PROBATION REPORT NO: 1 (LEVEL 1-15)

Following completion of this form, a copy must be forwarded to the PMDS team for processing on persal system and record keeping purposes.
PERIOD UNDER REVIEW 01 September 2023 – 30 November 2023 BRANCH Financial Management Services (CFO)
SURNAME AND INITIALS Sixhiba S PERSAL 56502869
NUMBER
DATE OF APPOINTMENT 01 September 2023 LOCATION Pretoria, Environment House
RACE African GENDER Female
RANK 07 SECTION Acquisition & Contract Management

A. COMMENTS ON ACHIEVEMENT OF KEY PERFORMANCE AREAS

NB: Kindly note that any disagreement that may arise between the employee and supervisor must first be resolved internally within the
Unit/Component/Branch (within two weeks from the date it occurred). If the disagreement remains unresolved, please inform the PMDS team in
writing for intervention within two days from the recent intervention.

NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS

PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS
WEIGHT%

(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
1. Verification of Ensure that the An Check whether the contract Achievements: Satisfactory
Contract Invoices 25 invoices are in line average is still valid. I assisted in RFI 68 in
and Log2 forms % with the Service of 900 retrieving for the following
Level Agreements complia Check whether the invoice invoices: Thaka Security
and ensure that the nt is in line with the Solutions – TSS01, TSS02
Log2 forms are in line invoices deliverables as agreed upon TSS03 and TSS05; Metrofile
per year the SLA. – PM104276, PM1097543,

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
with the Service and an Obtain a fully signed PM110839k and
Level Agreements average supplier performance PM1112445k; Novus Group
of 100 evaluation form from the – INVO33031 and
complia project manager. INVO033531.
nt Log2
forms Obtain deliverable reports Progress: I verified at least
per year from the project manager. 50 invoices including:
T040(22/23) Metrofile –
Append the contract PM1116572K, Metrofile
management stamp on the Q935(22/23) – PM1116571,
supplier evaluation form. PM1113922, 111244,
T002(21/22) Truenorth –
Scan the invoice and save it TNTD32016, T069(22/23)
on the shared drive. Habari Green Development
– HGT/DFFE/1223-0014,
The following documents HGT/DFFE/1223-0015,
should be attached to the Ketshwerebothata KBT-
Log2 form: 2023-24/002 and Gaulanga
Trading Enterprise
 Pre-award letter GTE06/2024, Siyejabula
 SLA Security Solutions – 25942,
 Vetting Memo Phuthadichaba Trading

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
 Appointment letter Enterprise – DEA-27 and
 Addendum (where Popo Protection – 21983.
applicable)
 SBD4 All invoices were verified
 CSD Report against deliverables in
 SBD 7.2 accordance with the SLA
thereafter are stamped,
Verification of the CSD scanned and uploaded on
Report sharedrive, those that were
 Vendor should be not compliant were returned
Tax Compliant for amendment and/or
 Vendor should not correction.
be a restricted
supplier. Challenges: At times chief
users submit incomplete
 Director should not
invoices, whereby there
be a government
might be a missing
employee.
deliverable reports or no
signatures where there
should be for authorisation
resulting in the delaying of
the process.

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
2. Administer Effective Contract Updatin Ensure that the following Achievements: Assisting Clear communication with
Contracts and 15 Administration g the information is updated on with RFI 60: SLAs that I Project Managers and
receipts of Service % Contract the Contract Register: helped retrieve were RT3- receiving
Level Agreements Accurate Contract Register  Pre-award letters 2018 – Konica Minolta, feedback/responses
(SLA) management Report monthly issued E1594 - Congrid, RFQ021 – timeously upon request.
 MOAs received CSIR, E1589 – Gudunkomo,
Report  Award letters Diphethogo (East
on non- issued Griqualand and Ehlanzeni),
perform  Contract Start date E1600 – Isibane Solwazi,
ance for and End date T060(22/23) – Kruger Swart,
contract  Q1-Q2 Monthly T023(22/23) - Mamadi and
ors progress report Company, E1408A – NCC
annually skills transfer Environmental Services,
submitted E1564 – Nedbank, SITA –
Oracle, T002(21/22) –
Submit Truenorth and T010(21/22)
the Monitoring expenditure of – Ubuntu Business Advisory
Contract active contracts and and Consulting.
Register submitting monthly reports.
on the Challenges: When it comes
10th of Liaise with project to administering receipts of
managers on contract SLAs there is sometimes a

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
each management matters in line delay in the drafting of SLAs
month with National Treasury between Project Managers
practise notes, SCM and and Service Providers.
Financial delegation in
terms of:

 Progress reports
 Expiry dates
 Extension of
contracts
3. Administer Accurate Deviation Submit Constant updating of the Achievements: In The official has not fully
Deviations in the 20 Register on the Deviation Register for the administering deviations, I worked on this particular
Department % 10th of following: compile relevant documents task but she is willing to
each such as the submissions and learn.
month  Single sources decision form obtained from
 Variations Bid Committee, I retrieve the
 Sole Service latest CSD report, draft
Providers deviation appointment
letters for the approval from
Deviation Process CD: Demand & Acquisition
Obtain BAC Decision form Management.
from the Bids Committee

