Annual Performance Appraisal (APER)

Annual Performance Appraisal (APER)

Quick Answer: The Annual Performance Evaluation Report (APER) is the traditional performance appraisal instrument of the Nigerian Federal Civil Service, governed by Chapter 5 of the Public Service Rules (2008 Edition). It records an officer's work, conduct, and capability and is the primary evidence used by the Federal Civil Service Commission for confirmation of appointment and promotion. APER is rendered at the end of each calendar year, with Permanent Secretaries forwarding copies to the FCSC by 31 January. The Federal Civil Service is transitioning from APER to a Performance Management System (PMS) under FCSSIP 2021-2025, but APER/PMS scores remain mandatory for promotion.

Purpose of APER

APER exists to:

• provide a full record of each officer's performance over a year;
• judge suitability for confirmation of appointment after probation;
• judge suitability for promotion through the maturity period;
• identify training needs;
• inform postings, transfers, and career planning;
• document conduct and discipline alongside the PSR discipline rules.

Without a valid APER/PMS record, an officer is barred from promotion (Guidelines for Appointments, Promotion and Discipline, Revised August 2004; reinforced by circulars of the Office of the Head of the Civil Service of the Federation).

The APER Form and Process

The APER form is completed annually and typically captures:

• personal details, grade level, post, and IPPIS number;
• a statement of duties actually performed;
• an assessment of performance against assigned tasks;
• an assessment of conduct, integrity, and character;
• an assessment of special skills, initiative, and judgment;
• a rating on the APER scale;
• a recommendation on confirmation, promotion, or training;
• signatures of the reporting officer, the countersigning/reviewing officer, and the officer being reported on.

The reporting officer must be at least one substantive grade above the officer being reported on. Adverse comments must be communicated to the officer in writing so the officer has the chance to respond.

Rating Scales

The traditional APER used a graded scale; the new PMS uses a percentage scale with named bands.

PMS key-result-area weightings under FCSSIP: employee prioritised job objectives 70%, processes/operations 10%, and key competencies 20%.

Reporting, Reviewing, and Countersigning Officers

• Reporting officer — the immediate supervisor at least one grade above the officer; completes the substantive assessment.
• Countersigning / reviewing officer — a senior officer above the reporting officer who reviews the report for fairness and consistency; may moderate ratings.
• Reporting chain — the Permanent Secretary must forward APER copies to the FCSC no later than 31 January of each year.
• Officer's right to respond — adverse comments must be communicated to the officer in writing, and the officer may append remarks.

APER in Confirmation

For officers on probation:

• progress reports are rendered every six months from the date of first appointment;
• the final progress report is rendered no later than two months before the probationary period expires;
• the final report must include a definite recommendation on whether the appointment should be confirmed or terminated;
• officers must pass prescribed confirmation examinations during the probationary period.

APER in Promotion

The number of APER/PMS years required corresponds to the maturity period of the grade:

For GL 14 seeking promotion to GL 15, three years of APER/PMS scores are required; for GL 15 and 16 moving up, four years are required. The average APER/PMS score over the maturity period is used in the promotion evaluation, alongside the written promotion examination and the oral interview.

Two standard forms support the promotion process:

• Form A (Seniority List) — compiled by the Department of Human Resource Management, containing bio-data, dates of appointment and confirmation, IPPIS number, and average APER/PMS scores for the preceding years.
• Form B (Career Progression Chart) — completed and signed by each candidate and counter-signed by the Director of Human Resource Management, recording APER/PMS scores for each year of the maturity period.

Incomplete, unsigned, or improperly completed reports are not accepted; reports must be endorsed by reporting, countersigning, and reviewing officers.

The Appraisal Cycle

1. Target setting (January) — under PMS, the officer and supervisor agree SMART annual work plans.
2. Monthly/quarterly reviews — PMS reviews performance against targets at these intervals.
3. Year-end assessment (December) — reporting officer completes the APER/PMS form.
4. Review and countersignature (December-January) — reviewing officer moderates and signs.
5. Submission to FCSC (by 31 January) — Permanent Secretary forwards reports.
6. Use in promotion exercise — average scores feed the promotion evaluation during the year.

Transition to PMS

The Performance Management System (PMS) was introduced under the Federal Civil Service Strategy and Implementation Plan (FCSSIP) 2021-2025 to address APER weaknesses: lack of alignment with national/MDA strategic objectives, subjectivity, and poor feedback. PMS uses SMART targets agreed between employee and supervisor, with monthly, quarterly, and annual reviews. Recent circulars require officers on GL 15 and 16 to submit PMS reports for 2023, 2024, and 2025 plus APER for 2022; officers on GL 14 submit PMS reports for 2023-2025. The exam may test either system, so know both the traditional APER and the PMS scale.

APER vs PMS at a Glance