March 20, 2024
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NINGO-PRAMPRAM DISTRICT ASSEMBLY UNDERTAKES CAPACITY BUILDING WORKSHOP FOR STAFF

The Ningo-Prampram District Assembly has organized a capacity building training workshop for its staff, on Wednesday, March 20th, 2024, at the District Assembly conference Hall. The primary objective of the training is to enhance the skills and competencies of its staff members. The workshop served as a platform for professional development and aimed to equip staff with the required tools and knowledge to excel in their roles within the organization.

The facilitator, Mr. Justice Kojo Antwi Eqs, a staff member of the Local Governance Service, delivered a comprehensive presentation on the complexities of performance appraisal forms. In his insightful presentation, he took the staff through the four fundamental stages of the performance appraisal. He explained their significance in the evaluation of staffs’ performance effectively.

The first stage highlighted was Performance Planning, typically undertaken at the onset of the year, in January. During this stage, staff, together with their immediate supervisor, set the key performance areas and indicators to achieving organizational targets and objectives. This provides a roadmap for their activities throughout the year.

Mr. Antwi emphasized the importance of clear and measurable goals in this initial planning phase, which lays the groundwork for subsequent evaluations. It is important for the set indicators to be Specific, Measurable, Attainable, Realist and Time bound (SMART).

The second stage, Midyear Review, takes place in July. It is a reference point to assess progress towards the established objectives and goals. It offers an opportunity for feedback, reviews and corrections.

This enables employees to address challenges or shortcomings encountered during the first half of the year.

The third stage in the performance appraisal process, is the End of Year Review or Evaluation. This is carried out at the end of the year, in December. This stage involves a comprehensive assessment of employees’ performance throughout the year, as against the set targets at the beginning of the year. It measures their output, achievements, areas for improvement, and overall contributions to the organization. It serves as a critical reflection point, allowing both employees and managers to gauge performance against set targets and objectives.

Following the evaluation stage is the fourth and final stage, Report and Decision, also conducted in December. During this phase, appraisal scores and reports are compiled, summarizing employees’ performance throughout the year. These reports provide valuable insights for decision-making regarding promotions, salary adjustments, training opportunities, and other personnel-related matters.

He emphasized that before a staff member’s performance appraisal forms can be signed by the coordinator, it is mandatory for the Human Resources (HR) to distribute a memo to all staff, reminding them to commence filling out their appraisal forms. This procedural step ensures uniformity and consistency in the appraisal process, allowing sufficient time for employees to reflect on their performance and provide accurate self-assessments.

n addition to explaining the stages of performance appraisal, Mr. Antwi delved into the key components of the appraisal process, namely Key Performance Areas (KPA), Key Performance Indicators (KPI), Weight, and Service Delivery Standards. These components serve as foundational elements in evaluating and measuring employees’ performance against organizational objectives and standards. Key Performance Areas represent the broad domains for which employees are responsible, encompassing their primary roles and responsibilities within the organization.

Key Performance Indicators, on the other hand, delineate specific activities and metrics used to assess performance within each KPA, focusing on aspects such as quality, quantity, timeliness, and cost efficiency.

Moreover, Mr. Antwi emphasized the importance of assigning appropriate weights to each KPA, reflecting their relative importance in achieving organizational goals. He provided insights into the minimum and maximum requirements for performance appraisal ratings, distinguishing between junior and senior staff categories.

He articulated that the minimum number of Key Performance Areas (KPA) for junior staff is two, while for senior staff, it is three. Conversely, the maximum number of KPAs for junior staff is four, whereas for senior staff, it is five. He underscored the need for transparency and fairness in assigning weights, ensuring equitable evaluation across different roles and responsibilities within the organization.

It is imperative for every employee, both Government of Ghana and Internally Generated funds staff to fill and submit their appraisal forms. This is the rudimentary requirement for promotion. Therefore, a staff cannot be promoted without being appraised annually.

Mr. Antwi shed light on Service Delivery Standards, staff must incorporate into their daily activities and service to the public. These service delivery standards are professionalism, participation, effective and efficient use of resources, client focus, accountability, and transparency.

Mr. Antwi further elaborated on the Service Delivery Standards, emphasizing the importance of client focus, accountability, and transparency. Client focus entails prioritizing the demands and needs of both internal and external clients, ensuring that their expectations are met or exceeded.

Regarding accountability, he emphasized the importance of taking responsibility for one’s actions and decisions, acknowledging the impact they have on organizational outcomes. Transparency, involves being open and fair in all dealings, fostering trust and integrity within the organization.

In addition to discussing Service Delivery Standards, Mr. Antwi delved into the Code of Conducts of the Local Governance Service, highlighting its significance in guiding ethical behavior and professionalism among staff members. He outlined several key principles under the Code of Conducts; including Anonymity and Permanence, Client-orientation, Loyalty and Commitment, Transparency and Accountability, Diligence, Discipline, and Timeliness, Creativity and Innovativeness, Equity and Impartiality, and Integrity.

Explaining the objectives of the Code of Conducts, Mr. Antwi emphasized that it serves as an effective framework for implementing the values of the Local Government Services, as well as the broader Public Service. He underscored the importance of ethical conduct, urging participants to adhere to the principles outlined in the Code, pursue organizational goals ethically, and serve as agents of positive change within their respective roles.

By emphasizing the importance of ethical behavior, adherence to the Code of Conducts, and commitment to organizational values, Mr. Antwi instilled a sense of responsibility and professionalism the participants. His guidance underscored the pivotal role of ethical leadership in fostering a culture of integrity, accountability, and excellence within the organization. The participants practically filled the performance appraisal forms to indicate their understanding of the forms and the usefulness of the workshop.

ISD Ningo-Prampram

20th March 2024