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Senior management service documents

Documents on this page

Executive protocol, 2013
SMS Handbook, 2003
Training and development
General matters not covered above
Publications
Other Publications

Related pages on the DPSA website

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Executive protocol

Principles and procedures for the employment of Heads of Department (HODs) and Deputy Directors-General (DDGs) nationally

Executive protocol, 2013

30 April 2019

Application of the Public Service Regulations, 2016 with respect to the filling of Head of Department and Deputy Director-General posts

Circular dated 30 April 2019

Recruitment and Selection

Chapter 2 (SMS Handbook)

Chapter 2

Protocol document on the Principles and procedures to be followed for the recruitment and filling of posts of Head of Department (HoD) and Deputy Director-General (DDG) at National level

Powers of the President and the Relevant Premier in respect of Heads of Department

Circular signed 6 April 2018

Remuneration and Conditions of Service

	Chapter 3 (SMS Handbook)
	Chapter 3
	Withdrawal of the use of the determination on optional special non-pensionable recruitment allowance for certain fixed term appoinments in posts of the Deputy Director General and Head of Department Circular dated 28 August 2010
	SMS Remuneration Matters Click here to view SMS Remuneration Matters on the Remuneration documents page
	Annual Cost of Living Adjustments Click here to view Annual Cost of Living Adjustments on the Remuneration documents page
	Conditions of Service Click here to view Conditions of Service on the Conditions of Service documents page
	Special Advisors Click here to view Special Advisors on the Remuneration documents page
	Sessional Assistance Click here to view Sessional Assistance on the Remuneration documents page
	Acting allowances Click here to view Acting allowances on the Remuneration documents page
	Other Remuneration Allowances Click here to view Other Remuneration Allowances on the Remuneration documents page
	Foreign Service Dispensation Click here to view Foreign Service Dispensation on the Remuneration documents page

