Competency-based appraisal form for JPOs
A new appraisal form incorporating core and functional competencies will be introduced next month for Junior Police Officers (JPOs) whose increment dates fall in October and beyond.
The competency-based bilingual form comprises main features like performance planning, self-assessment, competencies, training and developmental needs. Aligning with the Force's values, six core behavioural indicators or essential skills are identified. They are professionalism, leadership, communication, judgment, staff management and resource management.
Noting that the old form has been in use since 1987, Superintendent (Personnel Management) Ms Elsie Wong told OffBeat that it was time for us to grow with the times and to integrate the Force's Human Resource Management with the delivery of quality services.
She said: "The objectives for introducing the new form are multi-fold. It can help achieve the Force objectives through evaluating staff performance on core and functional competencies.
"The form also gives appraisees an option to assess their own performance by stating their achievements during the appraisal period. They may also indicate their preferred training and development needs. With such data, the Force's management can gain better insights into staff development needs and help bridge staff competency gaps by providing training courses in specific areas."
Ms Wong further explained that the form could help improve communication between supervisory officers and the appraisees and enhance the leadership role of Non-commissioned Officers (NCOs). The role and responsibility of NCOs will be enhanced through the lowering of the reporting level for Constables' reports to Sergeant (Assessing Officer), Station Sergeant (Appraising Officer) and Inspectorate officers (Reviewing Officer).
Consultation conducted
The Force has already introduced the competency-based performance appraisal system for the superintendent and the inspectorate ranks in 2000 and 2001 respectively and the system will be extended to JPOs next month.
A one-year consultation was conducted to gather the views of JPOs. A working group comprising JPO representatives from different regions was set up to draft the core behavioural indicators, followed by focus group discussions.
Ms Wong said: "A survey on 10 per cent of Station Sergeants found that a majority of the respondents favoured the change."
E-form for online completion
To tie in with the digital era, JPOs can enjoy one more option on how to fill in the appraisal form - on-line or off-line.
The new form can be processed on-line and can be downloaded from POINT for completion. Hard copies of the form will also be made available to those who do not have handy access to computer terminals at work. JPOs may take reference from a set of guidance notes in filling the form.
Acting Chief Inspector Mr Lau Fu-wah, who helped design the computerised form, said the form was simple and easy to use. He said it had inserted computer commands that required users to input data in a set format and in turn helped minimise the chance of mistyping.
Mr Lau then demonstrated how to use the 'Macro' function in filling the form. "After you activate the 'Macro' function, and when you fill in the blanks on functional competencies, you may choose from a number of key tasks /skills of the post under the headline of different jobs like 'Traffic' and 'Criminal Investigation'."
Mr Lau said that to ensure the smooth functioning of 'Macro', officers must tick the box for 'Always trust Macro from this source' and click the 'enable' button.
User-friendly & Convenient
Kowloon West Regional Missing Persons Unit Station Sergeant Mr Wong Tak-cheong is a member of the working group that drafted the core competencies. He said: "The new form can strengthen the communication between the supervisory officers and appraisees and the senior management can have a better grasp of the situation in formulating HR strategies."
Another member of the working group, Station Sergeant Mr Shum Yiu-ming of the Police Tactical Unit, said the new form incorporated many improvements. "With the new form, it is easier to define the performance indicators and hence provides clear performance guidance for promotion."
Yau Tsim District Sergeants Mr Tsang Kit-sang and Mr Lam Yan-yiu have to write a number of appraisal reports each year. Thinking of different ways to describe the performance of appraisees can be a painstaking task.
After having a glimpse of the new computerised form, both of them said the new form was more convenient and they believed they could save time by using the new form.
Mr Lam said he would fill in the form online. "In the past, I wrote a draft before writing on the actual appraisal form. From now on, I can download the form to my computer and fill it instantly. If I write anything wrong, I can correct it in the computer file right away.
"I used to spend almost two hours for writing each appraisal report. Now, the computerised form can save me a lot of time," he added.
Police Constable Mr Cheng Shung-hing said the new form would enable a more comprehensive evaluation of an officer's performance and the 'self-assessment' part provided a good opportunity for appraisees to communicate with their supervisory officers.
"The old form provided no room for the appraisees to express themselves. In the new one, appraisees can highlight their achievements in the report and it will be the driving force for them to work harder. It is a progress indeed," said Mr Cheng.
Superintendent Ms Elsie Wong is committed to integrating human resource management with the delivery of quality services