BUGANDO MEDICAL CENTRE PRESENTATION ON OPRAS OVERVIEW BY

BUGANDO MEDICAL CENTRE PRESENTATION ON OPRAS OVERVIEW BY: MS LEAH D. KAGINE DIRECTOR OF ADMINISTRATION AND HUMAN REOURCES 17 TH SEPTMBER, 2015

OPRAS • The Open Performance Review and Appraisal System (OPRAS) is an open, formal and systematic procedure designed to assist both employers and employees in planning, managing, evaluating and realizing performance improvement in the organization with the aim of achieving the intended organization goals.

OPRAS Cont-- ü Is the formal, systematic assessment of how well employees perform their jobs in relation to established standards. ü Is the tool used to assess how well an employee completes the job. ü Is a periodic rating of an employee by a supervisor or manager.

OPRAS Cont-- • Performance Appraisal System may vary between organizations depending on the nature of their functions and between levels but have to be open and transparent. • Performance Appraisal is required to be prepared in respect of all employees serving on pensionable, contract agreement and Operational Service at Bugando Medical Centre.

WHY OPRAS • The aim is to discover, evaluate and document the potential and shortcomings of individual performance to enable measures to be taken for improvement of the efficiency and effectiveness of the BMC performance as a continuous process.

FEATURES OF OPRAS has the following unique features that can be differentiated from the previous confidential appraisal system: • Openness - allows both employee and employer to discuss and agree on the organisation and individual objectives to be achieved during the year; • Participation - involve employees in the process of setting objectives, performance targets and criteria as well as in determining, assessing and recording performance;

FEATURES OF OPRAS cont-- • Accountability - individual employee is required to sign annual performance agreement and account for performance against agreed targets and resources allocated for each activity; • Ownership - shows linkage between individual objectives and the overall hospital objectives in a given period. This helps the employee to understand own role and contribution hence creating commitment in achieving the organization/hospital goals.

OPRAS Process Flow • Implementation of OPRAS follows a series of interlinked processes that have roots from the Annual Planning process and ends with the feedback on annual overall performance providing inputs to the annual planning process as shown in Diagram below.

OPRAS Process Flow Cont---

Key Elements of OPRAS 1. Setting of Annual Performance Targets • Setting of the annual performance targets is a key element of OPRAS. The performance targets are used to assess the performance of every employee by comparing the achievements against agreed performance targets. • The annual performance targets of individual employees are set only after the overall directions; objectives and performance targets have been determined for the institution/hospital, departments/divisions/units as well as sections within department/division/unit. This process is the one, which finally creates the linkage between organisation/hospital objectives and individual objectives.

2. Evaluative Aspects • Work Output: OPRAS provides an opportunity to measure the aggregate of achievement by individual employee in a given year. Emphasis is on quantity, quality and effectiveness in utilization of resources. • Attributes of good performance: Under OPRAS the characteristics and qualities of employees are evaluated under “attributes of good performance” aspect. Attributes of good performance aim to motivating and creating positive work behaviours while discouraging actions that come into conflict with established rules of good conduct and values of the organization/BMC. Among the notable values are integrity, commitment, discipline, ability, teamwork and effectiveness in establishing good relationship with fellow employees within working place and outside organisation/hospital.

Evaluative Aspects cont- • Opportunity to appeal: Another new element introduced in the OPRAS is an appeal mechanism in case of disagreement of evaluation scores between individual employee and immediate supervisor. • Developmental Measures: Provides an opportunity for the supervisor and employee to discuss and agree on measures to be taken to improve weaknesses so as to prepare the employee for future organization responsibilities.

Evaluative Aspects cont-- • Feedback Provides an opportunity for the employee to give feedback to the employer on issues that are encountered during the period of assessment and call for improvement. • Rewards: – Salary progression: The introduction of OPRAS means that the salary progression of an employee is no longer automatic as in the past. To encourage performance, salary increments will be offered to employees with good performance. Employees with poor and very poor performance will not receive salary increments any more. – Non-financial rewards: Non-financial rewards will be offered to outstanding and above average performers as recognition.

