CSD/PRO/0

Title PERFORMANCE EVALUATION AND PROMOTION PROCEDURE Page 1 of

CONTENTS Pages
0 RECORD OF CHANGES, DISTRIBUTION AND ABBREVIATIONS ...................................................2

0.1 Record of changes.........................................................................................................................2

Corporate Services Division (CSD)
0.2 Distribution.....................................................................................................................................2

0.3 Abbreviations and acronyms ..........................................................................................................2

1 PURPOSE.........................................................................................................................................2

2 TITLE AUTHOR
SCOPE..............................................................................................................................................2

3 RESPONSIBILITIES AND AUTHORITIES .........................................................................................2

4PERFORMANCE
PROCEDURE DETAILS ....................................................................................................................3
EVALUATION AND
PROMOTION PROCEDURE
QMSLO
4.1 General..............................................................................................................................................3
CSD/PRO/09
4.2 Performance evaluation ....................................................................................................................3

4.2 Gratification and promotion ................................................................................................................4

4.2 Performance evaluation and promotion records..................................................................................4

AUTHORISATION:

This Procedure is issued under the authority of:

Name Richard RUTUKU

Title CSD - Division Manager

Signature

Date of approval 20th July 2016

DOCUMENT CONTROL

CONTROLLED Stamp (cover page)/Watermarked (other pages)

Revision 00
Revision 00 Issue date 20/07/2016
 CSD/PRO/0

Title PERFORMANCE EVALUATION AND PROMOTION PROCEDURE Page 2 of

0 RECORD OF CHANGES, DISTRIBUTION AND ABBREVIATIONS

0.1 Record of changes

Changes made during review of this procedure are maintained in electronic format as track changes of the
revised document

0.2 Distribution

A printed and approved original master copy is maintained by the QMSLO, this is the only controlled copy.
A soft copy is uploaded on the RSB server and is accessed online by authorized RSB staff. Abbreviations
and acronyms.

0.3.1. DG: Director General

0.3.2. CSDM: Corporate Service Division Manager
0.3.3. DM: Division Manager
0.3.4. DAHRM: Director of Administration and Human Resource Management
0.3.5. QMSLO: Quality Management Systems Lead Officer
0.3.6. IPPIS: Integrated Payroll and Personnel Information System
0.3.7. RSB: Rwanda Standards Board
0.3.8. CSD: Corporate Services Division
0.3.9. PRO: Procedure

1. PURPOSE
The purpose of this procedure is to describe the process of staff performance evaluation and staff
promotion modalities within RSB.

2. SCOPE
This procedure covers the performance evaluation and promotion of RSB staff working under public
servant status scheme.

3. Responsibilities and Authorities

3.3. The CSDM approves this procedure and any change on this procedure requires his/her approval.
3.4. The QMSLO ensures that this procedure remains adequate to its intended purpose.
3.5. All RSB staff implement this procedure.
3.6. The DAHRM ensures that this procedure is implemented.
Revision 00 Issue date 20/07/2016
 CSD/PRO/0

Title PERFORMANCE EVALUATION AND PROMOTION PROCEDURE Page 3 of

4. Procedure details.
4.1. General
At the beginning of each fiscal year, every RSB staff signs the performance contract as per Planning,
Monitoring and Evaluation Procedure (CSD/PRO/12), and at the end of the fiscal year, his/her
performance is evaluated in respect with the Prime Minister’s Order N°121/03 of 08/09/2010 Establishing
The Procedure of Performance Appraisal and Promotion of Public Servants.

4.2. Performance evaluation

4.2.1. During the implementation of the performance contract, through IPPIS the Direct supervisors
perform regular monitoring of work progress and carry out the semi-annual evaluation of the
implementation of planned activities by 31st December of each Year.

4.2.2. Based on the semi-annual evaluation results, the direct supervisor recognizes the performance of
his/her subordinates, where necessary makes the adjustments, compiles and submits a semi-annual
evaluation report to their respective DMs.

4.2.3. The DMs consolidate the Division’s reports and submits them to the DAHRM by 15th January.

4.2.4. The DAHRM consolidates the reports from Divisions and shares the final semi-annual evaluation
with the top management by 31st January.

4.2.5. By 30th June, through IPPIS the direct supervisor in collaboration with the appointed evaluation
panel evaluates the staff under his/her authority.

4.2.6. Based on the rating scheme provided in articles 23 and 24 of the Prime Minister’s Order N°121/03 of
08/09/2010 Establishing The Procedure of Performance Appraisal and Promotion of Public Servants and
the staff annual performance, the evaluation panel awards every staff with a mark out of 100 (overall
score).

4.2.7. The Division Managers submit the list of evaluated staff under their authority with the mark awarded
to every staff to the DAHRM who compiles the RSB staff performance evaluation report and submits it to
the CSDM for verification.

4.2.8. The CSDM verifies the compiled report and submits it to the DG for approval.

4.2.9. The DG approves the performance evaluation report and submits it to the Ministry in charge of
public service by 15th August.

Note: The functions of the evaluation panel, type of staff who signs a performance contract, basis of the
performance evaluation and the content of the evaluation report are given by Prime Minister’s Order
Revision 00 Issue date 20/07/2016
 CSD/PRO/0

Title PERFORMANCE EVALUATION AND PROMOTION PROCEDURE Page 4 of

N°121/03 of 08/09/2010 Establishing the Procedure of Performance Appraisal and Promotion of Public
Servants.

4.3. Gratification and promotion

4.3.1. Every year after performance evaluation, gratification and promotion of RSB staff are performed
following the awarded overall score.

4.3.2. Gratification, horizontal promotion and any raised appeal from the evaluation results of RSB staff
follows directive given by Prime Minister’s Order N°121/03 of 08/09/2010 Establishing the Procedure of
Performance Appraisal and Promotion of Public Servants.

4.4. Performance evaluation and promotion records

4.4.1. Records of performance evaluation, promotion and gratification are kept and maintained as per
Records Control Procedure (RSB/PRO/02).
Revision 00 Issue date 20/07/2016