KPI - Lever to promote staff innovation and creativity

The Ministry of Home Affairs has just submitted to the Government a draft decree on assessing and classifying the quality of civil servants, with a notable new point being the application of the KPI index (performance evaluation index) to measure the work results of civil servants according to job positions. Each civil servant is monitored and scored monthly and quarterly instead of just summarizing at the end of the year as before. The application of the regional KPI index to measure work results according to each job position is considered necessary in implementing administrative reform.

Changing the mindset of civil servants

According to the draft decree, KPI results are both the basis for classifying civil servants at the end of the year and also the basis for evaluating party members, serving personnel work, such as arrangement, rotation, appointment, reward or dismissal.

People come to do procedures at the Public Administration Service Center of Thu Duc Ward, Ho Chi Minh City. Photo: VIET DUNG

MSc. Nguyen Nhat Khanh, University of Economics and Law, Ho Chi Minh City National University, commented: The application of KPI in the public sector is an important new point, demonstrating a change in the thinking of civil servant management; because job positions play a key role in civil servant management, are the basis for determining recruitment needs, arranging personnel according to capacity, building title standards and implementing training, planning and remuneration. Management by job position helps to evaluate civil servants more accurately, thereby improving the quality of administration. In particular, applying KPI indicators to evaluate work results will create a big change in the working thinking of civil servants, creating pressure for civil servants to always work hard to complete work requirements.

MSc. Nguyen Tuan Anh, a public administration expert, also believes that applying KPIs to the public sector is very necessary. He analyzed that the whole country is in the process of administrative reform, with the requirement of streamlining the apparatus, improving effectiveness and efficiency, and at the same time building a serving government. The 2-level local government model requires clear responsibilities, clear authority and clear results. KPIs become a tool to quantify the work efficiency of each civil servant and each agency. In other words, KPIs are a step forward for civil servants to move closer to modern management practices. This contributes to changing the administrative thinking of civil servants from management to service, with cadres proactively training their personal work management capacity, mastering digital skills and applying technology.

Publicity and transparency in assessment and classification

MSc. Nguyen Tuan Anh analyzed that when applying KPI, civil servants must shift from "doing things to get them done" to "doing things with quality and measurement", which will create motivation to improve professionalism, reduce dependence or work at a standstill. KPI will also encourage healthy competition and promote the building of a culture of accountability in the civil service. Specifically, those who complete well, have initiatives and clear results will be recognized. On the contrary, cases of stagnation and avoidance of responsibility will be more clearly revealed.

Dong Hung Thuan ward officials (HCMC) handle documents for people

Experts also suggest not applying a rigid framework for all, but the criteria must be based on the specific functions and tasks of each job position. The criteria must be in harmony between quantitative (number of records, progress, on-time completion rate) and qualitative (level of people's satisfaction, spirit of coordination). The KPI system must be flexible, able to be adjusted to suit the context, avoiding the situation of mechanical measurement that eliminates creativity. Along with that, there must be a transparent monitoring and verification mechanism for KPI implementation results, including the participation of third parties - such as people or independent agencies, to limit "number-running" or reporting achievements.

Analyzing some difficulties, MSc. Nguyen Nhat Khanh assessed that scoring KPIs for job positions that do not create specific products and do not have clear quantification is a big challenge, but it is completely possible if the right method is applied. Instead of measuring output, these positions need to be evaluated based on the working process, quality of task performance and level of contribution to the overall efficiency of the unit. Specifically, indicators such as the rate of on-time completion of work, accuracy in consulting, level of compliance with procedures or level of satisfaction of the people can be used, etc.

Experts believe that to successfully implement KPI application, it is necessary to carefully prepare institutions, human resources, databases, and information technology. This requires the civil service management agency to design a detailed and appropriate job description. At the same time, it is necessary to fully describe the requirements for each position in terms of professional qualifications, skills, moral qualities, and practical abilities that civil servants holding that position need to have. This requires the coordination of the Ministry of Home Affairs , ministries, branches, and localities to create a basis for widespread and scientific application. The more specific the job description, the more detailed and effective the application of KPI indicators.

According to the draft decree submitted by the Ministry of Home Affairs to the Government , general criteria on qualities, attitudes, discipline, and public service culture account for 30% of the total score, while the results of performing tasks through KPIs account for 70%. Civil servants are classified in quality based on monthly and quarterly monitoring and evaluation results according to 4 levels: below 50 points, from 50-70 points, from 70-90 points, and above 90 points.

Civil servants with an evaluation score below 50 points, or with disciplinary violations or moral degradation, will be classified as “not completing their tasks” and may be transferred or dismissed. The Ministry of Home Affairs explained that this mechanism aims to create a transparent and objective evaluation tool, screening out those who do not meet the requirements, while encouraging civil servants to work productively, creatively, and effectively.

Ngo Binh

Source: https://www.sggp.org.vn/kpi-don-bay-thuc-day-can-bo-doi-moi-sang-tao-post812668.html