APAS FORM 1

APAS FORM 1
REPUBLIC OF ZAMBIA

CONFIDENTIAL Issued By: THE PERMANENT SECRETARY

PUBLIC SERVICE MANAGEMENT DIVISION

ANNUAL PERFORMANCE APPRAISAL SYSTEM (APAS) FORM

Please read these instructions carefully:

1. This Appraisal Form is confidential and an official record (i.e. not to be communicated to unauthorised persons)
2. No officer should attempt to use this form unless he/she is well acquainted with the detailed instructions of the appraisal process given in the APAS
USER GUIDE and the APPENDIX to this form.
3. As the Supervisors and their respective subordinates complete this form, they should bear in mind that the information they are providing is subject to
open discussion.
4. The Appraisee should complete Part I. Human Resources and Administration should initiate the process by ensuring that the APAS forms are given
to the officers to be appraised.
5. Both the supervisor and the job-holder must separately and independently complete their appropriate parts of the APAS form, excluding Part 4. A
date must then be set by the Supervisor for the appraisal interview, which should normally be within 24 hours from the date of completion of the form.
6. At the end of the appraisal interview the job-holder should provide his/her comments as required in Part 4.
7. After the appraisal interview, 3 copies of completed forms must be made and distributed as follows: one copy to be retained by the
department/division, one copy to be retained by the ministry and one copy to be sent to Public Service Management Division. Job holders wishing to
retain a form should be allowed to photocopy it.

8. Appropriate follow-up action should then be taken on the outcome of the Appraisal.

9. All ratings, comments and signatures on the APAS Form must be made in ink. All other entries on the APAS Form can be typed.
PART1: PERSONAL PARTICULARS (To be completed by the Appraisee but initiated by the Human
Resources and Administration Department.)

ANNUAL PERFORMANCE APPRAISAL FOR THE PERIOD:

(Month) JANUARY 2023 TO (Month) DECEMBER 2023

STAFF NO:

PMEC EMPLOYEE NO: (AS IT APPEARS ON PAYSLIP)

SURNAME: HIMULONGA OTHER NAMES CHOOLWE

JOB TITLE: AGRICULTURAL OFFICFR SALARY GRADE I

DATE OF APPOINTMENT TO PRESENT POST: 22/08/2016

MINISTRY/PROVINCE: LUAPULA

DEPARTMENT: AGRICULTURE

STATION: MWENSE
PART 2: WORKPLAN AND PERFORMANCE (To be completed by Appraisee or Supervisor as indicated)

2.1 Purpose Of The Job (To be completed by Appraisee) To coordinate the provision of crop

production services in order to facilitate the dissemination of information for improved

agricultural productivity to farmers.

2.2 Key Result Areas and Principal Accountabilities (To be completed by Appraisee)

KEY RESULT AREA PRINCIPAL ACCOUNTABILITY

Extension training Ensures timely development and implementation of extension

training programs in order to impart knowledge and skills to
farmers on crop production
Field crops agronomy Co-ordinates timely preparations of field crops agronomy plans
for client farmers in order to promote improved farm
management.
Vegetables and Co-ordinates timely preparations of vegetables and floriculture
floriculture plans for client farmers in order to promote vegetables and
floriculture production
Tree crops Co-ordinates timely development and implementation of tree
crops in order to increase production
Monitoring and Co-ordinates timely M &E of tree, vegetables and floriculture
Evaluation crop production services in order to facilitate development of
intervention measures.
Supervision Co-ordinates effectively human resources in order to attain
departmental objectives

Research Co-ordinates regular research in agricultural extension in order

to generate information
Performance Management Co-ordinates timely development of individual and branch
work plan in order to monitor and evaluate performance
2.3 Targets set during appraisal period and the rating ( The Appraisee completes the first two columns for KRA and Targets, as agreed with Supervisor while
the rating
be completed by the Supervisor using the key* below)