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
Obtain the approvals and Progress: All attachments
submissions from the Bids are filed and saved upon
Committee office. receipt on the sharedrive,
Obtain the addendum for a the deviation register is
contract variation from the updated, and the project
project manager. manager is notified upon the
Obtain the sole letter from receipt of acceptance letter
project manager. via e-mail.
File the portfolio of evidence
on the shared drive. Challenges: whereby an
awarded bidder is non-tax
compliant causing a delay in
the awarding process.
4. Issue Pre-award Issuance a pre-award Prepare Pre-award Process Achievements: Pre-Award: Satisfactory
and Acceptance 25 letters for the letter Obtain BAC Decision form RFQ016(23/24) –
Letters for approved % successful bidders within 2 from the Bids Committee. Microforest, T025(23/24) –
Deviations (two) Obtain the approvals and Babhuti Projects. Final
days submissions from the Bids Award: T020(23/24) Coastal
Committee office. And Environmental
Print out the CSD Report for Services, 1World
the successful bidder. Consulting, Environmental
Draft the pre-award letter. Impact Management

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
Ensure that the pre-award Services, Exigent
letter is signed off by both Environmental CC and
CD: Demand & Acquisition Mondli Mthembu Consulting
Management and the Services. Timely responses
service provider. from Project Managers upon
Send out the letter to the receipt of pre-awards to draft
project manager. SLAs.

Acceptance Letter Process Progress:

Upon receipt of a fully For pre-award packages, I
signed SLA from project compile approved decision
manager, draft the award form from Bid Committee
letter. member, I retrieve CSD
Print out the CSD Report for reports to ensure tax
the successful bidder. compliance and whether
Draft the acceptance letter. bidder is a vat vendor, and
Ensure that acceptance draft pre-award for CD:
letter is signed off by both Demand & Acquisition
CD: Demand & Acquisition Management signature
Management and the thereafter I send it to
service provider. awarded bidder.

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
Send out the letter to the For acceptance letter
project manager. package, in addition to
File portfolio of evidence on documents for pre-award, a
sharedrive. duly signed SLA, vetting
memo and signed pre-
award letter are attached
and a draft acceptance final
award is prepared for CD:
Demand & Acquisition
Management signature
thereafter acceptance letter
is sent to awarded bidder.

Signed letters are saved

electronically on sharedrive
and manually on main
tender files. The project
manager is notified on the
receipt of acceptance letter
via e-mail.

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NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
Challenges: When it comes
to VAT vendor registration
and non-tax compliance is
the amount of days Service
Providers take to rectify
such matters and at times
are not reachable on their e-
mails therefore I have to
find alternative e-mail
addresses on CSD portal.
5. Administer the Ensure that the Compilin Obtain relevant participation Achievements: I make use of Satisfactory
Transversal 15 Department is g the letter templates from National Treasury Website:
Contracts % participating in the Transve National Treasury. National Treasury to ensure
relevant Transversal rsal I keep updated with
Contracts Contract Obtain expenditures per amendments and
Expendit item report from budget extensions regarding
ure office for previous financial Transversal Contracts.
Report years.
Facilitation of participation Progress: Preparing of Log2
letters and obtaining Forms for RT contracts that
signatures from: the department is
participating in such as

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 NO KEY PERFORMANCE MEASURES KEY ACTIVITIES PROGRESS/CHALLENGE SUPERVISOR’S REMARKS
PERFORMANCE S/
AREA KEY ANNUA ACHIEVEMENTS

WEIGHT%
(KPA) PERFORMANCE L
INDICATOR (KPI) TARGE
T
 CD: Demand & RT59-2022 (The supply and
Acquisition delivery of footwear and
Management leather products to the
 CFO state), RT12-2022 (The
 DG supply, delivery and off-
loading agricultural
Follow up with National remedies to the state) and
Treasury pertaining RT64-2022 (Supply and
outstanding participation delivery of clothing to the
letters state).

Challenges: Whereby chief

users have been procuring
however do not attach the
budget and requesting items
that are not on the RT list.

B. DEVELOPMENTAL PROGRAMME

COMPETENCY TO BE PROPOSED RESPONSIBILITY TIME FRAME EXPECTED OUTCOME DATE COMPLETED

ADDRESSED ACTIONS
Advanced Excel Skills Attending Course Official & Supervisor 2023-2024

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 Contract Management Attending Course Official & Supervisor 2023-2024
Training

C. How was the employee overall performance for this specific quarter? Please tick the appropriate box below that describe the overall
performance:

Not effective Partially Effective Fully Effective X Highly Effective

Not effective Performance does not meet the expected standard for the job. The employee isn’t suitable for permanent appointment upon expiry of
his / her probationary period or there’s room for improvement.
Partially Effective Performance meets some of the standards expected for the job. The employee isn’t suitable for permanent appointment upon expiry of
his / her probationary period or there’s room for improvement.
Fully Effective Performance fully meets the standard expected in all areas of The employee is suitable for permanent appointment upon expiry of his /
the job. her probationary period.
Highly Effective Performance far exceeds the standard expected of a jobholder The employee is suitable for permanent appointment upon expiry of his /
at this level. her probationary period.

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NB: OFFICIALS SHOULD SIGN THE PDF FORMAT FOR THE PURPOSES OF ELECTRONIC SIGNATURE AND TO AVOID EDITING AFTER SIGNING
OFF. YOU MAY CONTACT PMDS FOR MORE INFORMATION AROUND ELECTRONIC SIGNATURE USING SMART DEVICES.

D. Comments on overall performance (supervisor) or remedial action and action to address not full effective performance (Refer to part B)

The official is progressing very well but still has room for improvement. She is suitable for permanent appointment upon expiry of her probationary period.

Signature of the employee Signature of the Supervisor Signature of Head of Component

Date: Date: Date:
Print Name: Print Name: Print Name:
(If the employee does not concur with the findings of this probation review form then a separate motivation and or presentation must be provided)

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