Performance Management and Development

	Chapter 4 (SMS Handbook)
	NOTE: Chapter 4 of SMS Handbook applicable up to 31 March 2006, amended chapter w.e.f. 1 April 2006 (Amended w.e.f. 1 April 2006) Chapter 4 Annexure A : Summary of performance management and development system Annexure B : Mandatory elements in the performance management and development system Annexure C : PM&D Cycle Annexure D : Senior management performance agreement Annexure E : Generic CORE Management Criteria (CMC) and standards Annexure F : Senior management performance review form Annexure G : Annual performance assesment instrument PMDS assessment rating Calculator Appendix D : CORE Responsibilities and outputs on the implementation of the National Information Security Policy (OLD VERSION applicable up to 31 March 2006) Chapter 4 Assessment Rating Calculator
7 October 2019	DPSA Circular 33 of 2019: Revised due dates on the submission of reports on the management of poor performance of members of the Senior Management Service Circular dated 1 October 2019
7 May 2019	DPSA Circular 2 of 2019: Transitional Measures for the awarding of performance incentives to members of the SMS Circular dated 7 May 2019
3 May 2019	DPSA Circular 17 of 2019: Due date for the signing and filing of performance agreements for the 2019/2020 performance cycle Circular dated 3 May 2019
18 April 2019	DPSA Circular 15 of 2019: Revised quality assurance checklist for performance agreements of members of the Senior Management Service excluding Heads of Departments Circular dated 12 April 2019 Quality assurance checklist for SMS performance agreements Quality assurance checklist for SMS performance agreements (WORD format)
13 September 2018	Invitation to a workshop on performance management and development system for heads of department and members of the senior management service Circular dated 13 September 2018
27 August 2018	Implementation of the probation instrument for assessing probatonary appointsment of heads of departments (HODs) and practice note for other senior managements services (SMS) posts (salaray levels 13-15) Circular dated 23 August 2018 SMS Probation form template
27 June 2018	Directive prescribing the probation instrument to be used for assessing probationary appointments of Heads of Department (HoDs) Circular 12 of 2018
20 February 2018	Invitation to aworkshop on the revised performance management and development system for members of the Senior Management Service who are not Heads of departments Circular dated 20 February 2018
16 February 2018	Directive on the Performance Management and Development System for members of the Senior Management Service excluding Heads of Departments Circular dated 16 February 2018 Chapter 4 SMS PMDS review- effect from 1 april 2018 Annexures A1-B-C: Chief Director and Director PA-Workplan-PDP Annexures A-C: DDG PA-Workplan-PDP Annexure D: Descriptors and standards for rating CMCs Annexure E: Chief Director and Director Mid Year Assessments template Annexure E: Mid Year Assessment template for DDG Annexure E1: Chief Director and Director Annual assessment template Annexure E1: Chief Director and Director Mid-year Assessment template Annexure F: DDG Annual performance assessments template Chief Director and Directors PMDS Calculator 2018 DDGs PMDS Calculator including KRA and APP-AG 2018)
19 January 2018	Directive on the performance managements and development systems for Heads of department Circular signed 11 January 2018 Annexure A : Performance assessment criteria and procedure Annexure B : CMCS descriptors and standards Annexure C : HOD PA and Government priorities Annexure D : Auditor general-rating scale Annexure E : HOD performance management and development cycle Annexure E : HOD PMDS cycle Annexure F : HOD midyear assessment temlate Annexure F : HOD midyear assessment temlate Annexure G : HOD annual performance assessments template Annexure H : Calculation of final assessment and evaluation score Annexure I : Management of poor performance process Annexure J : HOD PMDS calculator including GPA and APP Annexure K : PMDS for HoDs applicable from 1 April 2018
4 June 2014	Methodology for the quality assurance of performance agreements of members of the Senior Management Service (SMS) Circular Guide
23 May 2014	Clarification pertaining to the signing of performance agreements by members of Senior Management Service in the event a national and provincial election occurs within the first three months of any financial year Circular
17 February 2014	Reminder: Reporting on poor performance of members of Senior Management Services (SMS) Circular
27 September 2013	Reporting on poor performance of members of the Senior Management Service (SMS) Circular Reporting template: Schedule of poor performing SMS members for annual assessment Reporting template: Schedule of poor performing SMS members for mid-year (September review)
14 June 2013	Reminder: Compulsory capturing of PMDS infromation and the implementation of compliance measures for SMS PMDS Circular
20 May 2013	Strategy for the management of poor performance for members of the Senior Managment Services (SMS) Circular
22 January 2013	The compulsory capturing of information on employee performance management on the PERSAL system Circular: dated 22 January 2013
9 July 2012	Request to report on compliance with the signing of performance agreements by members of the Senior Management Service for the 2012/2013 performance cycle by 31/07/2012 Circular Template
26 May 2010	Alignment of Directors-General performance agreements to their Minister's performance agreement Circular
5 June 2009	Amendments regarding signing of performance agreements and filling of posts for members of Senior Management Service Circular
11 September 2008 (Posted 19 September 2008)	Amendments to Chapter 4 of the SMS Handbook pertaining to the performance, management and development system for the members of the Senior Management Service (SMS) and the filling of designated posts Circular: Signed on 11 September 2008 Example spreadsheet
15 May 2008	Signing of PA's by SMS members and filling of vacant positions of DG/Hod, DDG, CFO and Municipal Managers (DPLG) Circular Template
13 November 2007	Signing of PAs by SMS members and filling of vacant positions of DG/Hod, DDG, CFO and Municipal Managers (DPLG) Annex A Circular Annex A: Schedules to be completed on the filling of the specific PA's SMS members
27 May 2007	Signing of PAs by SMS members and filling of vacant positions of DG/Hod, DDG, CFO and Municipal Managers (DPLG) Circular
24 March 2007	Amendments to the SMS PMDS Circular
28 March 2006	Amendments to SMS PMDS Chapter 4 - PMDS w.e.f. 1 April 2006 Circular Performance management and development

