Performance Management System Evaluation Process Oct20 1 Purpose

Performance Management System Evaluation Process Oct-20 1

Purpose n 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. Oct-20 2

Three Components of Performance Management n Performance Planning, Setting Goals and Objectives n What Employee must accomplish to be successful n Performance Coaching/Monitoring n Feedback, open lines of communication n Official or unofficial interim reviews Ø Evaluating Actual Performance Oct-20 3

Performance Management Cycle Planning Oct-20 Coaching/Monitoring Evaluation 4

Performance Evaluation n What is the purpose of the evaluation? n Documents how well Employee has met the expectations defined in the performance plan n Allows Employee an opportunity to do a selfassessment n Allows for both positive and critical feedback n Supports decisions to retain, promote or give pay increases Oct-20 5

Performance Management Forms n P 141 – Extraordinary Contribution n P 142 – Notice of Improvement Needed n Written Notice n P 125 – Probationary Progress Review n P 146 – Request for Extension of Probationary Period n P 112(s) - Performance Plan & Evaluation (PPE) Oct-20 6

Process Overview for All Staff n Prepare for Review n Opportunity for employee Self-Assessment n Complete Draft P 112 n Draft P 112 to Reviewer n Reviewer submits to Calibration Team (as designated by Sr. Mgt. ) for review/approval of final Performance Rating n Finalized P 112, Supervisor & Reviewer sign Oct-20 7

Process Overview, cont. n Supervisor meets with employee and provides them with a copy of the evaluation n Send final approved evaluation to the department representative n Start cycle for next year: performance planning, …… Oct-20 8

Preparation for the Review n Assemble and review all documentation n Position Description (People. Admin) n Employee P 112 n Performance Goals and/or Job Responsibilities § Metrics n n n Oct-20 Competencies Career Development activities assigned/completed Supervisor’s Notes/Records, P 141, P 142, Counseling Memos, Written Notice forms 9

Employee Self-Assessment n Provide Employee with: n Updated Position Description (People. Admin) n A copy of the Performance Plan that was agreed to by the Supervisor and Employee n Any other relevant documentation Employee may want to use in a self-evaluation (counseling memos, written notices, etc. ) Oct-20 10

Employee Self-Assessment, cont. n Employee documents accomplishments as related to each performance goal/job responsibility and competency n Employee summarizes career development activities n Supervisor should accept self-assessment information in a format that is comfortable to the Employee (e-mail, discussion, etc. ) Oct-20 11

Forms for Self-Assessment n Can use P 112 document, OR n Supervisor/department may choose to use other form for self-assessments n College of Agriculture and Life Sciences Self Assessment form: http: //www. cals. vt. edu/operations/documents/ employeeselfassessment. doc Oct-20 12

Supervisor Completes P 112 n Complete the Performance Goals/Job Responsibilities section Summarize the actual results & accomplishments for each assigned goal/responsibility. n Check the appropriate performance rating for each goal/responsibility as supported by the statements in the results section. n n Complete the Competencies section by checking the appropriate rating for each assigned competency. Oct-20 13

Supervisor Completes P 112 (cont) n Review Career Development activities n Complete Supervisor’s Summary of Overall Performance, being sure to include enough detail to support the overall rating n Submit draft evaluation to Reviewer Oct-20 14

Review & Calibration for All Staff n Reviewer validates performance rating n Reviewer submits draft evaluation to Calibration Team n Calibration Team finalizes and communicates the overall rating to the Reviewer. n Supervisor and Reviewer sign evaluation. Oct-20 15

Final Steps n Schedule time to meet with employee n Obtain employee signature on evaluation n Copies to Employee, Supervisor, Reviewer n Send final approved original evaluation to department representative by the date they specify. n Create next year’s Employee Performance Plan within 30 days, review with employee and provide him/her with a copy Oct-20 16

Four Levels of Performance n Model Performance n Strong Performance n Developing Performance n Unacceptable Performance Oct-20 17

Model Performance (MP) THE EXCEPTION n Requires written justification to support overall MP rating in Supervisor’s Summary of Overall Performance n 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 n Requires at least one P 141 for Classified staff, completed during the current performance cycle. This is not required for University staff. Oct-20 18

Strong Performance (SP) n Requires written justification to support overall SP rating in Supervisor’s Summary of Overall Performance. n Most employees are Strong Performers n Fully meets expectations n May exceed expectations Oct-20 19

Developing Performance (DP) n Requires written justification to support overall DP rating in Supervisor’s Summary of Overall Performance. n Does not fully meet expectations in one or more areas n New employees are not necessarily rated DP n Steps to improve performance in deficient area(s) must be clearly detailed in the Career Development Plan section. Oct-20 20

Unacceptable Performance (UP) n Contact Human Resources n Requires written justification to support overall UP rating in Supervisor’s Summary of Overall Performance n There is no formula used to calculate how many dimensions must be rated UP in order to earn an overall UP rating n Requires at least one P 142 OR Written Notice during the current performance cycle for an overall UP rating for Classified or University Oct-20 21

P 142 Notice of Improvement Needed n Documents performance deficiencies n Should include a Performance Improvement Plan outlining requirements for improvement n Establish weekly or biweekly meetings between Employee and Supervisor to review progress on Performance Improvement Plan Oct-20 22

When an Overall Unacceptable Performance Rating is Given n Within 10 working days, Employee's supervisor must develop a new P 112 that sets forth performance measures for the following three (3) months, have it approved and signed by the reviewer and signed by the employee. n Even if Employee is in the process of appealing his or her evaluation, the performance reevaluation plan must be developed. n The supervisor must discuss with Employee specific recommendations for meeting the minimum performance measures contained in the re-evaluation plan. Oct-20 23

Questions…? Oct-20 24