The federal government is launching a Digital PER system to replace paper-based performance reports, aiming to standardise appraisals, cut delays and improve transparency.
From Paper Files to a Centralised Online PER Platform
The federal government has decided to overhaul its performance appraisal framework by introducing Digital Performance Evaluation Reports (PERs). According to an office memorandum issued by the Establishment Division, the move is part of a wider plan to digitise government processes and reduce reliance on paper files.
In the first phase, the new system will cover all federal ministries and divisions. Instead of maintaining bulky paper-based annual confidential reports, officers’ performance evaluations will now be recorded, processed and stored on a centralised online platform. Officials say this shift will help eliminate long-standing problems such as misplaced files, incomplete records, manual errors and delays in forwarding reports for countersigning and approvals.
Why the Digital PER System Was Needed
For years, civil servants have raised concerns about the old paper-based PER system. Important reports were sometimes delayed for months, sent to the wrong office or even lost in transit. In many cases, missing or incomplete PERs created serious complications for promotions, postings and training nominations, as officers could not be properly assessed without a complete performance record.
The Digital PER system is designed to standardise the appraisal process across ministries and divisions. By shifting to an online mechanism, the government hopes to create a uniform format for evaluations, introduce clear timelines for completion and make it easier to track the status of each report in real time. This should help reduce backlogs, increase accountability and support more objective, data-driven decisions on career progression and capacity-building needs.
Role of Focal Persons and PER Administrators
To manage the transition, the Establishment Division has directed all federal ministries and divisions to nominate a focal person for the implementation of the Digital PER system. The nominated officer will coordinate with the Deputy Secretary (CP-V) and Director PD at the Establishment Division to ensure that the new mechanism is rolled out smoothly in their organisation.
One of the focal person’s main responsibilities will be to oversee the creation of user IDs for PER administrators and for Directors, PD or HR officials of cadre and ex-cadre administrations, in line with AGPE-2004 instructions. These user IDs will be used to operate the online PER module, manage access rights and ensure that only authorised officers can initiate, report on or countersign digital evaluations.
The focal person will also be responsible for coordinating data entry for officers whose information is not yet available in the Human Resource Management Information System (HRMIS). By filling these gaps, ministries and divisions will help build a complete and up-to-date database of civil servants whose performance will be tracked through the digital platform.
Improved Transparency, Tracking and HR Decision-Making
Sources familiar with the project say the digital system is expected to significantly improve transparency and accountability in performance management. Because each stage of the report—initiation, reporting, countersigning and finalisation—will be recorded electronically, it will be easier to see where a file is stuck and who is responsible for any delay.
The system will also allow HR and cadre management wings to quickly view an officer’s performance history without searching through physical files stored in different offices. This central view is particularly important for promotion boards, training selection committees and posting authorities, who need reliable information on past performance before making decisions.
In the longer run, the data generated by the Digital PER system can help identify training needs, performance trends and areas where additional support or reforms are required. For example, if a department sees repeated weaknesses in a particular skill area, it can design targeted training programmes or mentoring arrangements.
Data Requirements and Next Steps for Ministries
To prepare for the launch, ministries and divisions have been asked to submit a verified list of officers who serve as Initiating, Reporting and Countersigning Officers. This list must include names, CNIC numbers, designations with BPS, email addresses, mobile numbers and service or cadre details. The Establishment Division has also requested the name and contact details of each organisation’s nominated focal person on a priority basis.
These data requirements are meant to ensure that every officer involved in the appraisal chain is correctly mapped in the system and can log in with the right level of access. Once user IDs are created and officer data is entered into HRMIS, the Digital PER module can go live for that ministry or division.
If implemented effectively, the Digital PER system could mark a major step towards a more modern, efficient and transparent civil service in Pakistan. By replacing fragile paper files with a secure online platform, the government aims to protect performance records, speed up HR processes and give civil servants greater confidence that their work will be evaluated fairly and on time.
