Revision Date: 22/03/2024
Purpose
To provide information related to the performance management rating process for the Management Classification and Compensation Plan (MCP) and other out-of-scope employees as well as communicate the performance rating distribution and employee eligibility requirements for the performance year (April 1 to March 31).Policy Statement
Performance management is about achieving and sustaining an effective organization.Performance management is an integral part of the Government of Saskatchewan's strategic planning process that engages all employees, managers and executives to align their efforts towards achieving their organization's goals.
Year-end Performance Assessment
The year-end performance evaluation and rating process allows for reflection on achievements and shortfalls over the past performance year. Based on this information, the manager submits a proposed performance rating for the employee to the ministry executive for discussion and review for ministry consistency and alignment with distribution norms.Performance Rating Categories
Each ministry's permanent head is responsible for ensuring equity of application across their division with respect to the performance assessment and ensuring that the ratings submitted are in accordance with the criteria and eligibility guidelines provided by the Public Service Commission.| Performance Rating - Planning for Success | Description |
| 1. Does Not Meet Requirements | Performance does not meet requirements and timely significant improvement is required. |
| 2. Meets Some Requirements | Some results were achieved but not all. Gaps with expectations have been identified in the performance assessment. Follow-up is required more frequently than should be the case. |
| 2. Developing (3 to 12 months in new assignment) | Employee recently hired into a position (3 to 12 months) but has not had the time to gain the experience or expertise. |
| 3. Fully Achieves Expectations | Results, quality of work and contribution to a positive work environment were fully achieved. |
| 4. Exceeds Expectations | Results, quality of work, and contribution to a positive work environment exceeded expectations in most cases. |
| 5. Outstanding | Results, quality of work, and contribution to a positive work environment, exceeded expectations in all cases. Influence and contribution extended to the organization as a whole. |
Normative Distribution
Each ministry's performance rating distribution is expected to be within the guidelines determined for 2023‑2024, which are based on the normative distribution established and published by the Conference Board of Canada.
| Performance Rating | |||||
| Year | 1 Does not Meet Requirements |
2 Meets Some Requirements; Developing |
3 Fully Achieves Expectations |
4 Exceeds Expectations |
5 Outstanding |
| PS 2018-2019 | 0.2% | 8.2% | 65.4% | 23.5% | 2.8% |
| PS 2019-2020 | 0.1% | 5.7% | 66.1% | 24.6% | 3.4% |
| PS 2020-2021 | 0.1% | 4.4% | 66.7% | 25.5% | 3.3% |
| PS 2021-2022 | 0.2% | 5.3% | 67.9% | 23.8% | 2.9% |
| PS 2022-2023 | 0.1% | 5.2% | 66.6% | 25.1% | 3.0% |
| Conference Board of Canada | 2% | 7% | 60% | 26% | 5% |
| Guidelines for 2023-2024 | 0 - 2% | 2% - 10% | 60% - 75% | 15% - 28% | 2% - 5% |
| Combined: max of 10% | Combined: max of 30% | ||||
Performance Rating Process
- The rating spreadsheets will be sent directly to the Deputy Minister's Office (DMO) by Total Rewards, Compensation (cc: to Executive Director, Human Resource Business Partner Team (ED HRBPT)).
- Ministries collect performance ratings from supervisors and managers and may perform internal calibration meetings to ensure consistency of rating application.
- The DMO provides the final rating spreadsheet to the ED, HRBPT, for discussion at their calibration meeting. Performance rating distribution is expected to be within the normative distribution guidelines established by the Conference Board of Canada. Note: The process may vary slightly for agency (and other) clients where the ED, HRBPT, does not participate in calibration meetings with the client to discuss employee ratings and distributions.
- The ED, HRBPT, will send the completed spreadsheet (cc: DMO) to Total Rewards, Compensation via email to compensation@gov.sk.ca.
- Total Rewards, Compensation, reviews the submitted spreadsheets for completion and ensures that the ratings provided are in accordance with the criteria set by the commission. Once reviewed, Total Rewards, Compensation, will provide this approval directly to the ED, HRBPT, to communicate with the client.
- Performance rating is communicated to the employee. Communication of the ratings with the employee should not take place until the final approved spreadsheet has been received back from Total Rewards, Compensation.
Employee Eligibility
The following guidelines provide information on determining an employee's eligibility to receive a performance rating using the Government of Saskatchewan's Planning for Success performance management system. This policy applies to eligible permanent and non-permanent employees as well as employees who are on secondment to another ministry/agency/employer.
1. General Eligibility
To be eligible for a performance rating, employees must have worked for the Government of Saskatchewan for a minimum of three months in the performance year (April 1 to March 31) in any out-of-scope position (i.e., MCP or other out-of-scope position).
The guideline for the "Developing" category is used for employees who are new to out-of-scope and have worked 3 to 12 months in an out-of-scope role by the end of the performance year (March 31). A "Developing" rating is recommended for employees new to an out-of-scope role with three to six months' service who are meeting performance expectations; employees with more than six months of out-of-scope service receive any performance rating.
2. Leaves of Absence
To be eligible for a performance rating, employees who have previously completed a minimum of three months in an out-of-scope position, and have commenced a leave of absence, must work a minimum of three months during the year in which performance is being evaluated. Note: An employee must work an adequate amount of time during the performance year in order to have their performance evaluated and assessed.
Out-of-scope employees who were on definite leave of absence for the entire performance review period are not eligible for a performance rating.
In-scope employees on a leave of absence to work in a non-permanent out-of-scope position must have worked a minimum of three months in the out-of-scope position during the performance year in order to be eligible for a performance rating.
3. Temporary Reclassification (in-scope to out-of-scope)
In-scope employees temporarily reclassified (TR) to out-of-scope are not evaluated through the out-of-scope performance review process and are not eligible for a performance rating. A unionized employee temporarily assigned out-of-scope duties continues to occupy the in‑scope position and is eligible for salary adjustments in accordance with their respective collective agreement.
Performance Calibration Meetings
Performance calibration is an important part of the employee performance management process. Performance calibration discussions help ensure alignment to the normative distribution guidelines, consistent application of ratings within a ministry, and to differentiate performance. Taking time for performance calibration helps ensure the accountability and effectiveness of the performance management process. It is important to plan appropriate time for the calibration process to occur to meet the established timelines for rating submission.
Employee Changes Position Mid-Year
When an employee changes assignments mid-fiscal year (April 1 to March 31), and the employee has been in the new position for less than three months, collaboration and communication between ministries will be required to determine the employee's rating.
- The employee will appear on the active ministry/agency spreadsheet, therefore, the clients will need to collaborate to determine a fair evaluation of the employee's performance that is inclusive of the performance year being assessed.
- Only one rating per employee is to be provided on the spreadsheet. The rating goes on the spreadsheet for the ministry/agency where the employee holds an active assignment.
- The active ministry/agency will communicate with the employee (hold conversations, provide letter).
Approval of Ministry Performance Ratings
Individual ministry performance ratings represent a recommendation to the Public Service Commission and are subject to approval. It is expected that each ministry's performance rating distribution is within the established Conference Board of Canada normative distribution.Note: There may be some deviation from the norms allowed for smaller organizations.
Assistance
For questions related to performance rating spreadsheets, policy guidelines, or employee eligibility, contact compensation@gov.sk.ca. If you require support with the performance management rating and calibration process, contact your Human Resources Business Partner.