criteria6 Independence To specify the employee's ability to orient himself and do the job

without advice within the competence

7 Creativity To specify an employee’s analytical and creative approach to decision-making and prepare a solution

8 Initiative The ability of employee to take the initiative and responsibility of the job within the competence

9 Degree of cooperation To display the employee's ability to build communications with supervisors, colleagues and subordinates

Based and added criteria of performance appraisal of employee

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Appraisal meaning

Appraisal set on a five grade scale:- With an average score from 4.6 to 5, inclusive, it is rated "Excellent"- With an average score from 3.6 to 4.5 - "Good"- With an average score from 2.6 to 3.5 - "Satisfactory"- With an average score below 2.6, inclusive - "Disappointing."

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Appraisal effects on

• establishment of step (ratio) of payment;• employees attestation;• making recommendations for skills

improvement

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A new pay system that cover by appraisal system

Ministries, state committees. Administrative agencies, regional administrations, mayor's office in

Bishkek and Osh, etc.

Subordinate authorities of state bodies

Oblast structures of state bodies, mayors office of oblast significance

Rayon and city structures of state bodies and etc. Mayor’s office and Kenesh of city of district subordinance Ail okmot (village Government), urban services of city of district

subordinance

position classification 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Highest"А" Х Х Х Х Х 4,20 4,41 4,63 4,86 5,11 5,36 5,63 5,91 6,21 6,52 6,84

Highest “B" Х Х Х 3,31 3,48 3,65 3,83 4,03 4,23 4,44 4,66 4,89 5,14 5,40 5,67 5,95

Chief "А" Х 2,61 2,74 2,88 3,02 3,18 3,33 3,50 3,68 3,86 4,05 4,26 4,47 4,69 4,93 5,17

Chief “B" 2,07 2,18 2,29 2,40 2,52 2,65 2,78 2,92 3,06 3,22 3,38 3,55 3,72 3,91 4,11 4,31

Senior "А" 1,73 1,81 1,91 2,00 2,10 2,21 2,32 2,43 2,55 2,68 2,81 2,96 3,10 3,26 3,42 3,59

Senior “B" 1,44 1,51 1,59 1,67 1,75 1,84 1,93 2,03 2,13 2,23 2,35 2,46 2,59 2,72 2,85 2,99

Junior"А" 1,20 1,26 1,32 1,39 1,46 1,53 1,61 1,69 1,77 1,86 1,95 2,05 2,16 2,26 2,38 2,49

Junior “B" 1 1,05 1,1 1,16 1,22 1,28 1,35 1,41 1,48 1,56 1,63 1,72 1,8 1,89 1,99 2,09

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Future development of performance appraisal

• It is planned to strengthen the role of the staff evaluation;

• It will increase the employees motivation to work with contribution assessment;

• It is considering the idea of employees career planning and promotion based on evaluation

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Accounting performance appraisal in the newprojects of regulations

• A draft law "On state civil service and municipal service“;

• The draft law considers career planning and staff evaluation system to replace competence assessment;

• The draft law approved by the Government and passed first reading in Jogorku Kenesh (Parliament) of the Kyrgyz Republic;

• In September, it is scheduled to hold parliamentary hearings on the draft law

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Thank you for your attention!