Purpose

This report sought to provide information on GMPF's current performance and development software contract and outlined the proposed approach to procuring a replacement solution ahead of the contract's expiry in January 2027.

Decision

GMPF's current performance and development platform, StaffCircle, is due to reach the end of its contract on 31 January 2027.

That approval be granted to undertake a market review and procurement exercise to identify the most appropriate performance and development platform to support GMPF's ongoing requirements following the expiry of the current contract. 

Reasons for the decision

GMPF’s current performance and development platform, StaffCircle, reaches the end of its contract on 31/01/2027.

Over recent years, GMPF has successfully used this performance and development system to support the performance management, appraisals, objective setting and employee development of colleagues. The use of a dedicated platform has become an established part of workforce management, helping to create a consistent approach to performance conversations, development planning and objective tracking across the organisation.

The platform has enabled GMPF to embed performance and development processes effectively, providing managers and employees with a structured framework for setting objectives, recording achievements, identifying development needs and supporting ongoing professional growth. The benefits gained with such a system have demonstrated the value of maintaining a dedicated digital solution for these activities.

Approval is therefore sought to undertake a procurement exercise for a performance and development platform, including consideration of both alternative market solutions and the continuation of the existing arrangement, to ensure a system is in place before the current contract expires. This will provide continuity of service and ongoing support for GMPF's performance management and employee development objectives.

Alternative options considered

Do nothing / Allow the contract to expire

Reasons for rejection:

•         GMPF would lose its central system for managing appraisals, objectives, development plans and performance reviews.

•         Performance and development processes would become more manual, increasing administrative burden.

•         Reporting, oversight and auditability of performance management activity would be reduced.

•         There would be a risk of inconsistent application of performance and development processes across teams.

•         GMPF would lose the efficiencies and benefits gained from having a dedicated digital solution.

This option would represent a backward step in the management and development of employees.