government of malta

Government of Malta

Malta Information Technology Agency, Gattard House, National Road, Blata l-Bajda HMR 9010 Malta

Telephone: (+356) 21234710

Web Site: www.mita.gov.mt

Public Service Dakar Web System

Performance Appraisal Manual- Appraisee

Date: 10/04/2019

Version: 4.0

Department: Office of the Prime Minister (OPM)

Unclassified

Unclassified Public Service Dakar Web System – Appraisee Manual v4.0

Page ii

Document Control Information

01. Document reference

PI08024A-PRO-Dakar_Web_PA_Appraisee-v4.docx

02. Document type

Manual / Standard Operations Procedure (SOP)

03. Security classification

Unclassified

04. Synopsis

This document is a reference book to guide Appraisees with their tasks while using the Web Dakar System Performance Appraisal System (PA).

05. Document control

Author Change controller Distribution controller

MITA - Payroll & HR Programme

(PHRP)

MITA - PHRP OPM - People & Standards

(P&SD)

06. Authorisation

Issuing authority Approval Authority

MITA - PHRP OPM – P&SD

07. Modification history

Version Date Author Comments

Draft 0.1 07/07/2014 MITA - PHRP Draft version for internal review

Version 1.0 02/01/2015 MITA - PHRP First version for release

Version 2.0 20/05/2016 MITA - PHRP Second version for release

Version 2.1 24/10/2016 MITA - PHRP PAHRO references replaced with P&SD

Version 3 22/01/2018 MITA - PHRP PA Enhancements

Version 4 08/04/2019 MITA - PHRP Added “Login with Active Directory” and Appendix C

08. Acknowledgements

Dakar Software Systems


Page iii

09. References

Dakar Manuals

10. Distribution list

OPM – P&SD Government Dakar System Users MITA - HR & Payroll Programme Team Dakar Software System – Government Team


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Table of Contents

DOCUMENT CONTROL INFORMATION ................................................................................................................................. II

TABLE OF CONTENTS ........................................................................................................................................................... IV

01. THE SCOPE OF THIS MANUAL .................................................................................................................................. 1

02. PERFORMANCE APPRAISAL PROCEDURES - THE APPRAISEE’S ROLE ............................................................. 2

03. THE FIRST STAGE – INITIALISATION OF APPRAISALS .......................................................................................... 5

04. THE SECOND STAGE – START OF YEAR .............................................................................................................. 11

05. THE THIRD STAGE – MID YEAR .............................................................................................................................. 14

06. THE FOURTH STAGE – END OF YEAR ................................................................................................................... 17

07. CREATION OF A SECOND FORM WHENEVER THERE IS A CHANGE IN APPRAISEE’S

DEPARTMENT/MINISTRY, APPRAISER AND CONFIRMING APPRAISER ......................................................................... 21

APPENDIX A – CREATE SHORTCUT IN GOOGLE CHROME BROWSER FAVOURITES .................................................. 23

APPENDIX B – COMPUTATION OF MARKS ......................................................................................................................... 25

APPENDIX C – WHO IS ELIGIBLE TO COMPILE THE PERFORMANCE APPRAISAL? ...................................................... 26


Page 1

01. The Scope of this Manual

This manual aims to identify and highlight the performance appraisal procedures of the Appraisee

(employee) in relation to the new Dakar Performance Appraisal System. This step-by-step guide is

intended to enable the employee, referred to as the Appraisee, to perform his/her annual on-line

performance appraisal for the specified period.

For the sake of this manual:

The Appraisee is the person who is being appraised during the period shown on the form;

The Appraiser is the supervisor who is performing such an appraisal for the period shown on

the form;

The Confirming Appraiser is the next-level supervisor, who reviews the marks and

comments inserted by the Appraisee and the Appraiser, and can either agree with the

feedback and ratings given by the Appraiser and marks the appraisal as closed, or disagrees

with the ratings given by the Appraiser, makes his/her own reviews on the system, and

marks the appraisal as closed.


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02. Performance Appraisal Procedures - The Appraisee’s Role

Select Google Chrome browser from the menu bar of your PC, and enter the Performance Appraisal

system by entering URL https://pshr.gov.mt. The system has alerted the employee, by means of an

automated e-mail, that appraisal by the supervisor has been initiated.

The option “Login with Active Directory" allows PA users to log into the Government Dakar System

directly via their "CORP" account (PC login). Users who have a "CORP" account must start using this

option to log into this system while the rest should keep logging as usual.

