ANNEXURE A

PERFORMANCE AGREEMENT PROFORMA

Following completion of this form, a copy must be forwarded to the Section:

Human Resource Management (applicable component/unit).

ENTERED INTO BY AND BETWEEN:

The Department of (ABC) herein represented by

___________________________________(full name) in her/his capacity as

________________________________ (position) of the Department of (ABC)

(herein referred to as the Employer)

and

______________________________________ (full name) as the

_______________________________ (position) of the Department of Public

Service and Administration (herein referred to as the Employee)

WHEREBY IT IS AGREED AS FOLLOWS:

1. PURPOSE

1.1 The purpose of entering into this agreement is to communicate to the

Employee the performance expectations of the Employer.

1.2 The performance agreement and accompanying work plan shall be

used as the basis for assessing the suitability of the Employee for
permanent employment (if on probation); and to assess whether the
Employee has met the performance expectations applicable to his/her
job. In the event that the Employee has significantly exceeded the
performance expectations, he/she may qualify for appropriate
rewards. Details are outlined in the Department’s Performance
Management and Development System.

1.3 Should any non-agreement arise between the Employer and the
Employee member in respect of matters regulated by this agreement,
the process outlined in paragraph 8.5 of the EPMDS should be
followed. If this process fails, the employee may apply the formal
grievance rules of the Public Service (published in Government Notice
R1012 of 25 July 2003).

2. VALIDITY OF THE AGREEMENT

2.1 The agreement will be valid for the period 1 April 2…... to 31 March
2..…

Signatures :
Employee : …………………………. Date ………………..………Supervisor: ……….…….………Date…..……….….

EPMDS Annexure A: PA
 2.2 The content of the agreement may be revised at any time during the
above-mentioned period to determine the applicability of the matters
agreed upon, especially where changes are significant.

2.3 If at any time during the validity of this agreement the work
environment of the Department of (ABC) (whether as a result of
Government or Management decisions or otherwise), to the extent
that the contents of this agreement are no longer appropriate, the
contents shall immediately be revised.

3. JOB DETAILS

Persal number :
Component :
Unit :
Salary level :
Notch (MMS package) :
Occupational classification :
Designation :

4. JOB PURPOSE

(Describe the purpose of the job (overall focus) as it relates to the Vision and Mission
of the Department. Capture the overall accountability that the job holder has in
relation to his/her position).

5. REPORTING REQUIREMENTS/LINES & ASSESSMENT LINES

5.1 The Employee member shall report to the ……………… (job title in
Department) as her/his supervisor on all parts of this agreement. The
Employee shall:

• Timeously alert the supervisor of any emerging factors that could

preclude the achievement of any performance agreement
undertakings, including the contingency measures that she/he
proposes to take to ensure the impact of such deviation from the
original agreement is minimised.
• Establish and maintain appropriate internal controls and reporting
systems in order to meet performance expectations.
• Discuss and thereafter document for the record and future use any
revision of targets as necessary as well as progress made towards the
achievement of performance agreement measures.

5.2 In turn the supervisor shall:

• Meet to provide feedback on performance and to identify areas for

development at least four times a year.
• Create an enabling environment to facilitate effective performance by
the Employee member.
• Facilitate access to skills development and capacity building
opportunities.
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Signatures :
Employee : ……………………. Date ……………………Supervisor: ………………….………Date……………..…….

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 • Work collaboratively to solve problems and generate solutions to
common problems within the department, that may be impacting on
the performance of the Employee.

6. PERFORMANCE ASSESSMENT FRAMEWORK

Performance will be assessed according to the information contained in the

WORKPLAN and the Generic Assessment Factors (GAFs) framework.

6.1 The KRAs and GAFs during the period of this agreement shall be as set out in
the table below.

6.2 The Employee member undertakes to focus and to actively work towards the
promotion and implementation of the KRAs within the framework of the laws and
regulations governing the Public Service. The specific duties/outputs required
under each of the KRAs are outlined in the attached work plan. KRAs should
include all special projects the Employee is involved in. The WORKPLAN should
outline the Employee’s specific responsibilities in such projects.

