Transcript What is the ePerformance Roll Out?

An Employee Orientation
on Performance
Management
at HUD
Office of Administration
U.S. Department of Housing and Urban Development
October 2006
What are the Objectives for this
Orientation?
 To announce the new ePerformance initiative
 To provide an overview of HUD’s performance
management systems and to introduce the
concepts of a Results-Oriented Performance
Culture
 To introduce the new ePerformance system and
provide an overview of system capabilities and
improvements
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What are HUD’s Performance
Management Systems?
Rating Cycle
EPPES
PACS
EPACS
EPPES
PACS
EPACS
October 1 –
September 30
October 1 –
September 30
October 1 –
September 30
(Procedures for NFFE
Locals may vary)
5 Level
Performance
Ratings
O – Outstanding
E – Excellent
FS – Fully Successful
MS – Minimally
Satisfactory
US – Unsatisfactory
(Changed to match
PACS and EPACS
systems)
O – Outstanding
E – Excellent
FS – Fully
Successful
MS – Minimally
Satisfactory
US – Unsatisfactory
O – Outstanding
E – Excellent
FS – Fully
Successful
MS – Minimally
Satisfactory
US – Unsatisfactory
Basis for
Evaluation
Critical Elements
Critical Elements
(Strategic Goals)
Critical Elements
(Strategic Goals)
Performance
Standards
Performance
Objectives
Performance
Objectives
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Why ePerformance?
OPM is placing greater emphasis on all aspects of performance
management, including:
 Accountability, at all levels, for achieving results
 Using results-oriented performance standards
 Establish a clear link within the organization and the mission of that
organization
 Communication between supervisors and employees
ePerformance allows HUD to address the above OPM requirements
ePerformance eliminates the paper chase and automates performance
management, making it easier to monitor the entire process at HUD
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What is the ePerformance Rollout?
 The ePerformance Rollout is an exciting new initiative designed
to strengthen performance management at HUD
 ePerformance involves:
 Expanding the Beta Site initiative for the results-oriented
performance culture
 The Beta Site was an OPM initiative requiring agencies to strengthen
their performance management systems by focusing on results
 HUD Beta Site included ADMIN and CPD
 Developing S.M.A.R.T. (Specific, Measurable, Attainable, Relevant,
and Time-Bound) performance plans
 Implementing a new module in HIHRTS which will automate HUD’s
performance management systems
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Who will be involved in the
ePerformance Roll Out?
ADMIN and CPD were the first to participate in HUD’s results-oriented
performance culture
 These offices implemented new S.M.A.R.T. performance plans for their
employees beginning in April 2006
Six additional organizations will be added to HUD’s results-oriented
performance culture:
 FHEO
OCFO
 GNMA
OCIO
 HHLHC
OCPO
All of these organizations, including ADMIN and CPD, will be implementing
the new HIHRTS module, ePerformance, for automated performance
management
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What is the new
ePerformance System?
ePerformance is the new HIHRTS Performance Management module
that
 guides employees and managers through the steps of the performance
review process
 provides automated documentation of performance expectations and
achievements
 provides the background for quality manager and employee
discussions
ePerformance replaces the automated PACS and EPACS systems,
automates the manual EPPES system, and maintains all three systems
within HIHRTS
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What can ePerformance do for HUD?
 Simplifies the Performance Management Process with on-line access
 Provides On Demand Access to Key Information
 Real-time view of status; including complete, missing, and overdue actions
 Improved HR reporting across the Department
 Strengthens Performance Management
 Emphasizes accountability at all levels for achieving results
 Makes it easier to monitor the entire process
 Requires clear distinctions between various levels of performance
 Increases Flexibility
 Automated calculation of summary ratings
 Electronic routing to Employees, Managers, HR, and NFC
 Automates goal setting and alignment within an organization
 Facilitates communication of goals, strategies, and initiatives
 Create, routes and prints plans from online
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What training will be provided?
There will be two phases of training:
 Employee Orientation (this session)
 An overview of HUD’s performance management process and current
performance management systems (EPPES, PACS, EPACS)
 A discussion of the new S.M.A.R.T. performance plans that focus on
results
 A review of employee responsibilities in the performance management
process
 Review of the ePerformance Roll Out project and schedule
 ePerformance System Training (employees, managers, and supervisors)
 Introduction to the system and how the system works
 How to input, manage, and maintain performance plans
 An opportunity to navigate within the system
 A new employee guidebook on performance management will also be
provided
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What are S.M.A.R.T Standards?
 Standards that have clearly defined measures; are aligned with organizational
goals; emphasize accountability for achieving results; and follow this criteria:
 Specific -
elements need to clearly identify expected results
 Measurable -
 Attainable  Relevant -
elements should have clearly defined measures
elements should be achievable, i.e., within the employees reach
elements should be applicable to the employee’s position and to the mission of the
organization
 Time-bound -
elements should indicate when the expected results should be achieved
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What type of Measures should
S.M.A.R.T. Standards include?
Employee performance can be measured based on:
 Quality
 How well
 Number of allowable errors
 Quantity
 How much
 Percentage of accurate outputs
 Timeliness
 How quickly
 Indicate a specific timeframe
 Cost-effectiveness
 Percentage of cost savings, time savings or waste reduction
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What should Everyone know about
S.M.A.R.T. Standards?
 S.M.A.R.T. standards should avoid the appearance of requiring perfection
 When writing performance standards, avoid the use of “all,” “never,” “every,” etc.,
these words create Absolute Standards
 For strategic alignment, at least one critical element should be related to the
Department’s strategic goals (more if possible)
 Standards should be results-oriented
 60% to 80% of the standards should be S.M.A.R.T.
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Summary: ePerformance Road Map
SMART Standards in Red and ePerformance in Blue
Automated
calculation of
plan ratings
Recognize top achievers
for results
Final rating to NFC
More discussion re:
organization mission;
employee role; results
expected
Evaluate employee
accomplishments
and results
Helps managers and
employees
collaborate online to
develop performance
plans
S.M.A.R.T. Standards
(Specific, Measurable,
Attainable, Relevant,
Time-bound)
Automatic routing
and real time
reporting on
completed plans
Online review and
updates by Employees
and Supervisors
Identify and address
performance issues
early on
E-mail notifications when
actions are required
Continuous feedback
to clearly distinguish
the levels of
performance
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What’s Next Planned Activities?
ePerformance system “Go Live”
Finalize training plans
Employee Orientation/training, including an overview of S.M.A.R.T.
Standards
Performance Management training for managers and supervisors,
including of S.M.A.R.T. Standards
ePerformance system training for managers and supervisors
ePerformance system training for employees
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