All PA Users with a "CORP" account that are going use the option

“Login with Active Directory must not type the CORP\account username

and CORP password in the relevant boxes. PA users must click the

option “Login with Active Directory and they will directed to the

Government Dakar System.

Once logged in, the below screen appears.

https://pshr.gov.mt/


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Select the Performance Appraisal icon. Since there are a number of Appraisers who are also

Appraisees, the system prompts users to choose their role on login.

The role selection menu is not available for those Appraisers who are

neither Appraisees nor Confirming Appraisers. For those persons who

have dual roles, the Performance appraisal screen would look as shown

above.

If you have one single role you have to select My Performance Appraisal.

Once logged in as Appraisee, the screen Appraisee Statistics is shown. This screen lists your name

as the Appraisee. This screen is made up of four different sections, which represent the four stages

of appraisal:

Initialisation of Appraisals,

Start of Year,

Mid-Year, and

End of Year.


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For every appraisal, all four stages have to be completed and no stage can be skipped

before proceeding to the next.

When an Appraisee is to be transferred to a new department/ministry

and is therefore to be assigned with a new supervisor and a new next

level supervisor, then the Mid-Year appraisal is to be marked N/A and

not ‘0’ by current appraiser. The End of Year assessment should always

be made and the end of year date should always reflect the last working

day within the section. In such circumstances, the system only takes

into account the End of Year marks given. A new second form is to be

opened by the new appraiser at the new department/ministry, as

described in Section 07. Creation of a Second Form whenever there is a

change in appraisee’s department/ministry, appraiser and confirming

appraiser.

When an Appraisee changes duties during the year, but keeps on

working at the same department and remains assigned with the same

appraiser and confirming appraiser, the present appraiser must add the

new duties in conjunction with the old ones, in the current form.

Appraiser is to rate new and old duties in the Mid-Year appraisal. The

old duties are to be marked as N/A at the end of year stage.


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03. The First Stage – Initialisation of Appraisals

The Appraiser should always commence the First Stage, Initialisation of

Appraisals and the rest of the stages, Start of Year, Mid-Year and End of

Year. The initialization of Appraisal Stage should always be started by

January 1st of every year or the commencement date of the performance

appraisal, in cases where it is not 1st January, due to transfers, new

recruitment etc.)

You, as an appraisee are alerted by an e-mail, sent by your appraiser, that your performance

appraisal has been initiated, for the indicated appraisal period and that you are required to input your

work plan.

Enter the below screen Appraisee Statistics and select from the drop down list menu, the

appropriate year for the Performance Appraisal that needs to be completed.

Once the year is selected, the screen Appraisee Statistics will show one (1) pending appraisal.

This is shown as still pending since you as an Appraisee are still to enter the work plan. Click the one

(1) pending appraisal, in the Initialisation of Appraisals stage, and you will see your details in the

pending section.

Should the pending appears as Zero (0), please inform your supervisor

to confirm that s/he has opened your appraisal.


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Click on your details in the pending section of the Initialisation of Appraisals, and the

performance appraisal form appears.

Check that the details of your Appraiser and Confirming Appraiser are correct. You can navigate

from the PA form to the main appraisee screen by clicking on Go back to Statistics View. The tabs

visible in the Initialisation of Appraisals stage are the General Information and the Workplan.

Appraisal covers this period

Appraisee’s personal

details

Appraisee’s supervisor

and next level

supervisor details

Different tabs of the

form

Performance Appraisal

status

Appraisal stage


Page 7

In case of incorrect details or if you have been transferred to a new

department, please contact Ministry HR Officer and your ‘proper’ Appraiser.

The Ministry HR Officer is to send the new details to the RPS (P&SD)

Performance Appraisal Team at PSD by e-mail on

[email protected]. Once the proper

Appraiser/Confirming Appraiser details have been updated in the

system, click again Initialization of Appraisals > pending > your details.

Select the tab Work Plan, and double-click in the empty space provided under Work Plan (tasks or

duties that are mutually agreed). A space appears each time you click on the three lines

highlighted in the red box. Add 1 task per row. Each task carries a maximum rating of 10 marks.

A maximum of 20 tasks can be inserted. These tasks should have been discussed earlier with your

Appraiser. The Work plan can be copied (ctrl c ctrl v) directly from a Word document.

mailto:[email protected]


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You, as an Appraisee can also delete rows by dragging the particular task row to the right hand side

of the screen. A red column will appear to indicate your action and a pop up message will appears

whereby you have the choice to select ok or cancel.


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You as an Appraisee can also change the order rows.