Advantages of using OPRAS The OPRAS has the following benefits to the employees and employers: (a) Employee – Motivated to perform effectively and continuously improve performance due to recognition; – Empowered through resources provided to implement planned and agreed activities; – Informed of skill gaps and measures for improvement; – Guided and focused in the execution of duties and responsibilities; – Improved working relations; eg between employee and supervisor/employer; – Improves accountability and transparency; and – Enable the employees to know what is expected of them.

Advantages of using OPRAS cont --(b)Employer – Provided with opportunities to re-enforce the organization/hospital objectives; – Given feedback on the effectiveness or weaknesses of workplace systems, processes and procedures; – Informed on how to make merit based decisions on rewards and sanctions; – Informed on staff development needs and human resources planning; – Improved working relations in an organisation; and – Assists to confirm/promote an employee.

Roles of Various Players in Implementing OPRAS as a system has a number of players to make it operational and bring about the desired results. The players include individual employees, supervisors, employers and the Government. • Roles of individual employees – To understand what is expected of them during the reporting year; – To communicate with supervisor on implementation of individual objectives, successes and obstacles faced; – To prepare for and take part in at least one review meeting; – To participate in the end of the year assessment of performance; – To comment on the performance appraisal report; – To retain a copy of the OPRAS form.

Roles of Various Players cont- • Roles of Supervisor – To coach, mentor and counsel employees; – To ensure that objectives are set within the action plan and development plan; – To ensure availability of resources/inputs for carrying out individual employee objectives; – To ensure that the employee is properly involved in the review process throughout the year; – To carry out at least one mid year review with all subordinates; – To complete the annual assessment for all subordinates; – To ensure that the Head of Unit/Division/hospital sees the comments on performance appraisal report.

Roles of Various Players cont- • Roles of Employer – To ensure individual performance agreements are signed by all employees at the beginning of the year; – To ensure mid year and annual reviews takes place; – To support and facilitate implementation of hospital plans e. g. resources, training; – To monitor and evaluate implementation of hospital/BMC plans; – To take actions on recommendations of employees performance e. g. rewards, sanctions, development measures and appeals.

Roles of Various Players cont- • Roles of the President’s Office - Public Service Management. – To issue guidelines on OPRAS; – To facilitate employers on the implementation of OPRAS; – To monitor implementation of OPRAS.

Roles of Various Players cont- • Roles of the Public Service Commission. – To check on compliance on the implementation of OPRAS; – To handle employees appeals on OPRAS from different employers.

Who fills OPRAS Form • It is emphasized here that OPRAS form must be filled by all employees at Bugando Medical Centre in accordance with the BMC staff regulations and Scheme of Service. • OPRAS forms should be filled in triplicates copies i. e. an employee will remain with 1 copy for reference during implementation

Submission of OPRAS Reports • The Directorate of Human Resources and Administration will have to prepare and maintain annual performance report for all employees showing consolidated overall performance of the hospital. The report will be submitted to the Director General and presented before the hospital Board of Governors. • A copy of the filled OPRAS form for every employee will be submitted to the President’s Office - Public Service Management through LAWSON System every year.

The hospital overall performance report should show the number and percentage of all employees performance ratings. For Example 1: SN. Number of Employees Performance Rating Rated Mark Percentage 1 100 Outstanding A 10 2 250 Above Average B 25 3 300 Average C 30 4 250 Poor D 25 5 TOTAL 100 1, 000 Very Poor E 10 100

For Example 2: SN. Number of Employees Performance Rating Rated Mark Percentage 1 200 Outstanding A 20 2 500 Above Average B 50 250 Average C 25 4 50 Poor D 5 5 TOTAL 0 1, 000 Very Poor E 0 100 3

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