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PUBLIC SERVICES COMMISSION GHANA 
1
INTRODUCTION 
Ghana over the last three decades, has undertaken several reforms 
in the public sector, designed mainly to improve the efficiency and 
effectiveness of service delivery to enhance productivity. One of the 
initiatives has been the desire to establish a performance 
management system based on an effective performance 
management culture that seeks to sustain an effective performance 
culture that sets objectives, targets and aligns staff performance to 
organisational and national development goals 
The PSC is the lead agency in championing Reforms specific to HRM 
and practices. The following initiatives have been embarked on 
concurrently; HRM Policy Framework and Manual; Performance 
Management System; HRM Information System; Corporate 
Governance and Capacity Building System and Annual State of the 
Service Report. 
2
CHALLENGES OF THE EXISTING SYSTEM 
• In the area of performance management, a number of 
initiatives have been undertaken to establish an effective 
performance management culture that seeks to align 
objectives, targets and outcomes to organizational and 
national development goals. 
• These included the following: Annual Confidential 
Reporting System (ACRS) which was reviewed in 1974; 
Performance Evaluation System (PES) introduced in the 
Public Service in 1992 under the Civil Service Reform 
Programme (CSRP) -1987 – 1993. In 1997 a Performance 
Agreement System (PAS) was introduced to provide an 
objective means of assessing the performance of Senior 
Managers and Chief Directors (CDs) in the Ministries and 
the Regional Coordinating Councils (RCCs). 
3
CHALLENGES OF THE EXISTING SYSTEM (Cont.) 
• Absence of a clearly defined, articulate and enforceable 
implementation framework; 
• low Executive commitment/involvement and support for 
the PMS in contrast to what pertains in other 
developed/developing countries; 
• poor understanding of the roles of Governing 
Boards/Councils in the Appraisal system; 
• absence of rigour, objectivity and continuity in the 
administration of the system; 
• non-linkage of the process to an enforceable Reward and 
Sanctions Mechanism; ignorance of Public Servants on 
the merits of PMS; 
• non-linkage of the system to staff development, i.e. 
training and career development; and lack of effective 
monitoring and annual reporting and feedback 
mechanisms. 
4
ADVERSE EFFECTS ON PRODUCTIVITY 
• non-responsiveness/adherence to Staff Performance 
Appraisal System/Performance Agreement; 
• poor performance reporting system and non-compliance 
to timeliness/deadlines; and 
• weak supervision, breakdown in discipline and work 
ethic. 
Productivity was difficult to measure while the general 
public’s perception on the output of public servants was 
poor. Clearly there was the need for a paradigm shift in the 
existing conceptualization and the underlying philosophical 
principles. 
5
PARADIGM SHIFT: CONCEPTS AND PRINCIPLES 
• In the conceptualization of the New Performance 
Management Policy Framework four key principles were 
adapted. These principles of Accountability, Transparency, 
Equity and Ownership, theoretically, were considered as 
the building constructs to guide the development of the 
policy statements/guidelines, the Performance 
Management System, as well as the assessment 
instruments and tools which were all home-grown 
initiatives. 
• The New Performance Management System encapsulates 
the underlying principle that performance is an on-going 
process that takes place from the time an employee joins 
the organisation until they leave and should be used in 
that time to support and develop people through their 
employment with the organisation. 
6
POLICY STATEMENTS/GUIDELINES 
• Performance Management (PM) shall be a management tool for meeting 
organisational goals 
• Performance Management shall be used to create a shared understanding of 
what is to be achieved and how it is achieved. 
• Performance Management shall be viewed both as an approach and a 
system for managing people and other organisational resources. 
• Competencies and measurement standards shall drive the performance 
management process to achieving desired results. 
• Performance Management shall drive the process through clear, consistent, 
visible and active involvement of the governing bodies, senior executives and 
managers. 
• Management and staff shall adopt effective and open communication 
systems at all levels for the successful promotion of the performance 
management process. 
• Incentives, rewards, recognition and sanctions shall be linked to 
performance. 
• Performance results and progress shall be openly shared/communicated 
with employees, customers, and stakeholders 
7
Prescriptive in nature – concentrates on what has to be 
achieved 
• Normative – hinges on how to make it more likely that it 
will be achieved 
Interest is in the individual’s past. • Emphasizes on how staff should operate 
Seen by staff and managers as a year meeting • It is a continuous process throughout the year informally 
and formally through review meeting at three monthly or 
six monthly intervals 
• Top down approach – one way assessment by the 
Manager / supervisor 
• One- way communication flow 
• Top down and bottom up approach – helps managers 
/supervisors to ensure corrective measures before 
something goes wrong 
• Two –way communication flow 
Reliance on how far the individual has met the tasks of job 
descriptions as in the appraisal 
Concerned with what an individual does and how they do it 
Usually concentrates on past results • Reviews past results for both positive and problematic 
areas 
• Concentrates on identifying and agreeing with the 
individual’s achievements for the next period 
Individuals asked to choose the training they would wish to 
undertake 
• Concerned with establishing a coaching relationship 
between the Manager /Supervisor and the individual. 
