Writing them Rating them n n Definitions Examples

• Writing them • Rating them n n Definitions Examples n Technical Expectations n Core Expectations n Rating Tips

Constructing Expectations Matrixing Rating Objectives 11/25/2020 2

Constructing an Objective • Objectives are worthless if not achieved, so they must have certain characteristics to make that happen: • Clearly expressed, particularly the desired outcome • Appropriate for the grade and experience of those assigned to achieve them • Specific enough so that both you and the person(s) responsible see them the same way • Written objectives used in performance appraisals are called Expectations; they require some additional considerations • • • Use action verbs and clear metrics Allow room to excel if possible Don’t list tasks or process steps; focus on outcomes Don’t mix unrelated objectives Don’t repeat or restate Core expectations Actionable Appropriate Possible Quantifiable Outcome oriented Timely

Choose Your Words Wisely ACTION VERBS OBJECT WEAK WORDS EVALUATION Produce …plan, system Assist Outstanding Create …method, procedure Support Superior Improve …process, performance Lead Excellent Complete …project Oversee Peerless Repair …equipment, system Monitor Weak Learn …task, procedure Coordinate Poor Collect …data, input, consensus Help Unique Document …procedure Manage Inspect …equipment, system Multiple Solve …problem Various Develop …training, solution Quality Implement …program, process Expert Eliminate …backlog, problem Often

What Is a SMART Expectation? SMART expectation Significant Measurable Achievable Relevant Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Is it something the employee can really do? Does it support the group’s (and Lab’s) goals? Can it be completed within the reporting period?

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? Meet Core expectations, Electrical Engineering Operations Directive and Jefferson Lab guidelines for work rules. This includes correct reporting of work times, vacation, and proper use of sick leave. Use Zimbra calendar system for planning work hours and tasks to the satisfaction of supervisor. Work with Engineering to document existing or new installations. Requested assignments must be completed to the 95% level as determined by DC power management. Along with assigned team member(s), be responsible for DC power sub-systems as directed by Engineering supervisors. You will be responsible for understanding system specifics, learning how to troubleshoot the system to the component level, identifying and maintaining spare parts. Participate in On-Call duties as required for this job position. Work cooperatively with EES team members to finish at least 95% of assigned projects within given deadlines. Take the lead in troubleshooting magnet problems.

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something employee can really do? Provide safetythe management oversight for the personnel and work done in the group. Provide technical and management leadership to ensure all systems meet Accelerator performance and availability requirements to the satisfaction of the customer. Provide management oversight and technical guidance for projects to ensure that all work supports JLab goals and priorities, utilizes the available resources, stays on schedule, remains within budget and meets customer expectations. Provide managerial oversight to personnel in accordance with JLab policies and procedures and ensure personnel training requirements are maintained. Produce reports for Engineering Division management to be used for development and implementation of long term planning, as listed below: 1. Provide estimate of skill requirements and man-power estimates for work being performed by the group 2. Provide budget and schedule plans for the group for the fiscal year and beyond based on assigned work priorities. 3. Develop, maintain and submit a project list for active and proposed projects 4. Provide quarterly status updates on work being performed or when requested.

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? Continue as system owner and point of contact for BLMs and Ion Chambers around site. This includes the documentation of the installed system for the 12 Ge. V system, including procedures, schematics, wiring diagrams, and software implementation. Ensure CED is up to date and consistent with the expectations of software. Maintain a proactive preventative maintenance program for the MPS systems. Communicate the specifics and general status of the system to other members of the team. Make an effort to improve the quality of the documentation process, ensure that markups are done in a timely manner, and respond to check prints from designers within five working days. Maintain the highest level of quality in your documentation of systems and circuits. Be proactive in the process of tracking your drawings and those of systems assigned to you through the CAD system to assure a reasonable completion interval. Develop new ideas that would streamline documentation during a project installation process and for long term reference. Complete this task (spreadsheets and folder structure) for all MPS inputs and field devices by June 30, 2016 and present to the group. Discuss projects and priorities with group leader. Provide regular feedback of progress and problems on your assigned projects and systems.

