ePerformance for Managers OPB

1. State Personnel Administration ePerformance for ManagersOPB

2. Welcome

3. The Georgia Performance Management Process

4. Course Overview This course presents managers with an overview of the fundamentals of the Georgia Performance Management Process, including a familiarization with the functions aligned with use of the ePerformance tool for managing employee performance.

5. Course Information • Course is full day • 9:00 a.m. – 12 p.m. • Breaks as needed • Course materials are provided • Georgia Performance Management Overview • General Timeline • Job Aids • In-class demonstration • ePerformance tool

6. Agenda • Introductions • Overview • Pre-Planning Process • Create Documents • Planning Phase • Evaluation Phase • Resources • Assistance • Questions

7. Introductions

8. Introductions • Name • Agency • Expectations

9. Overview

10. An effective performance management process is structured to ensure two-way communication between a manager and an employee to determine job responsibilities, performance requirements, accomplishments and areas for improvement in meeting job requirements. The system is designed to provide a systematic consistent method for administering the performance management process. The tools have been created to help promote continuous performance conversations throughout the performance year and provide on-going documentation for HR, managers, and employees. Overview

11. Performance ManagementThe Philosophy and Strategy Philosophy Performance management is a process to help drive overall State and Agency goals to successful outcomes through effective goal setting, performance monitoring and measurement, and rewards for performance. Strategy Measure employee performance based on accomplishment of goals and demonstration of competency proficiency that can impact State and Agency outcomes. Develop a consistent core Statewide performance management process, system, and tools that are “fair, simple and easy to use.” Hold managers and employees accountable for results delivered through active performance feedback, and development opportunities. Provide managers with the skills and tools necessary to differentiate performance and allocate compensation and development rewards appropriately based on performance, budget, and other relevant factors. Educate both managers and employees on how to do effective performance management.

12. Components of Performance Performance management assesses employees’ strengths and areas for improvement that serves to further develop employees within the organization. To do this, performance management focuses on two main measure of success: “What” gets accomplished and “How” it gets accomplished. “What” employees accomplish is measured against specific goals, responsibilities, and objectives. These include: Goals that are linked to the State’s and the Agency’s mission, visions and goals. Goals that are linked to specific job responsibilities Special projects and activities assigned to the individual “How” employees meet performance expectations is measured against competencies, which are those knowledge, skills, behaviors, attributes and other characteristics needed by employees to successfully achieve goals. These include: Core competencies required of all state employees and additional leadership competencies Additional competencies that are important to successful performance Developmental Goals are objectives, projects, tasks, activities, training, and other opportunities that are set every year and focus on the continued development of employees, whether for their current role or a future role in the Agency or the State.

13. The 4 Phases Performance Planning Establish Desired Results Performance Coaching Create Desired Results • Competencies • Goals • Responsibilities • Individual Development Plan • Observation • 2-Way Feedback • Documentation • Ongoing Development Performance Recognition Acknowledge Results Performance Evaluation Measure Desired Results • Flexibility • Achievement • Personal Growth • Challenging Work • Review Documentation • 5-Point Rating Scale • Management Approval • Annual Meeting

14. ePerformance Tool • Performance Management System • The Georgia Performance Management Process is supported by the PeopleSoft (PS) Performance Management System • Web-based self-service performance management application for managers, employees, and human resources (HR) administrators • Used for performance planning, collaborating, communicating, assessing and monitoring purposes

15. Performance ManagementNew Components of the Plan

16. The Performance Plan Section 1 – Statewide Core Competencies Section 2 – Individual Goals/Competencies Section 3 – Responsibilities Section 4 – Individual Development Plan

17. Ratings

18. 5-Point Rating Scale

19. Plan Specifics

20. Plan Weighting

21. Weighting Examples • Example #1: Sections 1-3 are evaluated • Section 1: Statewide Core Competencies 25% • Section 2: Individual Goals/Competencies 60% • Section 3: Job Responsibilities 15% • Total 100% • Example #2: Sections 1-2 are evaluated • Section 1: Statewide Core Competencies 30% • Section 2: Individual Goals Competencies 70% • Section 3: Job Responsibilities Not Rated • Total 100%

22. HR Administrator by Agency Initiate Evaluation Process – Performance Document Creation Manager and Employee Establish Evaluation Criteria – Planning Phase and Agreement Revise Complete Evaluation Criteria (Planning Phase) Manager Approval Required Manager and Employee Complete Manager’s Evaluation of Employee’s Performance Consolidate Feedback into Manager’s Evaluation Manager Manager’s Manager Obtain Manager’s Manager Approval HR Administrator Obtain HR’s Approval Manager and Employee Conduct Review with Employee Manager and Employee Acknowledge and Finalize Review Performance Managemente-Performance System Flow Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation

23. Performance Management Timeline Pre-Planning (HR Admin) Create Documents (HR Admin) Planning Phase (Mgr & EE) Performance Notes (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) June July Aug Dec Jan June July Jan

24. Pre-Planning

25. Performance Management TimelinePre-Planning Pre-Planning (HR Admin) Create Documents (HR Admin) Planning Phase (Mgr & EE) Performance Notes (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) June July Aug Dec Jan June July Jan • Review organizational charts • Review reporting relationships • Review employee level information • Review employee e-mail addresses • Communications • Provide training refresher for managers

