CBF, Reflective Practice Supervision & Performance Management

Competency Based Framework, Reflective Practice Supervision and Performance Management – Flexibility for Probation

Why and how are they different?

Many staff are asking for clarity on the differences between Competency Based Framework (CBF) for pay progression, Reflective Practice Supervision (RPS) and Performance Management (PM) which is the new process replacing SPDRs. Whilst these processes all focus on conversations between staff and their line managers, they all have different purposes.

Whilst these processes all focus on conversations between staff and their line managers, they all have different purposes. In practice however, the content of your routine conversations could be used for multiple purposes.

CBF

CBF is purely for staff to demonstrate competence and to progress through the pay points within their pay band. There are no objectives to set as the focus is on capturing competence examples from everyday tasks and activities that have been completed, as opposed to an aspirational level of performance. The CBF is for all staff on probation terms and conditions who are below the top of their pay band. Those at the top of their pay band are not required to complete a CBF record on SOP, however are encouraged to familiarise themselves with CBF; either in readiness for future promotion at which point CBF will be required or in order to support the use of CBF for staff they line manage. The CBF end of year outcome is a decision on annual pay progression for all eligible staff.

NB: If you are eligible for CBF, you must have an opening conversation by June 1^st or within 8 weeks of starting in the Probation Service and update this accurately on SOP. Throughout the rest of the year, competence examples can be obtained via other regular conversations which may include RPS or Performance Management. However, the outcomes and outputs of CBF must be separate to RPS and performance management.

Reflective Practice

Reflective Practice Supervision is used by Probation Practitioners and their SPOs/Line Managers and is a formal process of regular meetings between probation practitioners and their line manager. The output is a supportive discussion containing professional reflection whereby there is a specific focus on challenging or complex cases. The purpose of such meetings is to encourage ongoing professional development and provide case management support.

Performance Management

Performance Management is replacing the SPDR process. Performance Management will be used by all areas of the MoJ including probation staff. It focuses on agreeing performance expectations, setting personal development goals, both short- and long-term aspirations, and also in identifying strengths, barriers, support options and development activity. Performance management is the gateway policy for the regular use of in-year rewards for example vouchers, small gifts or small cash amounts, where staff can be recognised for their exceptional contributions and in demonstrating organisational values.

Making it work for staff

In practice, the content of your routine conversations could be used for multiple purposes if relevant and reflects the approach that many of you are already taking in having conversations which discuss work with your line managers. Routine conversations are spaces where you can reflect on practice and delivery and set aspiration and personal development activities.

The Performance Management policy is lighter touch than SPDRs – no longer focusing on twice yearly retrospective appraisal assessments and performance markings. At the core of the approach are regular, open and honest conversations between line managers and their staff. Performance Management conversations should be held once every 8 weeks. However, if CBF or Reflective Practice applies to you, then you have the flexibility of reducing your Performance Management discussions to once every four months.

The new Performance Management process has been piloted for probation by Surrey PDU. The leadership team felt it was easy to use, that probation staff responded better to it than the SPDR process and that staff felt it was more individualised and person centred. Whilst the feedback identified the overlap with the CBF, it was recognised that both processes were relatively new and would require time to embed.

Performance Management is starting to be rolled out for 2022/2023 in line with regional plans led by your Regional Probation Director (RPD). You can read more about the introduction of Performance Management on the intranet. Guidance on flexibility within the system for the Probation Service can be found in the PM toolkit (page 5) and the PM FAQs (page 2).