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? Operation and mechanical maintenance of the cryogenic equipment including the rotating machinery. This includes the workday walk through to check, identify and perform the required maintenance for the safe, reliable and efficient operation of the equipment. Maintain an up to date walk through list. CTLis entries should be made for anything that required the use of a tool. Operations support of cryo systems as workday cryogenic operator to support the needs of the cryo users and also as a cryogenic coordinator including on call duties. Update the documentation to to reflect the machinery operational parameter records. Learn from senior staff members on the maintenance activities, especially on the alignment aspects, change of bearing and seals on rotating equipment etc. Make sure the new tasks performed are verified by a senior staff member. Work with engineering to help create documentation for all activities. Also work with the junior techs to help them understand the day to day operations and how to communicate to the senior techs and engineers. Follow up the liquid nitrogen and bulk helium orders, there use, and delivery schedules for both the helium and nitrogen. Coordinate the procurement of spare parts and the parts required for maintenance. Make sure adequate parts are on hand for the continuous operation of all cryo mechanical equipment. Maintain an up to date spare parts list identifying the parts on hand highlighting the anticipated shortage. Participate in the cryogenic system improvements to minimize downtime and repair costs while improving system performance, reliability, equipment availability, ease of operation, maintenance and servicing. Participate as Safety Warden to designated areas.

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? Technical Lead for the FRIB Cryomodule cryogenic piping and infrastructure design activity. Fully understand the requirements from FRIB, working with the customer to make sure they are reasonable and achievable. Insure the design team implements a design solution which will be validated against these requirements. Ensure the design team adheres to all JLab and applicable MSU/FRIB technical standards and required documentation. Provide written project cost and schedules and product/system cost estimates for the FRIB Cryomodule WFO. Review performance against these estimates, as required by MSU/FRIB. Immediately notify the customer and JLab management when a deviation to the plan arises and develop a solution to meet the needs of the project. Provide technical support to systems at JLab. In this capacity, and as required/requested, review technical specification, designs, and performance of new system designs. Guide other staff in understanding the intricacies of developing systems which must work in the demanding electron accelerator environment. Support the Group's ME Group's Mission/Vision and development strategies so that it is the it is "vendor the "vendor of choice" when it comes to Design/Engineering services to support thethe lab's mission. This is achieved through leadership, communication, management of expectations, and implementing standardization measures (such as the Conduct of Engineering Manual).

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? Continue as system owner of the CAMAC-to-VME Conversion modules, HPA Controller, Cryo-Diodes, Deca-RAD, LCW Flow Monitor, SRF VTA Serial, Harp, and YA Magnet Tracking Power Supply electronics. Acquire and analyze performance data when necessary, perform maintenance and upgrades as required, and ensure that documentation is current. Support accelerator operations on-call and shift work as necessary. Support new projects as they are presented and priorities allow. Actively seek unique/efficient/cost-effective solutions and solicit ideas/information from others. Possible projects include more CAMAC-to-VME conversions and 0 L 02 BCM Electronics. Provide engineering support for this project. Responsibilities include repurposing the 12 Ge. V BPM receiver design, any design changes, firmware, DSP algorithms, documentation, installation, integration and commissioning. Continue as the primary engineer for this system. Responsibilities include PCB design, firmware, testing, integration, and documentation. Continue as the primary engineer for this system. The prototype is working well; Responsibilities include PCB design, firmware, testing, documentation, installation, integration, and commissioning.

Examples of Expectations Significant Relevant Measurable Timely Is it worth doing, or is it just busy work? Is there a way to tell when it’s done and how well? Achievable Does it support the group’s goals? Can it be completed within the reporting period? Is it something the employee can really do? As a design engineer work with the principal physicist or engineer to insure that the design, construction, and installation of all projects meet their design goals. Actively seek and provide practical solutions to a wide range of assigned problems. Insure that all projects are properly documented with drawings and/or tech notes. Work to keep projects on schedule. Communicate technical and schedule problems with the customer and ME Group leader so that adjustments can be made to improve the specific project and to minimize the effect on other projects. Assist in the engineering and design efforts of various SRF projects this year. This will include doing engineering analysis, serving as SOTR on procurements, and working with other engineers, physicists, and designers as required. Ensure project plans are clearly understood by all at the beginning of a project and progress is clearly communicated throughout. Serve as the project leader for collaboration projects between ODU and JLAB. This includes responsibilities that encompass design, engineering, procurement, fabrication, and project management of novel SRF structures and their associated components. Document your work in TN's or conference papers. Lead the WFO effort for RF windows with BNL. Ensure that the project is completed within time and budget constraints and progress is clearly communicated to project management.

Checklist of “Don’ts” ü ü ü ü ü Too much detail, confusing structure, unclear objective Unrelated tasks in same expectation Restating the job description Too little “outcome” and too much “process” Assigning things that belong to someone else Including everything the person does in expectations Repeating a core expectation Weak or misleading words Leaving no room to excel Listing things that are expected of everyone: ü timesheets, SRL training, attendance

Constructing Expectations Matrixing Rating Objectives 11/25/2020 14

Effective Use of Matrixing • Two roles (HUM and WUM) that have one thing in common: Communication • HUM starts and ends the interaction • Identifies WUM(s) • Initiates form(s) • Converts matrixed work into expectation(s) and adds weights • Integrates feedback into appraisal • WUM provides the content • Description of matrixed work and expected result(s) • Evaluation of performance against expected results 11/25/2020 15