KEY RESULT AREA TARGET RATING

➢ 5 trainings on rice cultivation and post-harvest management

1.Extension Training conducted by 31st December 2023

➢ 12 trainings on how to make good demonstration plots conducted

by October 2023

➢ 4 trainings on vegetable and Tree crop production conducted by

31st December 2023

➢ 12 Infield trainings on organic fertilizer and synthetic pesticide

making conducted 31st August 2023

➢ 26 demonstration plots established by 31st December 2023

2. Field Crops Agronomy ➢ 10 sensitization meetings on how to control Tuta Absoluta and

Fall Army Worms conducted 31st December 2023

➢ 10 sensitization meetings on crop diversification conducted by

31st December 2023

 ➢ 13 sensitization meetings on the importance of using certified

seeds conducted by 30th August 2023

➢ 4 sensitization meetings on vegetable production conducted by

3. Vegetables and Floriculture 30th September 2023

➢ 4 demonstration sites on vegetable production conducted by 30th

September 2022

4. Tree Crops ➢ 8 sensitization meetings on the importance of tree crop

production conducted by 30th October 2023

➢ 4 sensitization meetings on tree crop pests and disease

management conducted by 30th November 2023

➢ 45 monitoring and backstopping visits on tree crops, vegetables

5. Monitoring and Evaluation and cereal crop conducted by 30th December 2023

➢ 24 technical support visits to CEOs conducted by 30th November

6. Supervision

➢ 2 research topics were established by 30th October 2023

7. Research ➢ 13 on farm research demos on soya beans, groundnuts and seed

company’s maize varieties laid across the district 31st December

2023

➢ 4 quarterly reports and 1 annual report written and submitted

8. Performance Management ➢ 1 annual work plan written and submitted

*KEY: Above Target = 3 On Target = 2 Below Target = 1 Overall Target Rating** =

**Overall rating is total rating divided by the number of targets

2.4 Comments by the Appraisee on targets;
For Public
a) Achieved: Service
Managem
ent
Division
Official
use only

b) Not Achieved:

Signature: ............................................. Date: ........................................

2.5 Comments by the Supervisor on targets;

a) Achieved:

b) Not Achieved:

Signature: .........................................Date: .....................................

2.6 Additional contributions made by the Appraisee to the Ministry/Department

(to be
Completed by the Supervisor)
Signature: .............................................Date: ........................................
PART 3: PERFORMANCE COMPETENCIES (To be completed by Supervisor using rating key* below)
3.1 COMPETENCIES/ATTRIBUTES RATING*

a. Management/Supervisory skills:-
Ability to guide others towards meeting set goals and objectives

b. Job knowledge:
Level of understanding and ability to apply knowledge and skill to perform the job.

c. Quality of Work:
The degree to which an employee applies himself/herself in performing work to the required
standards i.e. completes his/her work with accuracy, minimal error.

d. Promptness in completing assignments:

Completing assignments on time.

e. Dependability:
Ability to follow instructions, maintain good conduct, time-keeping and devotion to government
duties
f. Accountability:
Willingness to shoulder responsibility and to be answerable for the achievement/non-
achievement of objectives.

g. Initiative and Creativity:

Ability to be innovative, resourceful, creative, promote new ideas and resolve problems within
or outside set guidelines.

h. Communication skills:
Ability to communicate effectively both orally and in writing.

i. Tact and Courtesy:

The employee’s sensitivity, integrity, politeness and temperament in dealing with others.

j. Attitude:
Interest shown towards the job.
k. Adaptability:
Ability to cope with changing ideas, work environment, technologies as well as ability to get
along with superiors, peers and subordinates

l. Team work:
Co-operation with fellow workers and supervisors and promoting an environment which
encourages open communication and consensus.

Overall Rating on Competencies/Attributes**

3.2 What type of follow-up action do you recommend for the appraise?
For Public
Service
Management
Division
Official use
only

Date: ...........................................Signature: ..............................................................