Save the work plan by selecting the green save button at the bottom right of the screen. Click the

submit appraisal button, as the saving status chosen by appraiser is actual published, and

therefore the Appraiser status is complete in Appraisal Status bar.

The Appraiser is alerted by the system that the work plan has been completed. Appraisee status, as

shown below, is now complete.


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If the work plan is left void and you click the submit appraisal button, the system will notify you,

whether you want to proceed. If you select ok, you will be notified that you must have at least one task

or duty in the work plan and therefore will not let you continue with the submission of the performance

appraisal to the supervisor, until the work plan has been duly filled in.


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04. The Second Stage – Start of Year

a) During the Start of Year Stage, the Appraiser can change, delete or add to the work plan that

has been previously inputted by the appraisee and once s/he is satisfied with these tasks,

the work-plan is saved and cannot be amended further.(Verification of Work Plan) This

stage is to be completed by not later than January 31st of every year or within three

weeks of the commencement of the performance appraisal (the latter applies when the

commencement date of the performance appraisal is not 1st January, due to transfers,

new recruitment etc. )

New tasks can be added/deleted only by the appraiser, during the

following stages: start of year, mid-year and end of year.

After the Appraiser completes the start of year, an e-mail, is sent to you as an Appraisee, informing

you that the start of year has been published by the Appraiser for the actual year.

Enter the screen Appraisee Statistics and select from the drop down list menu, the appropriate year that needs to be completed the performance appraisal.

Then Select start of year and pending and click on your details.

Check Workplan tab. You are required:

to click the Submit Appraisal button once you revise and agree with your work plan.

OR


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Place your comment/s in the comments box and click the Submit Appraisal button if you

disagree with any task/s.

Click the submit appraisal button, and ok, and the Appraiser is alerted by the system that the work

plan has been completed.


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Appraisee status, as shown below, is now complete.


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05. The Third Stage – Mid Year

During June 15th of every year, the Appraiser will be notified by the system that the Mid-Year

appraisal is due, and so has to perform your appraisal. The Mid-Year stage is to be completed by not

later than July 15th of every year.

The Appraiser performs the mid-year review by giving marks and comments in the following sections:

Personal Attributes – selects marks from 0 to 5 (0=minimum, 5=maximum) for each

attribute from picklist, and inserts any comments in the Suggestions for Further

Improvement of the Employee’s Personal Attributes.

Workplan – selects marks from 0 to 10 (0=minimum, 10=maximum) for each task from

picklist. If task has not yet been assigned, it should be marked N/A, and will not be

considered for the final markings.

The Appraiser may choose NA as ratings, since the mid-year review is not applicable. Refer to

Section 07. Creation of a Second Form whenever there is a change in appraisee’s

department/ministry, appraiser and confirming appraiser

Appraiser has the option to choose the saving state of viewable draft, prior to the step of actual

published and this is done so that you as an appraisee can view the ratings and comments given by

your appraiser. Any inaccuracies or missing marks, as highlighted by you, as an appraisee, can be

edited by the appraiser in this stage. Once the necessary editing has been done, appraiser selects

Actual Published and the save button. You, as an appraisee, will receive an automated message

that the Mid-Year assessment is complete.

After logging into the system, enter the screen Appraisee Statistics and select from the drop down list menu, the appropriate year for the Performance Appraisal that needs to be completed. Then Select Mid-Year and pending and click on your details.


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You are required to view the ratings you were awarded in the “Personal Attributes” and “Workplan”

sections and if in agreement,

Place your comments in the comments box and click the “Green Submit Appraisal”

button.

OR

Should you disagree with the ratings, you are required to place your comments in the

comments box and click the “Green Submit Appraisal” button.

It is of paramount importance that comments do not include personal data which is

particularly sensitive, i.e. personal data which relates to religious or philosophical

beliefs, political affiliations, sex life, health, race, ethnicity or trade union

membership. (The Data Protection Act (Cap 440)

http://justiceservices.gov.mt/DownloadDocument.aspx?app=lom&itemid=8906&l=1


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Appraisee status, as shown below, is now complete.

The Appraiser is alerted by the system that the Mid-Year has been completed by the Appraisee.


Page 17

06. The Fourth Stage – End of Year

During December 15th of every year, the Appraiser will be notified by the system that the End of

Year appraisal is due, and so has to perform your appraisal. Another automated e-mail, as a

reminder about the End of Year stage will be sent to the appraiser and the confirming appraiser on

January 2nd of the next year.

a) The End of Year Stage is to be concluded by your Appraiser and

you, as the appraisee, by not later than January 12th of the next

year.

b) The End of Year Stage is to be fully concluded by your Confirming

Appraiser by not later than January 31st of the next year.