• Staff feel supported and motivated whilst the learning 
they undertake is appropriate, relevant and of use in 
their work, thereby enhancing their performance and 
contribution to the organizational goals 
8
9 
PERFORMANCE MANAGEMENT CYCLE 
1. Planning 
• Define role & responsibilities 
• Communicate corporate vision and strategic plan 
• Set Functional and individual objectives aligned to 
Performance 
Management 
cycle 
the vision 
• Identify competencies & required behaviours 
2. Progress Reviews 
• Monitor & evaluate 
performance against 
objectives- linking the 
objectives and 
competencies being 
demonstrated 
4. Recognising &Rewarding 
• Reward excellent 
performance 
• Decide on steps to develop 
skills and competencies 
(e.g. PiP) 
• Agree sanctions where 
necessary 
3. Appraisal 
• Appraise individual, reflect upon past 
performance & provide evidence based 
feedback 
• Review individual’s strengths and identify 
development areas
GOVERNANCE STRUCTURES AND MONITORING 
10 
MECHANISMS FOR SUSTAINANBILITY 
• To ensure the sustainability of the system a governance 
regime/structure has been introduced. This was all inclusive 
capturing the overarching roles, responsibilities, authority 
relationships of the major stakeholders. This included: Public 
Services Commission, Governing Councils and Boards, Heads of 
the Public Services/Chief Executives/ Chief Directors, Ministry of 
Finance and Economic Planning, the National Development 
Planning Commission and the Fair Wages and Salaries 
Commission. 
• The Pubic Services Commission has been the lead agency in the 
development and management of the new performance 
management system in Ghana. All relevant public service 
institutions including the Universities and Management 
Development Institutes were involved, consulted and bought-in 
into the new system. The funding was strictly from the Public 
Services Commission annual budgetary support from 
government. External technical assistance was also provided by 
the Australian Public Service Commission as part of its Africa 
Programme for improving Public Administration practice. 
10
WHAT IS NEW? 
• Recognition that PM is an ongoing process that takes place from the time 
the employees join the organisation until they leave. Employers should, 
therefore, support and develop peoples through their engagement in the 
organizations. 
• Performance driven culture through the process approach i.e. an all 
inclusive top-down and bottom-up approach to PM. 
• Institutionalisation of a Rewards and Sanctions regime in the public 
service of Ghana. 
• Positioning and strengthening the HR function to play a strategic role in 
HRM practice in public service agencies. 
• A system for communicating (two-way flow) National Development Goals 
and Organisation’s Goals and Values to employee job functions to ensure 
relevance of the Organisations themselves. In effect there is to be the 
linkage with the National Goals/Organisational Goals/Departmental 
Goals and individual objectives to ensure the necessary synergy for 
development. 
• People development a key driver to ensuring high productivity at all 
levels through continuous learning and training. 
• Recognition that the often ignored soft issues in HRM performance 
assessment i.e. the competencies and skills employed by the individuals 
11 
must be measured and assessed objectively.
12 
EXPECTED OUTPUTS AND BENEFITS 
The new System, has the following expected outputs and benefits:- 
• enables the Public Service to attract and retain talent; 
• leads to significant improvement in performance and customer 
sensitivity among Public Servants; 
• promotes professionalization of the HR Management in the entire 
Public Service for improved management of staff; 
• offers equal opportunities, for progression on merit and recognition 
for all sexes, ethnic backgrounds, occupational groups and grades; 
while ensuring high morale amongst public servants; 
• contributes to higher productivity, strengthens the ability of the 
public service to create the enabling environment for private sector 
operations and attainment of Millennium Development Goals; 
• lead to improved customer sensitivity and responsiveness; and 
• public satisfaction with the services of the Public Service Institutions shall be 
greatly enhanced. 
12
CONCLUSION 
• The new initiatives being introduced are meant to strengthen 
the capacity of public servants to discharge their duties and 
responsibilities efficiently and effectively. They are largely 
home-grown and are the result of careful assessment and review 
of the current state of HRM and its effectiveness for national 
development. 
