Learn the Staff Performance Appraisal System

SPAS is the county's electronic Staff Performance Appraisal System. It replaces the paper CPSB 002 and CPSB 003 forms with an online wizard, captures drawn or uploaded signatures, and produces the official PDF report.

Who does what

• Officer (appraisee): creates the appraisal, fills in employment details and targets, comments, and signs — from My Appraisals.
• Supervisor: scores targets, records remarks, signs, and reports on their team — in the same My Appraisals list, scoped to their department.
• Administrator: manages accounts, confirms scores, approves and finalizes reports, and runs department-wide statistics and reports.

The form picks itself

Job Group in Section 1 of the wizard selects the official form automatically — don't pick the form by hand. Job Groups A–H (or equivalent) use the CPSB 002 form; Job Groups J–T (or equivalent) use the longer CPSB 003 form, which adds a mid-year review step.

Report status, from draft to finalized

Linking an officer to their supervisor

Your appraisal is scoped to your department automatically. Your supervisor sees it because they hold review permissions for your department — there's no personal-number matching step to get wrong.

Accounts on SPAS are created by an administrator — there is no public self-registration page. If you don't have an account yet, ask your department administrator to create one for you with your personal number, department, and job group.

Signing in

1. 1Open the SPAS sign-in page.
2. 2Enter your Personal Number and password.
3. 3Your dashboard opens on Home, with My Appraisals in the sidebar.

Forgot your password?

Use the password reset option on the sign-in page. A reset link is sent to your registered email.

Goal: one complete, signed appraisal for the current period.

1. Start a new appraisal

1. 1From My Appraisals, click Start new appraisal.
2. 2Every click always creates a brand-new, independent record — it never merges with or resumes an older one.
3. 3The wizard opens on Section 1 (Employment Details). Work through each section and save as you go.

2. Fill in the wizard

• Employment Details: personal number, names, designation, job group (this selects CPSB 002 or CPSB 003 for you), department, and the appraisal period. Directorate, section/unit, duty station and your supervisor's personal number are optional — fill them in if you have them.
• Performance Targets: add your agreed targets and indicators for the period. Keep them specific and measurable — your supervisor scores them later, not you.
• Training & Development: list your training needs, in priority order.
• Mid-Year Review (CPSB 003 roles only): record progress and any targets that changed since the start of the period.
• Comments: your honest end-of-period comment.
• Workflow & Status: shows the report's current status, and — if you hold the right permission — a way to update it directly.

3. Sign the report

1. 1From My Appraisals, open the row's action menu and choose Sign (or Re-sign, if you've already signed).
2. 2Draw your signature with a mouse, trackpad, or finger — or upload a photo of your signature on plain white paper, in dark ink, with no shadow.
3. 3Save. Your signature is printed on the official PDF exactly as captured — a PDF never shows a blank box pretending to be signed.

4. Actions available to you

5. Notifications

When your supervisor scores, comments, or signs — or when it's finalized — you'll see a badge on the bell icon in the top bar, and a full list in Settings → Notifications.

There is no separate "supervisor account type." You get supervisor actions on any appraisal in your own department because your role holds department-level review permissions.

1. Find your team's appraisals

Open My Appraisals. Reports from your department appear alongside your own, with the reviewer actions relevant to their status. Filter by status to focus on what needs your attention.

2. Review and score

1. 1Open the officer's report.
2. 2Confirm designation, job group, department and period.
3. 3Enter your assessment against each performance target and add your remarks.
4. 4Save. Status moves to Supervisor Review if it hadn't already.

3. Sign, and approve when ready

On the Sign dialog, only the supervisor signature slot is enabled for you — draw it or upload a photo on plain white paper, same rules as staff. Once you're satisfied, use Mark Approved on a report in Supervisor Review to move it forward for admin finalization.

4. Reports

With export permission, use PDF or Excel on any single report, or — from the table toolbar — Export Selected / Export All for a full team listing (PDF table or CSV) covering everyone in your scope.

1. Manage user accounts

Open Administration. Add or edit users, assign departments and job groups, and manage roles and individual permission overrides. Search, bulk-select, and export the directory as PDF or Excel from the same page.

2. Review and finalize appraisals

From My Appraisals (scoped to all departments, or one at a time via the department filter), open any report to check its Employment, Targets, Training, Comments and Workflow sections, correct scores if needed, and confirm both signatures are genuinely present — never fabricate one on a report's behalf. Use Update Status to move a record through Admin Review to Finalized, or back to Returned if it needs correction.

3. Bulk export and reporting

Select rows in the table (or use Export All to cover everything in scope) and choose Export Selected/All (PDF) for a table-style report, or Export Selected/All (Excel) for a CSV listing.

4. Departmental dashboard

The stats panel above the My Appraisals table gives you an All Departments / My Statistics toggle, a department filter, cards for totals, officers, drafts, submitted/in review, awaiting signature, and approved counts, a status-breakdown chart, a department-performance chart, and a full department statistics table — all from a single consistent data source, so the numbers on screen always match what's in the Download Team Report PDF and Excel export.

Separate from the appraisal wizard's own performance-targets section, the Targets & KPIs page lets you track individual targets year-round — title, indicator, target vs. achieved value, weight, progress, status and a due date. Supervisors and admins with department/all scope can set targets for their team as well as themselves.

The Departmental PC page is a library of signed departmental Performance Contract documents — upload the signed PDF for a role within your department for a given financial year, and anyone with view access can find and open it, organized by department and role.

Deleting a user, an appraisal, or a departmental PC record never destroys it immediately — it moves to Trash and stays recoverable there for 30 days before being permanently purged. From Trash you can select multiple items and Restore or Delete Permanently in bulk, if you hold the right permission — permanent deletion is always a separate, more tightly-guarded permission from ordinary delete.

If something isn't working the way this guide describes, raise a ticket from Support. Describe what you were trying to do, what happened instead, and include the appraisal code or report if relevant — it helps whoever picks up your ticket get you unblocked faster.