KRAs Weight

Total 100%
NOTE: WEIGHTING OF KRAs MUST TOTAL 100%

6.3 The Employee’s assessment will be based on her/his performance in relation to

the duties/outputs outlined in the attached WORKPLAN as well as the GAFs
marked here-under. At least five GAFs, inclusive of any that may become
prescribed from time to time, should be selected (3) from the list that are deemed
to be critical for the Employee’s specific job.

GAFs Weight

Total 100%
NOTE: WEIGHTING OF GAFs MUST TOTAL 100%

7. CONDITIONS OF PERFORMANCE

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Signatures :
Employee : ……………………. Date ……………………Supervisor: ………………….………Date……………..…….

ANNEX: PA
The Employer shall provide the Employee with the necessary resources and
leadership to perform in terms of this agreement. Resource requirements should be
outlined in the WORKPLANS of components and individual Employees.

8. PERFORMANCE ASSESSMENT

The assessment of an Employee shall be based on her/his performance in relation to

the KRAs and GAFs and performance indicators, as set out in this PERFORMANCE
AGREEMENT and attached WORKPLAN.

The performance of the employee in respect of all individual KRAs and all individual
GAFs will be assessed using a 5 point rating scale, i.e.:

5= OUTSTANDING PERFORMANCE
4= PERFORMANCE SIGNIFICANTLY ABOVE EXPECTATIONS
3= FULLY EFFECTIVE
2= PERFORMANCE NOT FULLY EFFECTIVE
1= UNACCEPTABLE PERFORMANCE

The total KRAs and the total GAFs scores are combined to produce an overall
performance percentage score with percentage ranges that coincide with the above 5
point assessment scale.

Employees: KRAs shall contribute 80% and GAF’s 20% of the final
assessment; and

9. FEEDBACK

Performance feedback shall be in writing on the September Review Form and Annual
Review Form, based on the supervisor’s assessment of the employee’s performance
in relation to the KRAs and GAFs and standards outlined in this performance
agreement and taking into account the Employee’s self-assessment.

10. DEVELOPMENTAL REQUIREMENTS

10.1 The Employer and Employee agree that the following are the Employee’s key
development needs in relation to his/her current job and envisaged career
path in the Public Service. Please forward the completed FORM PDP to
the Skills Development Facilitator (as it would be a requirement for the
approval of training).

*ONLY ITEMISE DEVELOPMENT AREAS BELOW

…………………………………………………………………….

…………………………………………………………………….

…………………………………………………………………….

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Signatures :
Employee : ……………………. Date ……………………Supervisor: ………………….………Date……………..…….

ANNEX: PA
 …………………………………………………………………….

10.2 In so far as the above training needs coincide with the Employer’s
requirements and taking into account financial realities, the Employer
undertakes to expose the Employee to development in these areas. The
developmental needs of the Employee shall be reviewed as part of the
September Review and the annual assessment of performance. Details of
courses, conferences, etc. to be attended shall as far as possible be included
in the Employee’s PDP.

11. TIMETABLE AND RECORDS OF REVIEW DISCUSSIONS AND ANNUAL

ASSESSMENT

11.1 Half-yearly Review: 1st week of October

11.2 Annual Review: during April of every year.

12 MANAGEMENT OF POOR PERFORMANCE OUTCOMES

Manager and employee will identify and develop interventions together. to address
poor and non performance at feedback sessions, or any time during the performance
cycle.

13 DISPUTE RESOLUTION

13.1 Any dispute about the nature of the employee’s PA, whether it relates to key
responsibilities, priorities, methods of assessment and/or salary increment in
this agreement, shall be mediated by: ___________________________ (next
person in hierarchy).

13.2 If this mediation fails, the normal grievance rules will apply.

14. AMENDMENT OF AGREEMENT

Amendments to the agreement shall be in writing and can only be effected after
discussion and agreement by both parties.

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Signatures :
Employee : ……………………. Date ……………………Supervisor: ………………….………Date……………..…….

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15. SIGNATURES OF PARTIES TO THE AGREEMENT

The contents of this document have been discussed and agreed with the Employee
concerned.

Name of Employee:

Signature: ………………………… Date: ……………………………

AND

Name of supervisor:

Signature: …………………………. Date: ………………………….

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Signatures :
Employee : ……………………. Date ……………………Supervisor: ………………….………Date……………..…….

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