Matrix Form - WUM Lab-wide training course Take Powerpoint presentation created in HR and sync narration Convert presentation into HTML 5 and publish to the Web Link completion page to LMS and test LMSSRL update 1/3/2017 1/29/2017 15 Create and publish online course by Feb 1, 2017 that will update LMS-SRL and be accessible from various mobile devices. 11/25/2020 16

Matrix Form - WUM Lab-wide training course Take Powerpoint presentation created in HR and sync narration Convert presentation into HTML 5 and publish to the Web Link completion page to LMS and test LMSSRL update Create and publish online course by Feb 1, 2017 that will update LMS-SRL and be accessible from various mobile devices. 11/25/2020 17 WUM • Scores expected results based on how well job assignments were performed • Sends recommended rating and supporting comments back to HUM

Appraisal Form - HUM Job Knowledge/Technical Expectations Create and publish online course for HR by Feb 1, 2017 that will update LMS-SRL and be accessible from various mobile devices. Weighting 15% Employee Rating Supervisor Rating 4 3 Manager Summary & Comments: (Supervisor uses this space to make overall comments and/or add specific justification for individual ratings that exceed or fall short of an expectation) Max length: 600 words Dana successfully created a narrated course for Bruce that met his requirements. Although it took a little adjustment once it was published, Bruce was happy with the results. HUM • Uses original expectation and weight in appraisal • Considers WUM’s recommended rating and support (and employee’s self-assessment) • Enters own rating 11/25/2020 18

Constructing Expectations Matrixing Rating Objectives 11/25/2020 19

Rating Performance Against Expectations • Requires SMART expectations, understanding of ratings & their application n n Definitions Examples n Core Expectations n Technical Expectations n Rating Tips

Performance Ratings n 5 = Exceeded All (aspects of the) Expectation - Performance exceeded the goals and standards established for the expectation in every way n 4 = Exceeded Most (aspects of the) Expectation - Performance exceeded the goals and standards in some, but not all aspects/measures n 3 = Achieved Expectation – Performance met expectation as stated; reflecting solid and reliable performance n 2 = Marginally Met Expectation - Performance met aspects of the expectation, but the expected outcome was not completely achieved n 1 = Did Not Meet Expectation - Performance failed to meet the expectation as stated, even though the ability to meet it was under the employee’s control Applied to expectations one at a time! Actionable Appropriate Possible Quantifiable Outcome oriented Timely

Rating Core Expectations Safety: Understands and applies JLab's rules and policies for safety, health, and environmental protection and actively integrates them into his/her job. Advocates ES&H practices across the Lab. Serves as an example to others. Diversity/Inclusion/Respect: Advocates values of diversity and inclusion across the Lab, and actively Teamwork/Respect: Values the individuality and diversity people, both bias internal and external to JLab, and integrates them into his/her job. Recognizes implicitofand explicit in him/herself. Values the demonstrates treating people, with fairness, courtesy and dignity. Works well with others as demonstrated individuality this andby variety among and demonstrates this by treating people with fairness, by adhering to team commitments, effectively communicating with team members, proactively assisting others, courtesy and respect. Proactively includes and assists others with different perspectives, and displaying cooperation, and recognizing the successes of others. recognizes the successes of diverse peers. Communication: Provides information people need to know to do their jobs. Two way process that provides individuals information so that others can make accurate decisions; is timely with information; has patience to hear others, asks questions to gain understanding and responds appropriately. Accountability: Takes responsibility for tasks delegated to him/her. Retains responsibility for tasks and follows through to completion. Willing to stand up and be counted for decisions he/she has made or in which he/she has participated. Service Focus/Teamwork: Dedicated to meetingand therequirements expectationsofand requirements of internal staff Service Focus: Dedicated to meeting the expectations internal staff and external stakeholders; gets first-hand information and usesinit services for improvements in servicesand or stakeholders; gets first-hand information and uses it for improvements or products; establishes products. Works well with others as demonstrated adhering to team commitments, maintaining maintains effective relationships and gains their trust andby respect. effective relationships with others, and proactively assisting and cooperating with others.

Assessment Guidance n Examples in Appraisal FAQs

Rating Core Expectations SAFETY: Understands and applies JLab's rules and policies for safety, health, and environmental protection and actively integrates them into his/her job. Advocates ES&H practices across the Lab. Serves as an example to others. Rating If he/she did this all or most of the time If he/she did this sometimes, but normally 3 You are a safe and environmentally aware worker and the fact is well known around the group. 2 On at least one occasion, you cut corners to get a job done on time. Though no one was hurt, it was a clear violation of the safety work plan for the job. 4 You are always on top of every situation, giving useful advice and guidance. You have shown you are not afraid to hold up work until a safety issue is resolved. If he/she did this all the time and made a significant contribution to… …an individual or group beyond his/her own …the entire division or the Lab Comment 5 Because of your prompt recognition of a ladder safety problem and the STOP work order you issued, a potential fall and paint spill was avoided.

