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Performance Development Plan (PDP) Training

Performance Development Plan (PDP) Training. For Classified Staff and Supervisors of Classified Staff Presented by The Evergreen State College Human Resource Services. Introductions. Please tell the group: Your name and preferred pronouns Where you work

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Performance Development Plan (PDP) Training

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  1. Performance Development Plan (PDP) Training For Classified Staff and Supervisors of Classified Staff Presented by The Evergreen State College Human Resource Services

  2. Introductions Please tell the group: • Your name and preferred pronouns • Where you work • Anything specific you want to learn today?

  3. What to Expect from this Training Employees will learn how to: • Participate in the PDP process • Identify professional goals • Get the most out of performance evaluations Supervisors will learn how to: • Set work expectations and performance goals • Encourage employee participation • Assess work performance • Complete the PDP forms

  4. Why do PDPs? • Communicate expectations • Measure/enhance performance • Foster professional development/career growth • Set and assess performance goals • Recognize exceptional performance • Document areas where improvement is needed • Identify what improvement has been made

  5. Collective Bargaining Agreement – Performance Evaluations Article 6 See Classified Collective Bargaining Agreement for complete article: http://www.evergreen.edu/humanresources/union-contract Objective The performance evaluation process gives a supervisor an opportunity to discuss performance goals with employees and assess and review performance with regard to those goals.

  6. Collective Bargaining Agreement – Performance Evaluations cont. Process Overview • The immediate supervisor will meet with an employee at the start of his or her review period to discuss performance expectations. • The employee will receive copies of his or her performance expectations as well as notification of any modifications made during the review period. • The employee will have the opportunity to provide feedback on the evaluation. • Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter.

  7. Types of Review Periods Probation (new hires) • 6 months but can be extended for up to 12 months. • 12 months for Campus Police Officers. Trial Service (promotions, voluntary transfers, or voluntary demotions) • 6 months but can be extended for up to 12 months. May be longer for in-training positions. • 12 months for Campus Police Officers. Transition Review(employee accepts a layoff option or appointment from layoff list) • 6 months but can be extended for up to 12 months. May be shortened. Annual Review(all employees not in a probation, trial, or transition review period)

  8. Extending Review Periods • A probation, trial, or transition review period allows time for the supervisor to communicate expectations and evaluate technical and behavioral job performance. • A review period may be extended for up to 12 months if the technical and/or behavioral expectations are not being met by the employee. • Supervisors should consult with Human Resource Services prior to extending a review period.

  9. What PDPs are not for • Performance evaluations will not be used to initiate personnel actions such as transfer, promotion, or discipline.

  10. The PDP Forms • The PDP is two separate forms • Form 1: Planning Phase • To be complete at the beginning of the evaluation period: Upon hire, transfer, demotion, and annually thereafter. • Form 2: Assessment Phase • To be completed at the end of the evaluation period.

  11. Form 1: Planning Phase Performance Expectations & Goals Planning

  12. Form 1: Planning Phase • Process Overview • The supervisor may encourage the employee to draft a Planning Phase PDP of their own. • The supervisor and the employee meet to share their draft Planning Phase PDPs. • The supervisor completes a final Planning Phase PDP. • The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Planning Phase PDP with the employee.

  13. Filling out the Planning Phase PDP • Heading information • Fill in the fields at the top of the form • Position Linkage With Organizational Mission and Goals • This may not change much from year to year.

  14. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • A. Key Results Expected What are the most important job objectives, outcomes, and/or assignments for the employee to accomplish in order to be successful during the evaluation period? The expected results should be stated in measurable or observable terms, to the degree possible.

  15. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • A. Key Results Expected Examples of Results Expected: • Sarah will prepare a comprehensive PDP presentation and provide training. • Sarah will continue to administer the applicant tracking system. • Sarah will arrive to work at the scheduled time each workday.

  16. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • B. Key Skills and Abilities Expected What are the most important skills and abilities the employee must demonstrate to perform their position duties successfully?

  17. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • B. Key Skills and Abilities Expected Examples of Skills and Abilities Expected: • Sarah must demonstrate skill and ability in using Microsoft PowerPoint to present information in an easy to understand manner. • Sarah must be skilled in using the automated applicant tracking system and be able to assist others in using it. • Sarah will be able to demonstrate good attendance.