The Appraiser performs the annual review by giving marks and comments in the following sections:

Summary of Career Development – selects Yes, No or N/A from picklist and inserts any

comments in Comments area;

Personal Attributes – selects marks from 0 to 5 (0=minimum, 5=maximum) for each

attribute from picklist, and inserts any comments in the Suggestions for Further

Improvement of the Employee’s Personal Attributes.

Work plan – selects marks from 0 to 10 (0=minimum, 10=maximum) for each task from

picklist. If a task was not completed due to a change in the department’s remit, this should be

marked N/A (not applicable) from the drop-down list.

Going the Extra Mile – ticks the most appropriate description of the employee’s commitment.

Appraiser must make only one selection. If one of the three descriptions shown do not fit,

Appraiser can insert their own near Any Other… A brief description of the initiative should

also be included by double-clicking Brief description of Evidence. Appraiser should also

insert a mark from 0 to 20 from the pick-list provided which best rates the employee’s

motivation and innovation in the space provided, entitled Overall rating on the employee’s

motivation and innovation this year.

In Going the Extra Mile section, the appraiser should indicate

whether the employees have consistently exceeded expectations and

whether their performance goes over and above what is included in

the work plan. Evidence should be provided. No marks are to be

assigned in case the employees fulfil ONLY what has been agreed

upon in the work plan. Refer to Section 3. Going the Extra Mile in

PA Manual found in the Manuals Section of the URL

https://pshr.gov.mt.

https://pshr.gov.mt/_CO/GOVT/MANUAL/PA_MANUAL.PDF

https://pshr.gov.mt/_CO/GOVT/MANUAL/PA_MANUAL.PDF



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Career Development – Chooses the appropriate answer for each of the three sections from

the pick-lists provided – Yes (in a Similar Role), Yes (in a different role) and No for the first

section, Yes (in a similar role) and No for the second section, and Yes or No for the third

section. Appraiser should also provide further information in the Remarks section of each.

Appraiser has the option to chose the saving state of viewable draft, prior to the step of actual

published and this is done so that you as an appraisee can view the ratings and comments given by

your appraiser. Any inaccuracies or missing marks, as highlighted by you, as an appraisee can be

edited by the appraiser in this stage. Once the necessary editing has been done, appraiser selects

Actual Published and the save button. As the appraisee, you will receive an automated message

that the End of Year assessment is complete.

After logging into the system, enter the screen Appraisee Statistics and select from the drop down list menu, the appropriate year for the Performance Appraisal that needs to be completed. Then Select End of Year and pending and click on your details.

Now you should view all the marks and appraisers’ comments, and insert remarks for the below–

mentioned in the comments box next to the Appraisal Status history.

Personal Attributes;

Going the Extra Mile

Career Development

It is of paramount importance that comments do not include personal data which is

particularly sensitive, i.e. personal data which relates to religious or philosophical

beliefs, political affiliations, sex life, health, race, ethnicity or trade union

membership. (The Data Protection Act (Cap 440)

http://intra.gov.mt/file-attachments-2015/data-protection-write-up


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NA marks are to be used by the appraiser, to rate the old tasks of an

appraisee that has changed duties during the year, but has kept on

working at the same department and has remained assigned with the

same appraiser and confirming appraiser.

You would also be required to add any comments and whether you agree or disagree with the ratings

given, in the comments box next to the Appraisal Status history.

If you agree with the ratings given by Appraiser, you are required to click the accept appraisal

button and the performance appraisal for that particular year will be closed. The Confirming

Appraiser is informed that you have accepted the performance appraisal and will confirm your

performance appraisal or otherwise.

If you disagree with the ratings given by Appraiser, you are required to click the reject appraisal

button, after having stated the reasons for disagreement. The Confirming Appraiser is informed that

you have rejected the performance appraisal, and, therefore due to this rejection, the confirming

appraiser will be required to meet appraisee and appraiser.

Once ratings are revised by the Confirming Appraiser, following meeting, appraisal is saved and

closed, and the system automatically alerts you as an Appraisee and the Appraiser accordingly.

Performance Appraisal can be printed, at this stage only.

Performance Appraisal status indicates that Appraisee status, together with the Appraiser

status and the Confirming Appraiser Status, as shown below, is now complete. Therefore the last

stage, End of Year has been concluded.


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The Confirming Appraiser is the person that always confirms the

performance appraisal and his/her decision is always final. Performance

appraisal cannot be changed following the final approval and closure by

Confirming Appraiser.