Competency Framework

	Chapter 5 (SMS Handbook)
	Chapter 5 (Updated 10 May 2011)
23 July 2018	Guideline for the management of competency assessments for the sms in the public service Guide
28 March 2018	Price adjustment for the Senior Management Service (SMS) competency assessment service Circular
27 November 2017	Newly appointed service providers to perform SMS competency assessments in the public service Circular
2 May 2014	Extension of contracts: Senior Management Service competency assessments Circular
24 February 2012	Annual Report: Competency Based Assessments Circular and Report template on the use of competency assessments
1 May 2011	Directive on the implementation of competency based assessments for members of the Senior Management Services Circular Directive
7 March 2011	Newly appointed service providers to perform SMS competency assessments in the Public Service Circular
8 March 2007	Compulsory implementation of competency based assessments in the Public Service by 2008 Circular Addendum to paragraph 4 Appendix A - Evaluation form
19 December 2005	Strengthening the development and selection processes at Senior Management levels through competency based assessments in the Public Service Circular dated 19 December 2005 Circular dated 3 May 2005 The Competency Framework - Chapter 5 of the SMS Handbook The Self Assessment The Supervisory Assessment The Consent Form The Seven Service Providers The Service Level Agreement - Guideline for government departments

Ethics and Conduct

	Chapter 6 (SMS Handbook)
	Chapter 6

Misconduct and Incapacity

	Chapter 7 (SMS Handbook)
	Chapter 7

Employment of Heads of Department

Chapter 8 (SMS Handbook)

Chapter 8

Please note: Annexures B-F in Chapter 8 has been updated on 1 November 2013 as indicated below.

27 June 2018

Directive prescribing the probation instrument to be used for assessing probationary appointments of Heads of Department (HoDs)

1 November 2013

Protocol document on the Principles and procedures to be followed for the recruitment and filling of posts of Head of Department (HOD) and Deputy Director-General (DDG) at National level

Financial Disclosure

	Chapter 9 (SMS Handbook)
	Chapter 9 Annexure A: Financial Disclosure Form Annexure B: Financial Disclosure Framework

Grievances

	Chapter 10 (SMS Handbook)
	Rules for dealing with grievances of members of the senior management service, including heads of department Annexure B: Grievance form for lodging a grievance directly with the public service commission by heads of department

Training and development


20 December 2019	Practice note on the implementation of the pre-entry certificates for the Senior Management Services (SMS) Circular signed 19 December 2019
29 November 2019	Implementation of the pre-entry certificate for Senior Management Service (SMS) Circular signed 12 November 2019
15 June 2018	Implementation report pertaining to the directive on compulsory capacity development, mandatory training days and minimum entry requirements for SMS Circular signed 12 June 2018
6 March 2017	Ammended directive on compulsory capacity development, mandatory training days and minimum entry requirements for SMS Circular and directive signed 6 March 2017
3 November 2017	Implementation report pertaining to the directive on compulsory capacity development, mandatory training days and minnimum entry requirements for SMS Circular signed 3 November 2017
9 May 2012	Draft Directive on compulsory capacity development and mandatory training days for SMS Draft Directive Report on Org Requirements and SMS members skills gaps Directive DPSA consultative WORKSHOP 2012

General matters not covered above


25 June 2004	Transfer framework to facilitate transfers of personnel between the spheres of Government Click here to view Transfer framework to facilitate transfers of personnel between the spheres of Government on the Remuneration documents page

Publications


	SMS Resource Pack Part 1: Overview of Review Report 2000-2006 SMS Resource Pack Part 1
	SMS Resource Pack Part 2: Leadership Development Management Strategic Framework for the SMS (Consultative document) LDMS Framework Presentation Questionnaire
	SMS Handbook 2003 Handbook
	A Professional Association for Senior Management Service (SMS): Exploring Possibilities Discussion paper

Other Publications

August 2000

Employment of HOD's

Many EA's do not have time to study the Act and Regulations, hence this handbook has been developed to provide the relevant information in a concise format and in simple language.

Guide

Management of Performance Agreements

This guide aims to:
create a better understanding of the context within which performance agreements (PAs) for senior managers have to be implemented give guidance on the implementation and management of PAs within a performance management system, and explain the implications of an annual performance review system (see model in Annexures 2 – 4)

Guide