Evaluation Process Jul09 2 Purpose The primary purpose of a performance management system is to communicate performance standards to employees to provide coaching feedback amp observations ID: 724345
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Slide1
Jul-09
1
Performance Management System
Evaluation ProcessSlide2
Jul-09
2
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.Slide3
Jul-09
3
Three Components of Performance Management
Performance Planning, Setting Goals and Objectives
What Employee must accomplish to be successful
Performance
Coaching/Monitoring
Feedback, open lines of communication
Official or unofficial interim reviews
Evaluating Actual PerformanceSlide4
Jul-09
4
Performance Management Cycle
Planning
Coaching/Monitoring
Evaluation
October
November
OctoberSlide5
Jul-09
5
Performance Evaluation
What is the purpose of the evaluation?
Documents how well Employee has met the
expectations defined in the performance plan
Allows Employee an opportunity to do a self-assessment
Allows for both positive
and
critical feedback
Supports decisions to retain, promote or give pay increasesSlide6
Jul-09
6
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)Slide7
Jul-09
7
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
signSlide8
Jul-09
8
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, ……Slide9
Jul-09
9
Preparation for the Review
Assemble and review all documentation
Position Description (
PeopleAdmin
)
Employee P112
Performance Goals and/or Job Responsibilities
Metrics
Competencies
Career Development activities assigned/completed
Supervisor’s
Notes/Records, P141, P142,
Counseling Memos, Written
Notice formsSlide10
Jul-09
10
Employee Self-Assessment
Provide Employee with:
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.)Slide11
Jul-09
11
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.)Slide12
Jul-09
12
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
Slide13
Jul-09
13
Supervisor Completes P112
Complete the
Performance Goals/Job Responsibilities
section
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. Slide14
Review Career Development activitiesComplete
Supervisor’s Summary of Overall Performance, being sure to include enough detail to support the overall ratingSubmit
draft evaluation to Reviewer
Jul-09
14
Supervisor Completes P112
(cont)Slide15
Review & Calibration for
All Staff
Reviewer validates performance ratingReviewer submits
draft
evaluation to Calibration Team
Calibration Team finalizes and communicates the overall rating to the Reviewer.
Supervisor and Reviewer sign evaluation.
Jul-09
15Slide16
Final Steps
Schedule time to meet with employeeObtain employee signature on evaluation
Copies to Employee, Supervisor, ReviewerSend 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
Jul-09
16Slide17
Jul-09
17
Four Levels
of Performance
Model Performance
Strong Performance
Developing Performance
Unacceptable PerformanceSlide18
Jul-09
18
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.Slide19
Jul-09
19
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
expectationsSlide20
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 areasNew employees are not necessarily rated DP
Steps to improve performance in deficient area(s)
must be
clearly detailed in the Career Development Plan section.
Jul-09
20Slide21
Jul-09
21
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 UniversitySlide22
Jul-09
22
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 PlanSlide23
Jul-09
23
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 re-evaluation plan must be developed.
The supervisor must discuss with Employee specific recommendations for meeting the minimum performance measures contained in the re-evaluation plan. Slide24
Jul-09
24
Questions…?