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07. Creation of a Second Form whenever there is a change in appraisee’s

department/ministry, appraiser and confirming appraiser

The Appraiser has the rights to open the second form, when an

Appraisee is transferred to a new department/ministry and is therefore

assigned with a new supervisor and a next level supervisor, New duties,

reflecting these new changes are to be inserted in the work plan by the

appraisee and verified later on by the appraiser. As an appraisee, you

will be able to view in the Appraisee Statistics Screen, two forms in all

stages: Initialisation of Appraisals, Start of Year, Mid-Year and End of

Year.

Log into the system, as usual and once, the Appraisee Statistics Screen is visible, click the first

stage, Initialisation of Appraisals and insert work plan as highlighted in Section 03.The First Stage

– Initialisation of Appraisals.

Calendar date should reflect the commencement date within the section and therefore if this is

incorrect, inform your appraiser accordingly, so that s/he will amend it accordingly. In this

case, the starting date is 01.07.2017 and therefore the appraiser should have selected that date from

the calendar.


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At the end of each stage, you as an appraisee will view two copies of performance appraisals,

the PA’s of your previous employment and your current employment.

As an appraise, you can now follow the rest of the stages as highlighted in Section 03.The First

Stage – Initialisation of Appraisals and Section 04.The Second Stage – Start of Year.

In the case of the third stage, Mid-Year Stage, the appraiser must mark all scores in Personal

Attributes and Workplan as NA, since the mid-year review is not applicable. Ratings are to be given

at the end of year stage, as highlighted in the Section 06. The Fourth Stage – End of Year and form

is complete once it has been concluded by the Confirming Appraiser.


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Appendix A – Create Shortcut in Google Chrome Browser Favourites

1. Open the Google Chrome browser

2. Enter the Dakar system web application address in the address bar as shown below:

Note: Live system: https://pshr.gov.mt

Test System: https://pshr-test.gov.mt

3. Click on the Bookmark icon (Star shape icon) that is situated on the top right hand side of the

Google Chrome browser and then click on ‘Done’


https://pshr-test.gov.mt/


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4. Go to the bookmark screen again and look for the Dakar shortcut.

Note

To activate the bookmark menu, click the Customise and control Google Chrome Menu

A menu will pop out and choose bookmarks and show bookmarks bar. All bookmarks will appear in

the Google Chrome Menu.


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Appendix B – Computation of marks

The following computations are to be taken into consideration should the Confirming Appraiser

(Next Level Supervisor) decides to amend the marks of any of these Sections: Personal Attributes,

WorkPlan and Going the Extra Mile.

Personal Attributes

Add the Mid-Year score and the End of Year score. The total sum of these is to be divided by

two, as there are two reviews, and the outcome of this sum is the final result of the Personal Attributes

Section. In cases where the Mid Year scores are listed as N/A, the end of year average only is to be

taken into consideration. This section carries a maximum of 20 marks.

Mid Year Review End of Year Review Total Sum

WorkPlan

Let’s take an example where an appraisee has 5 tasks listed and the total number of marks given for

the Mid Year and End of Year are 35 and 30 respectively. Therefore the appraisee scored 35 out of

50 and 30 out of 50 respectively since each tasks carries a maximum of 10 marks each. The

computation out of a 60% being the total marks for Section 5 is computed as shown hereunder.

Mid Year Review End of Year Review

42+36= 78 ÷ 2 = 39

Therefore the final result for Section 5 is of 39, being the average of 42 and 36. In cases where the

Mid Year scores are listed as N/A, the end of year computation only is to be taken into consideration.

This section carries a maximum of 60 marks.

Going the Extra Mile

The Overall Rating of the Employee is directly reflected in this section and applies only to the End of

Year stage. Therefore no averages apply in this case. This section carries a maximum of 20 marks.


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Appendix C – Who is eligible to compile the Performance Appraisal?

1. Public officers in the General Service Class who are not on a performance agreement.

Officers in Grade 5

Senior Principals

Principals

Assistant Principals

Executive Officers

Senior Clerks

Clerks

Assistant Clerks

2. All other grades/positions (whether definite or indefinite) from Salary Scale 10 up to Salary

Scale 5, that are not on a performance agreement.

Exceptions are made to Paramedic, Nursing, Teaching and Medical Grades.

3. Public Officers presently on a Private Secretariat Contract, and fall within the eligibility

requirements mentioned in this section should still compile a PA, since they may require

progression/promotion within their Respective Classification Agreement.

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