Agenda item

Purpose of the report:  Performance Management

To provide an update on the progress made towards the recommendations from this Committee, Wednesday 30 April 2014 (Item 35/14)

Declarations of Interest:

            None

Witnesses:

Carmel Millar, Director of People and Development

Holly Hood, Organisational Development Consultant

Key points raised during the discussion:

1.    The Committee were informed that good progress was being made to ensure 100% of appraisal completion by March 2015. It was noted that the figure of incomplete appraisals, refers to those which have not been recorded, as opposed to not taken place. The Portal had been updated to ensure recording appraisals was easier and less time consuming for managers. 

2.    The Committee noted the current staggered approach to appraisal completion within the Adult Social Care Directorate and Commercial Services area.  Members expressed that given the staggered approach; the 100% completion figure would need to be continuously ‘rolled over’.  It was added that at every level of management, part of a manager’s appraisal review should be whether they had completed their team’s appraisals.  Members queried what sanctions there were on managers who did not complete appraisals with their teams and it was noted that by the end of the financial year it was expected that all managers would have fulfilled their requirement to hold appraisal conversations.

3.    It was reported to the Committee that areas where completion figures were low had been identified and this was often remote users and employees who did not log on to a computer regularly.  The OD Consultant was working with managers within these areas to identify ways to support them and ensure all appraisals were completed.  It was expected that resolving any issues experienced when managers recorded appraisal completion would increase the total number of completed appraisals towards the 100% target. It was noted that individuals could now be identified as not having an appraisal recorded and these reports are sent to Strategic Directors and Heads of Service to follow up. It was noted that the Chief Executive would be sending an email to the entire workforce detailing the importance of completing and recording appraisals.

4.    Barriers to the 100% completion rate included where part time staff were unable to attend a meeting outside of normal working hours.  Managers were being advised to be flexible and make arrangements such as using the time set aside for a regular supervision session for their appraisal conversation.  Adult Social Care and Children, Schools and Families had the lowest rate of appraisal completion and it was noted that job pressures and department related difficulties could be a contributory factor.  The Committee were informed appraisals for some part time staff had been re-designed to make them quicker and easier to complete and tailored ‘job chats’ are used in Commercial Services to ensure we are offering flexibility but also consistency to all staff.

5.    It was noted that the Unions were supportive of the 100% appraisal completion rate target and had been engaged with the staff Health Check Process in Adult Social Care and Children’s Services teams. 

6.    The Committee raised concern regarding how quality would still be ensured when the focus had been on increasing the quantity of appraisals.  Officers expressed that quality was also being addressed however it was the main priority to ensure appraisals were being carried out across the organisation before continuing the work on a  quality improvement plan.

7.    The Committee were informed that feedback from the Better Place to Work Programme had shown that some employees had not had an appraisal for a number of years.  It was agreed that some responsibility remained with staff to ensure they had an appraisal once a year.

8.    An aspect of the appraisal process was 360 feedback; however, it was noted that this was not yet universal.  After a discussion around the importance of training for managers, the Committee were informed that beginning in January, 100 managers would start to work in Locality Teams as good practice champions.  This would mean managers could learn from each other and best practice could be shared.

9.    The Committee suggested to officers that spot checking appraisals on the grounds of quality would be worth considering.  The Chairman requested the item come back to Committee in April to discuss the quality of appraisals once the quantity had improved. It was added that achieving less than 100% appraisal completion did not reflect well on the organisation.

Actions/Further Information to be Provided:

None.

Recommendations:

That officers in HR&OD give consideration to spot-checking appraisals on the grounds of quality.

Action by: Director of People & Development

Select Committee Next Steps:

The Committee to receive a further report in April 2015.