“The Central focus of public sector reform rightly remains the 
transformation of the conditions of employment of career public 
officials, who occupy key positions in government organizations, 
so as to enable public authorities to attract, retain and reward 
talented professional, and make them more responsive to citizens’ 
need and expectation. Once the citizen see the evidence of 
administrative reform in the form of improvements in service 
delivery and administration, the virtuous cycle of political 
acceptance and effective implementation will gain momentum” 
( “The Specificity of Public Service Reforms”, Public 
Administration and Development, Vol. 24, 2004:383) 
13
14
QUESTIONS, ANSWERS AND CONTRIBUTIONS 
15

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Public Service Reform: A Case Example of Performance Management System in Ghana

  • 2. INTRODUCTION Ghana over the last three decades, has undertaken several reforms in the public sector, designed mainly to improve the efficiency and effectiveness of service delivery to enhance productivity. One of the initiatives has been the desire to establish a performance management system based on an effective performance management culture that seeks to sustain an effective performance culture that sets objectives, targets and aligns staff performance to organisational and national development goals The PSC is the lead agency in championing Reforms specific to HRM and practices. The following initiatives have been embarked on concurrently; HRM Policy Framework and Manual; Performance Management System; HRM Information System; Corporate Governance and Capacity Building System and Annual State of the Service Report. 2
  • 3. CHALLENGES OF THE EXISTING SYSTEM • In the area of performance management, a number of initiatives have been undertaken to establish an effective performance management culture that seeks to align objectives, targets and outcomes to organizational and national development goals. • These included the following: Annual Confidential Reporting System (ACRS) which was reviewed in 1974; Performance Evaluation System (PES) introduced in the Public Service in 1992 under the Civil Service Reform Programme (CSRP) -1987 – 1993. In 1997 a Performance Agreement System (PAS) was introduced to provide an objective means of assessing the performance of Senior Managers and Chief Directors (CDs) in the Ministries and the Regional Coordinating Councils (RCCs). 3
  • 4. CHALLENGES OF THE EXISTING SYSTEM (Cont.) • Absence of a clearly defined, articulate and enforceable implementation framework; • low Executive commitment/involvement and support for the PMS in contrast to what pertains in other developed/developing countries; • poor understanding of the roles of Governing Boards/Councils in the Appraisal system; • absence of rigour, objectivity and continuity in the administration of the system; • non-linkage of the process to an enforceable Reward and Sanctions Mechanism; ignorance of Public Servants on the merits of PMS; • non-linkage of the system to staff development, i.e. training and career development; and lack of effective monitoring and annual reporting and feedback mechanisms. 4
  • 5. ADVERSE EFFECTS ON PRODUCTIVITY • non-responsiveness/adherence to Staff Performance Appraisal System/Performance Agreement; • poor performance reporting system and non-compliance to timeliness/deadlines; and • weak supervision, breakdown in discipline and work ethic. Productivity was difficult to measure while the general public’s perception on the output of public servants was poor. Clearly there was the need for a paradigm shift in the existing conceptualization and the underlying philosophical principles. 5
  • 6. PARADIGM SHIFT: CONCEPTS AND PRINCIPLES • In the conceptualization of the New Performance Management Policy Framework four key principles were adapted. These principles of Accountability, Transparency, Equity and Ownership, theoretically, were considered as the building constructs to guide the development of the policy statements/guidelines, the Performance Management System, as well as the assessment instruments and tools which were all home-grown initiatives. • The New Performance Management System encapsulates the underlying principle that performance is an on-going process that takes place from the time an employee joins the organisation until they leave and should be used in that time to support and develop people through their employment with the organisation. 6
  • 7. POLICY STATEMENTS/GUIDELINES • Performance Management (PM) shall be a management tool for meeting organisational goals • Performance Management shall be used to create a shared understanding of what is to be achieved and how it is achieved. • Performance Management shall be viewed both as an approach and a system for managing people and other organisational resources. • Competencies and measurement standards shall drive the performance management process to achieving desired results. • Performance Management shall drive the process through clear, consistent, visible and active involvement of the governing bodies, senior executives and managers. • Management and staff shall adopt effective and open communication systems at all levels for the successful promotion of the performance management process. • Incentives, rewards, recognition and sanctions shall be linked to performance. • Performance results and progress shall be openly shared/communicated with employees, customers, and stakeholders 7