Name :..........................................Job

Title: ...............................................................
*Rating Key: Outstanding = 4 Good = 3 Fair = 2 Poor = 1 Non Applicable = X
**Overall rating on Competencies/Attributes is total rating divided by the number of Competencies/Attributes rated.

PART 4: COMMENTS ON APPRAISAL

4.1 Comments by Appraisee
The appraisal ratings and comments were discussed with my Supervisor and my
comments are:

Signature: ..................................................Date: ......................................................

..............

4.2 Comments by Countersigning Officer (Refer to paragraph 13 of the User Guide. Delete which is not
applicable)
I, as countersigning officer, agree/disagree with the appraisal made by the
supervisor because of the following reasons:

Signature: .......................................Name: ................................................................

Title: ...............................................................................Date: ...................................

4.3 Comments by Permanent Secretary (Delete which is not applicable)

I, Permanent Secretary, agree/disagree with the appraisal made by the supervisor
because of the following reasons:
 Signature: .......................................Name: ................................................................

Date: ...............................................

PART 5: ACTION TO BE TAKEN BY PSMD (To be completed by Public Service Management Division)
5.1 APAS Form Received by PSMD

Date: .........................................................Signature: ................................................

5.2 APAS Information Computerised

Date: .........................................................Signature: ...............................................

5.3 APAS Form Referred To Staff File

Date: .........................................................Signature: ................................................

(When completed please send back the cut-off slip below to originating station)

Cut here

STAFF NO:

PMEC EMPLOYEE NO: (AS IT APPEARS ON PAYSLIP)

Name: ............................................................................................................................….

…......
Job Title: ...................................................................................................................…...

…........

Ministry/Province: ................................................................................................….......…..

…..

Department: ................................................Station: ........……...........................................

…….

Date Form Received: ………………............Date Information Computerised: ...…...........

…….

Signature......................................................................... Date: .......................................

………

Job Title: .........................................................................................................................

…….....

THE INTERPRETATION OF THE APAS FORM

PART 1:

1. It is important to ensure that relevant files and documents are consulted when completing this part.

PART 2:

1. Purpose of the Job: This is a brief statement on why the job exists/what it intends to achieve, as
stated in the Job Description.

2. Key Result Areas and Principal Accountabilities: These should be as stated in the Job
Description.

3. Targets set during Appraisal Period against each Key Result Area: These should be as
agreed with the supervisor. When completing Part 2.3, the appraisee should take note that one KRA
can have more than one target.

4. Comments by Appraisee on targets achieved/not achieved: This should give an account of

attributes/factors
that contributed to the achievements/non-achievements of targets set.

5. Comments by Supervisor on targets achieved/not achieved: This should give an account of

the attributes/factors that contributed to the achievement/non-achievement of targets set.

6. Additional Contributions made by Appraisee: This should give a brief account on the significant
contributions made, if any, by the appraisee to the Ministry/department.

7. When making comments on targets not achieved, the supervisor and appraisee may ensure that
they
 take into account :- Financial Resources, Equipment and tools, Staffing levels, Health
related, Unrealistic
targets, Lack of support/co-operation, Negligence, Incompetence .

PART 3:

1. The follow up action to be taken is a recommendation made by the supervisor taking into account the
rating on both the targets and performance competencies. This recommendation could either relate to
skills development, reward or sanction.

PART 4:

1. In Part 4.1 job-holders are expected to be open and free to express themselves, giving reasons for
their
comments on whether they agree or disagree with the assessment by the supervisor.

2. In parts 4.2 and 4.3 the countersigning officer and the Permanent Secretary, respectively, are
expected to approve
or otherwise the submissions from the supervising officer.

PART 5:

1. PSMD is expected to promptly update the human resource information data bank, for use in effectively
managing the
human resource in the Public Service. PSMD will also acknowledge receipt of the Appraisal form.