Performance Management Fitting the Pieces of Success Together
Session Overview: Current performance review process Documentation Ratings Determining the overall rating New Performance plan document Review of performance management techniques Performance log The importance of accurate PDQ s Important deadlines
Current Performance Evaluation Reminders: Evaluation period is April 1, 2006 March 31, 2007 Evaluation must be signed by supervisor and 2 nd level supervisor or appointing authority before presenting to the employee Meritorious ratings require written justification by the Supervisor All evaluations and plans are due by April 13 th
Documentation Why is this a critical piece of the puzzle: Justifies the performance ratings Documents the employee achievements and areas that need improvement Is another form of communication with the employee besides verbal Encourage your employee to self evaluate they may remember accomplishments earlier in the performance year or identify areas they would like to improve Please utilize the space available under each rating to add documentation.
Documentation puzzle keys to effective documentation: Documentation should be: Specific Clear Useful Fact (not impressions) Include performance highlights and challenges throughout the year
Rating Goals: How to determine the ratings: What stage of completion is the goal? Goal is completed in the performance year rate on the success of the completion Goal is in progress but not yet complete rate on the progress of the goal and determine if the goal should be added to next years performance plan Goal is not complete due to unforeseen circumstances or no longer valid or needed rating can be left blank but documentation in space provided is mandatory to identify the reason for no rating
Rating Goals: Critical puzzle piece to successful rating: Factors to consider when rating the goal: Determine if the goal is achievable and/or realistic Determine what the roadblock is to successfully completing the goal Does the goal require more than a year to complete Determine if the goal is still valid have there been changes in your department that no longer require the goal Does the goal need an action plan to complete Whatever the rating Document!!! Document!!!
Determining the overall rating the final evaluation puzzle piece: Reminder of ratings and definitions: Needs Improvement: This rating level encompasses those employees whose performance does not consistently and independently meet expectations set forth in the performance plan as well as those employees whose performance is clearly unsatisfactory and consistently fails to meet requirements and expectations. Marginal performance requires substantial monitoring to achieve consistent completion of work and requires more constant, close supervision. Though these employees do not meet expectations, they may be progressing satisfactorily toward a Proficient rating and need to demonstrate improvement in order to satisfy the core expectations of the position. Fully Competent: This rating level encompasses a range of expected performance. It includes those employees who exhibit competency in the work behaviors, skills, and assignments for the job as well as those employees who are successfully developing in the job. These employees are meeting all the expectations, standards, requirements, and objectives on their performance plan and, on occasion, may exceed them. This is the employee who reliably performs the job assigned.
Determining the overall rating the final evaluation puzzle piece: Reminder of ratings and definitions: Exceeds Expectations: This rating level encompasses the accomplished performers who consistently exhibit the desired competencies effectively and independently while frequently exceeding expectations, standards, requirements, and objectives of the job assigned. Their work has a documented impact beyond the regular assignments and performance objectives that directly supports the mission of the organization. Meritorious: This rating represents consistently exceptional and documented performance or consistently superior achievement beyond the regular assignment. Employee makes exceptional contribution(s) that have a significant and positive impact on the performance of the unit or the organization. The employee provides a model for excellence and helps others to do their jobs better. Peers, immediate supervision, higher-level management and others can readily recognize such a level of performance. Supervisors must provide written justification for a Meritorious rating.
Determining the overall rating the final evaluation puzzle piece: What factors to consider when determining the overall rating: Significant employee achievements or accomplishments Areas in need of improvement or growth Performance through the entire year Identify key areas that might carry more weight than others The new process allows the supervisor to determine the overall rating by factoring major job duties, goals and accomplishments of the employee instead of calculating factors to determine a rating.
Determining the overall rating the final evaluation puzzle piece: Employee Involvement: Allow the employee to play an active role in the evaluation process Encourage the employee to self evaluate Have the employee identify their strengths and weaknesses Have employee develop goals and design action plans Employee involvement prevents surprises during the review process Performance management should be a collaborative process between the employee and supervisor.
New Performance Plan document the new puzzle piece: In Accordance with rule 6-4, three rating levels will be used instead of four effective for the performance cycle beginning April 1, 2007. The definitions of each rating is below. Level 1: This rating level encompasses those employees whose performance does not consistently and independently meet expectations set forth in the performance plan as well as those employees whose performance is clearly unsatisfactory and consistently fails to meet requirements and expectations. Marginal performance requires substantial monitoring and close supervision to ensure progression toward a level of performance that meets expectations. Although these employees are not currently meeting expectations, they may be progressing satisfactorily toward a level 2 rating and need coaching/direction in order to satisfy the core expectations of the position.
New Performance Plan document the new puzzle piece: Level 2: This rating level encompasses a range of expected performance. It includes employees who are successfully developing in the job, employees who exhibit competency in work behaviors, skills, and assignments, and accomplished performers who consistently exhibit the desired competencies effectively and independently. These employees are meeting all the expectations, standards, requirements, and objectives on their performance plan and, on occasion, exceed them. This is the employee who reliably performs the job assigned and may even have a documented impact beyond the regular assignments and performance objectives that directly supports the mission of the organization.
New Performance Plan document the new puzzle piece: Level 3: This rating represents consistently exceptional and documented performance or consistently superior achievement beyond the regular assignment. Employees make exceptional contribution(s) that have a significant and positive impact on the performance of the unit or the organization and may materially advance the mission of the organization. The employee provides a model for excellence and helps others to do their jobs better. Peers, immediate supervision, higherlevel management and others can readily recognize such a level of performance. Supervisors must provide written justification for a level 3 rating.
Review of performance management techniques fitting the puzzle pieces together with one key word COMMUNICATION: C Clear communication easy for the employee to understand O Open discussions Allow the employee to talk also - Listen M Measure performance by being consistent, fair and clear M Motivate employees and encourage professional development U Utilize the performance log to document the employees performance N Notify the employee of their performance through out the year I Identify employees accomplishments and areas that need development C Communicate both positive and negative A Accurate PDQ s ensure that the employee has an accurate PDQ T Talk to employee about goals, direction and opportunities for success I Involve the employee to prevent surprise evaluations O Ongoing communication and documentation Continuous feedback N Notify the employee of your expectations
Review of performance management techniques Employee Log: Employee Performance Log Employee Name: Evaluation Period: Date Performance Item Feedback Provided to Employee (Yes/No) If Yes, Date 6/6/05 9/1/05 9/9/05 Completed system conversion ahead of schedule. This increases department efficiency Involved in conflict with purchasing department (see attached e-mail) Complete certification training in FrontPage Yes, 6/7/05 Provided copy of Kudos E-mail Yes, 9/1/05 Described professional expectations and directed to apologize to purchasing Yes, 9/8/05 Completes goal #2 in Performance Plan The employee log assists the supervisor in documenting performance throughout the year. This ensures the supervisor considers the full year of performance. The log also helps document performance deficiencies and challenges.
Performance Management The importance of accurate PDQ s: Accurate PDQ s help define the major job duties and expectations of the position PDQ s should be updated when there has been a permanent and substantial change to the position Many PDQ s have not been updated since 1994 when the state mandated all PDQ s be updated PDQ Statistics at CSU-Pueblo: 95 PDQ s have been submitted and audited since October 2004 73% of all our PDQ s for classified employees have been updated Coming Soon: Human Resources will be conducting training on how to write effective and accurate PDQ s.
Performance Management Key deadline to remember: All evaluations and plans are due to Human Resources by Friday, April 13 th ***Please remember to utilize the planning comment section and/or include attachments to set expectations.