26. HR Administrator by Agency Initiate Evaluation Process – Performance Document Creation Manager and Employee Establish Evaluation Criteria – Planning Phase and Agreement Revise Complete Evaluation Criteria (Planning Phase) Manager Approval Required Manager and Employee Complete Manager’s Evaluation of Employee’s Performance Consolidate Feedback into Manager’s Evaluation Manager Manager’s Manager Obtain Manager’s Manager Approval HR Administrator Obtain HR’s Approval Manager and Employee Conduct Review with Employee Manager and Employee Acknowledge and Finalize Review Performance Managemente-Performance System Flow Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation

27. Create Documents

28. Performance Management TimelineCreate Documents Create Documents (HR Admin) Pre-Planning (HR Admin) Planning Phase (Mgr & EE) Performance Notes (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) June July Jan Aug Dec Jan June July • Create Performance Documents • Annual and Mid-Year • Communication to Managers/EEs – develop and distribution • Cascade Goals to Managers from Agency Heads

29. Create Documents

30. Core Competencies (all employees) Leadership Competencies (people managers & other leaders) Behavioral Competencies Statewide Competencies Section I • Customer Service • Teamwork and Cooperation • Results Orientation • Accountability • Judgment and Decision Making • Talent Management • Transformers of Government Additional Behavioral Competencies Section II • Communication • Conflict Management • Creativity & Innovation • Cultural Awareness • Flexibility • Initiative • Negotiation and Influence • Professional Development • Project Management • Teaching Others • Team Leadership • Talent Management • Transformers of Government *HIPAA 30

31. Create Documents System Walkthrough

32. Planning Phase

33. Performance Management TimelinePlanning Phase Planning Phase (Mgr & EE) Pre-Planning (HR Admin) Create Documents (HR Admin) Performance Notes (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Jan June July Aug Dec Jan June July • Establish Employee Goals and Objectives • Cascade goals to employees • Create Individual Development Plans

34. HR Administrator by Agency Initiate Evaluation Process – Performance Document Creation Manager and Employee Establish Evaluation Criteria – Planning Phase and Agreement Revise Complete Evaluation Criteria (Planning Phase) Manager Approval Required Manager and Employee Complete Manager’s Evaluation of Employee’s Performance Consolidate Feedback into Manager’s Evaluation Manager Manager’s Manager Obtain Manager’s Manager Approval HR Administrator Obtain HR’s Approval Manager and Employee Conduct Review with Employee Manager and Employee Acknowledge and Finalize Review Performance Managemente-Performance System Flow Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation

35. Planning Phase System Walkthrough

36. Performance Management TimelinePerformance Notes Performance Notes (Mgr & EE) Pre-Planning (HR Admin) Create Documents (HR Admin) Planning Phase (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) June Jan July Aug Dec Jan June July • Record employee accomplishments throughout the year

37. HR Administrator by Agency Initiate Evaluation Process – Performance Document Creation Manager and Employee Establish Evaluation Criteria – Planning Phase and Agreement Revise Complete Evaluation Criteria (Planning Phase) Manager Approval Required Manager and Employee Complete Manager’s Evaluation of Employee’s Performance Consolidate Feedback into Manager’s Evaluation Manager Manager’s Manager Obtain Manager’s Manager Approval HR Administrator Obtain HR’s Approval Manager and Employee Conduct Review with Employee Manager and Employee Acknowledge and Finalize Review Performance Managemente-Performance System Flow Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation

38. Performance Notes System Walkthrough

39. Evaluation Phase

40. Performance Management TimelineEvaluation Phase Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Pre-Planning (HR Admin) Create Documents (HR Admin) Planning Phase (Mgr & EE) Performance Notes (Mgr & EE) Mid Year Evaluation (EE, Mgr, Mgr Mgr, HR Admin) Performance Notes (Mgr & EE) June Jan July Aug Dec Jan June July • Employee Self-Evaluation • Manager Evaluation • Approval Process

41. HR Administrator by Agency Initiate Evaluation Process – Performance Document Creation Manager and Employee Establish Evaluation Criteria – Planning Phase and Agreement Revise Complete Evaluation Criteria (Planning Phase) Manager Approval Required Manager and Employee Complete Manager’s Evaluation of Employee’s Performance Consolidate Feedback into Manager’s Evaluation Manager Manager’s Manager Obtain Manager’s Manager Approval HR Administrator Obtain HR’s Approval Manager and Employee Conduct Review with Employee Manager and Employee Acknowledge and Finalize Review Performance Managemente-Performance System Flow Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation

42. There are nine steps in completing a Performance Evaluation: 1) Employee Self-Evaluation 2) Manager Evaluation 3) Manager Submits for Approval 4) Manager’s Manager Approval 5) HR Administrator Approval 6) Manager has performance discussion with employee 7) Manager changes document status to “Available for Review” and “Review Held” 8) Employee “acknowledges” the review was held 9) Manager Completes/Closes-Out Performance Evaluation Evaluation Phase

43. Evaluation Phase System Walkthrough

44. Resources

45. ePerformance Materials Includes user guides, quick references and communications available on the SPA website (www.spa.ga.gov) From the SPA homepage, follow this navigational path: Click ePerformance link on the Human Resource Center list; select materials as applicable HR System Administrator Manager Employee Resources 45

46. Assistance

47. Rosa Spencer OPB HR System Administrator Assistance 47

48. ??? Questions

49. The End