Rating Core Expectations COMMUNICATION: Provides information people need to know to do their jobs. Two way process that provides individuals information so that others can make accurate decisions; is timely with information; has patience to hear others, asks questions to gain understanding and responds appropriately. Rating If he/she did this all or most of the time If he/she did this sometimes, but normally 3 You are a clear and credible communicator. 2 While you are generally free with information, you sometimes keep critical data to yourself when sharing it would speed up projects. 4 You recognized that a lesson learned from Fermi. Lab could impact the whole dept and quickly brought it to everyone’s attention. If he/she did this all the time and made a significant contribution that promoted… …information transfer …broad cooperation or understanding Comment 5 On more than one occasion your cool and reasoned explanations have smoothed potential disagreements with ACC Ops.

Rating Core Expectations Diversity/Inclusion/Respect: Advocates values of diversity and inclusion across the Lab, and actively integrates them into his/her job. Recognizes implicit and explicit bias in him/herself. Values the individuality and variety among people, and demonstrates this by treating people with fairness, courtesy and respect. Proactively includes and assists others with different perspectives, and recognizes the successes of diverse peers. Comment Rating If he/she did this all or most of the time If he/she did this sometimes, but normally 3 You are a team member all the way and a pleasure to work with. 2 While you independent work continues to be excellent, your brash and insensitive comments about your female team members’ work diminish your effectiveness. 4 I knew I could count on you to help acclimate our first disabled team member, and I was right. He seems to have responded well to your mentoring. 5 Your mentoring of Emma has completely integrated her into the team. She says your help made her decide to stay at JLab. If he/she did this all the time and made a significant contribution that promoted… …diversity or inclusion …diversity and inclusion

Rating a SMART Job Expectation Attend the daily 8 AM morning, 1: 30 Wednesday scheduling meetings. Send a designee if unable to attend. Attend weekly Ops meetings, participating as needed to insure understanding of requirements and concerns for RF system operations & availability. Fulfill Du. Pont "Stop" program requirements by submitting at least 1 (one) meaningful work observation form per month. These can be entered directly online. Rating Comment More than once you have not provided a representative to attend scheduling meetings. 2 You have only entered 7 STOP observations during the reporting period. 3 Your diligence in meeting attendance and monthly STOP submissions set a positive example. 4 Your team has not missed a single scheduling meeting, and your 13 STOP observations were extremely useful. 5 Your team has not missed a single scheduling meeting, and 2 of your 13 STOP observations resulted in department-wide procedural improvements.

Rating a SMART Job Expectation Based upon marked up as-built drawings from the fabrication group, document the design changes as they pertain to assembly detail, layout, and/or material used. Ensure the documentation has been revised and released at completion of fabrication work. Rating Comment 2 On more than one occasion your documentation was released almost a month after the work was done. 3 Design change documentation was completed as expected. 4 Your attention to detail was evident in your documentation which was always available immediately and praised by the Fab Group for its accuracy. 5 No one takes this task more seriously. Your documentation so impressed the Fab Group for its accuracy and currency that they said it seemed as if you fabricated the parts yourself.

Rating a SMART Job Expectation Work with the group purchase requisition personnel to coordinate the delivery of material and parts according to the fabrication schedule. Keep track of the amount and storage of inventories while staging and segregating it for specific jobs. Ensure that receipt inspections, especially that of certified materials, has been properly performed and documented. Rating Comment 2 While you managed to keep ahead of deliveries and storage needs, certified material receipt inspections were not always documented. 3 I can always rely on you to keep our inventories up to date and parts available. 4 Your attention to the changes in the fabrication schedule allowed you to stay ahead of changing needs and have critical parts available and easy to find no matter how challenging the task. 5 Your knowledge of PR procedures, the fabrication schedule, and outstanding organizational abilities ensures that no project was ever short of needed parts. Your methods have been copied by other groups throughout the Lab.

Rating Tips • Understand the employee’s rationale for his/her ratings • Don’t leave the first meeting still in the dark • Rate each expectation objectively before you consider the overall rating • Start by assuming a 3 is appropriate • i. e. he/she met the expectation as stated • Think of specific examples of where he/she exceeded the expected performance or fell short of it • Use these to adjust rating up or down It’s way easier to rate a well-constructed expectation than it is to rate a poor one

Summary Constructing Expectations Matrixing Rating Objectives