  • 8. Prescriptive in nature – concentrates on what has to be achieved • Normative – hinges on how to make it more likely that it will be achieved Interest is in the individual’s past. • Emphasizes on how staff should operate Seen by staff and managers as a year meeting • It is a continuous process throughout the year informally and formally through review meeting at three monthly or six monthly intervals • Top down approach – one way assessment by the Manager / supervisor • One- way communication flow • Top down and bottom up approach – helps managers /supervisors to ensure corrective measures before something goes wrong • Two –way communication flow Reliance on how far the individual has met the tasks of job descriptions as in the appraisal Concerned with what an individual does and how they do it Usually concentrates on past results • Reviews past results for both positive and problematic areas • Concentrates on identifying and agreeing with the individual’s achievements for the next period Individuals asked to choose the training they would wish to undertake • Concerned with establishing a coaching relationship between the Manager /Supervisor and the individual. • Staff feel supported and motivated whilst the learning they undertake is appropriate, relevant and of use in their work, thereby enhancing their performance and contribution to the organizational goals 8
  • 9. 9 PERFORMANCE MANAGEMENT CYCLE 1. Planning • Define role & responsibilities • Communicate corporate vision and strategic plan • Set Functional and individual objectives aligned to Performance Management cycle the vision • Identify competencies & required behaviours 2. Progress Reviews • Monitor & evaluate performance against objectives- linking the objectives and competencies being demonstrated 4. Recognising &Rewarding • Reward excellent performance • Decide on steps to develop skills and competencies (e.g. PiP) • Agree sanctions where necessary 3. Appraisal • Appraise individual, reflect upon past performance & provide evidence based feedback • Review individual’s strengths and identify development areas
  • 10. GOVERNANCE STRUCTURES AND MONITORING 10 MECHANISMS FOR SUSTAINANBILITY • To ensure the sustainability of the system a governance regime/structure has been introduced. This was all inclusive capturing the overarching roles, responsibilities, authority relationships of the major stakeholders. This included: Public Services Commission, Governing Councils and Boards, Heads of the Public Services/Chief Executives/ Chief Directors, Ministry of Finance and Economic Planning, the National Development Planning Commission and the Fair Wages and Salaries Commission. • The Pubic Services Commission has been the lead agency in the development and management of the new performance management system in Ghana. All relevant public service institutions including the Universities and Management Development Institutes were involved, consulted and bought-in into the new system. The funding was strictly from the Public Services Commission annual budgetary support from government. External technical assistance was also provided by the Australian Public Service Commission as part of its Africa Programme for improving Public Administration practice. 10
  • 11. WHAT IS NEW? • Recognition that PM is an ongoing process that takes place from the time the employees join the organisation until they leave. Employers should, therefore, support and develop peoples through their engagement in the organizations. • Performance driven culture through the process approach i.e. an all inclusive top-down and bottom-up approach to PM. • Institutionalisation of a Rewards and Sanctions regime in the public service of Ghana. • Positioning and strengthening the HR function to play a strategic role in HRM practice in public service agencies. • A system for communicating (two-way flow) National Development Goals and Organisation’s Goals and Values to employee job functions to ensure relevance of the Organisations themselves. In effect there is to be the linkage with the National Goals/Organisational Goals/Departmental Goals and individual objectives to ensure the necessary synergy for development. • People development a key driver to ensuring high productivity at all levels through continuous learning and training. • Recognition that the often ignored soft issues in HRM performance assessment i.e. the competencies and skills employed by the individuals 11 must be measured and assessed objectively.
  • 12. 12 EXPECTED OUTPUTS AND BENEFITS The new System, has the following expected outputs and benefits:- • enables the Public Service to attract and retain talent; • leads to significant improvement in performance and customer sensitivity among Public Servants; • promotes professionalization of the HR Management in the entire Public Service for improved management of staff; • offers equal opportunities, for progression on merit and recognition for all sexes, ethnic backgrounds, occupational groups and grades; while ensuring high morale amongst public servants; • contributes to higher productivity, strengthens the ability of the public service to create the enabling environment for private sector operations and attainment of Millennium Development Goals; • lead to improved customer sensitivity and responsiveness; and • public satisfaction with the services of the Public Service Institutions shall be greatly enhanced. 12
  • 13. CONCLUSION • The new initiatives being introduced are meant to strengthen the capacity of public servants to discharge their duties and responsibilities efficiently and effectively. They are largely home-grown and are the result of careful assessment and review of the current state of HRM and its effectiveness for national development. “The Central focus of public sector reform rightly remains the transformation of the conditions of employment of career public officials, who occupy key positions in government organizations, so as to enable public authorities to attract, retain and reward talented professional, and make them more responsive to citizens’ need and expectation. Once the citizen see the evidence of administrative reform in the form of improvements in service delivery and administration, the virtuous cycle of political acceptance and effective implementation will gain momentum” ( “The Specificity of Public Service Reforms”, Public Administration and Development, Vol. 24, 2004:383) 13
  • 14. 14
  • 15. QUESTIONS, ANSWERS AND CONTRIBUTIONS 15