Performance Management at the University Of Ghana

Case Analysis

Members:
Aguja, Charmene
Bautista, Ma. Samantha Elhyse
Dela Cruz, Camelle
Ignacio, Ray Marc
Lontoc, David
Obog, Jenti Rosh
Pepa, Jannie Nicole
Villones, Coolene
I. Time Context

The problem was observed when the library started as college library in 1948. But
in 1959 college library moved into brandnew buildings as in the case of modern university
libraries that face resources challenges.

II. Viewpoint

From the first place, the problem was aroused from the manager of university of
ghana.

III. Central Problem

Balme Library lacks systematic job analysis. Job analysis is an essential part of
perfomance management system in every organization. It is the backbone or main tool in
analyzing and measuring the performance of an organization since it defines the duties and
responsibilities that should be executed by every member of the organization. Measuring
such performance of the business entity would mean nothing if they don’t commit to a
specific and detailed systematic job analysis.

IV. Statement of Objectives

IV.1. Must Objective
 To effectively evaluate the whole performance of the employees for the
establishment of job success
 To highlight the significance of understanding the general behavior in the
management
 To create an enabling forum for exchange of views between employees and
supervisors on achievements, unmet targets and making improvement plans
where necessary
 IV.2. Want Objective
 To establish an environment that fosters knowledgeable, service-oriented and
user- focused staff.
 To establish a culture of assessment associated with the provision of library
services in person.
 To clarify performance expectations and develop an on-going professional
development plan for library faculty in their role as educational partners.

V. Areas of Concideration
V.1. Strengths
 The Balme library is a well known and well established library to the various
schools. This is the main library for the University of Ghana.
 The library consists of six departments, employs over 50 individuals and has
over 100 thousand books, 500 microfilms, CD's, and tapes plus access to
extensive electronic resources (Balme Library, University of Ghana, 2009).
 The library is attached to other schools, facilities, and departments. With this,
the library can be the main go-to-library of the people residing in the place.
 There are many schools that affiliates the main library of the universities.
 The location of the library can also be advantage to other competitors because
of, where there can be a lot of people especially schools and universities, which
consists of many students and faculty members that are in need of a public
library that they can go to.
 This central library has implemented innumerable initiatives for the scholars
and performance management system is among them.

V.2. Weaknesses
 With the library situated at the main Legon campus and attached to other
various structures, many people could go to the library at the same time. If there
are too many people going at the same time, the library may not accommodate
them properly.
 The Balme library also initiated a performance system, which is good, but the
system that they implemented is not going well and if employees and managers
are not satisfied with it, they could and up resigning from the library.
 Even if there is a performance system it is still a scope of improvement in the
components of the system of the library.
 Major flaw as an apparent in the case of the Balme library performance
management system is that the imperative prerequisites were not considered
prior to the implementation process.
  It is unclear to the staffs or even the employees if the library had an
organizational meeting aboout the rules and regulations and even the strategic
goals. There is no evidence that a sytematic job analysis has conducted.
 Other employees are not informed about their responsibilities or functions to
the library and have never discussed their performance with the managers. With
that, he managers and staff may not understand what they need to accomplish
to meet the organizations goal and objectives.

V.3. Opportunities
 The location of the library, which is at Legon, Ghana, is a small town growing
rapidly through the years. With the growing population, more people could be
accommodated by the library as the years go by.
 The Balme Library will be well known library in the Africa if the
implementation of performance system was well developed.

V.4. Threats
 Similar with other university libraries, Balme library also faces a lot of
challenges that can hinder their services. That is why they initiated a
performance system to solve their problem. But the system they built isn't
going well. This can also affect customers and people using the library as
they can be not satisfied with the treatment they are getting with the library's
employees.
 Other libraries can surpass the main library if the performance system wasn’t
going well.
VI. Alternative Courses of Action (ACA)

 Alternative Course of Action 1:

Balme Library should improve their performance management system
Advantage: Improving their performance management system will help employees to
evaluate themselves and focus more on their objectives and mission in the
workplace.
Disadvantage: It will not be immediately effective because it will take time to analyze
the things that should be evaluated and to be considered aligned with the
objective.

 Alternative Course of Action 2:

Managers should communicate with the lower management
Advantage: Communication will result to understanding the needs of other employees
and to discuss what needs to be done and improved.
Disadvantage: This will be difficult to maintain especially when there a lot of employees
in a workplace.

 Alternative Course of Action 3:

Employees must have a clear goal according to their assigned job
Advantage: Having a clear understanding of their goal will help to work efficiently and
effectively which is good for the working environment of every employee.
Disadvantage: This should be decided and agreed upon by different departments which
is not possible if they don't have good communication.

VII. Decision
Balme Library should improve their performance management system
Advantage: Improving their performance management system will help employees to
evaluate themselves and focus more on their objectives and mission in the
workplace.
Disadvantage: It will not be immediately effective because it will take time to analyze the
things that should be evaluated and to be considered aligned with the objective.
VIII. Detailed Action Plan

WHO WHAT HOW WHEN

Managers Analyze the need for
Propose a proposal 4 days
ACA and its benefits

Present the proposal Setting a meeting with

Managers 2 days
to the principal the principal

Principal Review the proposal To check the proposal 3 days

Held a seminar with

all the employees to
Improving their
Principal discuss how to 4 days
performance system
improve the
performance system.
Improve the
performance system
for the employees to
Implementing evaluate themselves
Librarian 2 months
Changes and focus more on
their objectives and
mission in the
workplace

Help to implement
Assist and guide
changes to the people 3 months
Employees every person who
who came to the
came to the library
library