Transcript Performance Management System

Performance Management
System
Evaluation Process
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Purpose
 The primary purpose of a performance
management system is to communicate
performance standards to employees, to
provide coaching, feedback & observations
regarding actual performance, and to identify
training and development needed to improve
the quality and/or quantity of job
performance.
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Three Components of Performance
Management
 Performance Planning, Setting Goals and
Objectives
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What Employee must accomplish to be
successful
 Performance Coaching/Monitoring
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Feedback, open lines of communication
Official or unofficial interim reviews
 Evaluating Actual Performance
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Performance Management
Cycle
Planning
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Coaching/Monitoring
Evaluation
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Performance Evaluation
 What is the purpose of the evaluation?
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Documents how well Employee has met the
expectations defined in the performance plan
Allows Employee an opportunity to do a selfassessment
Allows for both positive and critical feedback
Supports decisions to retain, promote or give
pay increases
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Performance Management
Forms
 P141 – Extraordinary Contribution
 P142 – Notice of Improvement Needed
 Written Notice
 P125 – Probationary Progress Review
 P146 – Request for Extension of Probationary
Period
 P112(s) - Performance Plan & Evaluation
(PPE)
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Process Overview for All Staff
 Prepare for Review
 Opportunity for employee Self-Assessment
 Complete Draft P112
 Draft P112 to Reviewer
 Reviewer submits to Calibration Team (as
designated by Sr. Mgt.) for review/approval of
final Performance Rating
 Finalized P112, Supervisor & Reviewer sign
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Process Overview, cont.
 Supervisor meets with employee and
provides them with a copy of the evaluation
 Send final approved evaluation to the
department representative
 Start cycle for next year: performance
planning, ……
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Preparation for the Review
 Assemble and review all documentation
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Position Description (PeopleAdmin)
Employee P112
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Performance Goals and/or Job Responsibilities
 Metrics
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Competencies
Career Development activities
assigned/completed
Supervisor’s Notes/Records, P141, P142,
Counseling Memos, Written Notice forms
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Employee Self-Assessment
 Provide Employee with:
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Updated Position Description (PeopleAdmin)
A copy of the Performance Plan that was
agreed to by the Supervisor and Employee
Any other relevant documentation Employee
may want to use in a self-evaluation
(counseling memos, written notices, etc.)
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Employee Self-Assessment,
cont.
 Employee documents accomplishments as
related to each performance goal/job
responsibility and competency
 Employee summarizes career
development activities
 Supervisor should accept self-assessment
information in a format that is comfortable
to the Employee (e-mail, discussion, etc.)
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Forms for Self-Assessment
 Can use P112 document, OR
 Supervisor/department may choose to use
other form for self-assessments
 College of Agriculture and Life Sciences Self
Assessment form:
http://www.cals.vt.edu/operations/documents/
employeeselfassessment.doc
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Supervisor Completes P112
 Complete the Performance Goals/Job
Responsibilities section
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Summarize the actual results &
accomplishments for each assigned
goal/responsibility.
Check the appropriate performance rating for
each goal/responsibility as supported by the
statements in the results section.
 Complete the Competencies section by
checking the appropriate rating for each
assigned competency.
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Supervisor Completes P112
(cont)
 Review Career Development activities
 Complete Supervisor’s Summary of
Overall Performance, being sure to
include enough detail to support the
overall rating
 Submit draft evaluation to Reviewer
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Review & Calibration for All
Staff
 Reviewer validates performance rating
 Reviewer submits draft evaluation to
Calibration Team
 Calibration Team finalizes and
communicates the overall rating to the
Reviewer.
 Supervisor and Reviewer sign
evaluation.
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Final Steps
 Schedule time to meet with employee
 Obtain employee signature on evaluation
 Copies to Employee, Supervisor, Reviewer
 Send final approved original evaluation to
department representative by the date they
specify.
 Create next year’s Employee Performance
Plan within 30 days, review with employee
and provide him/her with a copy
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Four Levels of Performance
 Model Performance
 Strong Performance
 Developing Performance
 Unacceptable Performance
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Model Performance (MP)
THE EXCEPTION
 Requires written justification to support overall
MP rating in Supervisor’s Summary of Overall
Performance
 There is no formula used to calculate how
many goals/responsibilities and competencies
must be rated MP in order to earn an overall
MP rating
 Requires at least one P141 for Classified staff,
completed during the current performance
cycle. This is not required for University staff.
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Strong Performance (SP)
 Requires written justification to support
overall SP rating in Supervisor’s Summary of
Overall Performance.
 Most employees are Strong Performers
 Fully meets expectations
 May exceed expectations
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Developing Performance (DP)
 Requires written justification to support
overall DP rating in Supervisor’s Summary of
Overall Performance.
 Does not fully meet expectations in one or
more areas
 New employees are not necessarily rated DP
 Steps to improve performance in deficient
area(s) must be clearly detailed in the Career
Development Plan section.
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Unacceptable Performance (UP)
 Contact Human Resources
 Requires written justification to support
overall UP rating in Supervisor’s Summary of
Overall Performance
 There is no formula used to calculate how
many dimensions must be rated UP in order
to earn an overall UP rating
 Requires at least one P142 OR Written
Notice during the current performance cycle
for an overall UP rating for Classified or
University
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P142 Notice of Improvement
Needed
 Documents performance deficiencies
 Should include a Performance Improvement
Plan outlining requirements for improvement
 Establish weekly or biweekly meetings
between Employee and Supervisor to review
progress on Performance Improvement Plan
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When an Overall Unacceptable
Performance Rating is Given
 Within 10 working days, Employee's supervisor
must develop a new P112 that sets forth
performance measures for the following three (3)
months, have it approved and signed by the
reviewer and signed by the employee.
 Even if Employee is in the process of appealing
his or her evaluation, the performance reevaluation plan must be developed.
 The supervisor must discuss with Employee
specific recommendations for meeting the
minimum performance measures contained in
the re-evaluation plan.
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Questions…?
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