  18. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 2: Training and Development Goals/Opportunities What training and development needs, goals, and opportunities should the employee focus on during this performance period?

  19. Setting Performance Goals What are performance goals? • Specific, time-bound, measurable and reasonably attainable • Job related Examples • Productivity goals • Efficiency goals • Work related educational or personal development goals Identify how goals will be achieved

  20. Employee Identify your professional goals and how you can achieve them. Plan to discuss your ideas with your supervisor. Filling out the Planning Phase PDPTraining and Development Supervisor Encourage employees to identifying and prioritize appropriate goals. Help employees identify goals and possible training. Use section 1, part 2 of the Planning Phase PDP to list the goals and how the employee can achieve them.

  21. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 2: Training and Development Goals/Opportunities Examples of Training and Development Goals/Opportunities: • Sarah should attend Microsoft PowerPoint training. • Sarah’s goal is to improve her public speaking skills by getting feedback from training participants.

  22. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 3: Organizational Support This is for the employee to fill out and is optional. What suggestions do you have as to how your supervisor, co-workers, and/or management can better support you in your present job and future career goals?

  23. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 3: Organizational Support Examples of Organizational Support: • I would like to cross train with my coworkers so that we can back each other up when needed. • I would like to have bi-weekly meetings with my supervisor to talk about the status of my assignments.

  24. Filling out the Planning Phase PDP • Section 2: Acknowledgment and Filing • Part 1: Acknowledgment of Performance Plan The supervisor, employee, and reviewer sign Section 2, Part 1 at the beginning of the performance period. (Note: the reviewer is the second line supervisor)

  25. Filling out the Planning Phase PDP • Section 2: Acknowledgment and Filing • Part 2: Filing The supervisor retains one copy of the Planning Phase PDP form and provides a copy to the employee. The signed original Planning Phase PDP form is placed in the employee’s personnel file in Human Resource Services.

  26. Form 1: Planning Phase PDP Questions about the Planning Phase PDP form or process?

  27. Form 2:Assessment Phase Performance Assessment

  28. Form 2:Assessment Phase • Process Overview • Conduct Interim Reviews as needed. • The supervisor may encourage the employee to draft an Assessment Phase PDP of their own. • The supervisor and the employee meet to share their draft Assessment Phase PDPs. • The supervisor completes a final Assessment Phase PDP. • The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Assessment Phase PDP with the employee.

  29. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 1: Interim Reviews (Optional) As an option, the Interim Reviews part can be used to document performance feedback and/or update expectations during the performance period. Any modifications made during the review period will be shared with the employee.

  30. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 1: Interim Reviews (Optional) Example of an Interim Review: Sarah and I met in December to discuss her routine tardiness. We discussed ways she could improve by planning her morning routine the night before and setting her alarm clock for an earlier time.

  31. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback In general, Part 2 should provide a narrative assessment of the employee’s performance in relation to the content in Section 1, Parts 1 and 2 of the Planning Phase PDP. The assessment must be based on observed or verified performance.

  32. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • A. Key Results Assessment To what degree did the employee accomplish the expected results and how well were they done?

  33. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • A. Key Results Assessment Examples of Performance Results: • Sarah successfully prepared a PDP PowerPoint and gave a well attended training. • Sarah provided thorough system administration, training to others, and implemented workflows improvements. • Sarah consistently arrived to work 10-15 minutes late.

  34. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • B. Key Skills and Abilities Assessment How well (or how frequently) did the employee demonstrate the skills and abilities expected?

  35. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • B. Key Skills and Abilities Assessment Examples of Key Skills and Abilities: • Sarah excelled when using PowerPoint to create a training that works in person or as a training tool on the HRS website. • Sarah did very well managing the applicant tracking system. She was determined and detail oriented. • Sarah failed to demonstrate good attendance.

  36. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • C. Training and Development What training was completed? What development goals were achieved?

  37. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • C. Training and Development Examples of Training and Development: • Sarah attended Microsoft PowerPoint training and demonstrated her new skill and ability by using PowerPoint to create presentations. • Sarah met her goal of improving her public speaking skills by getting great feedback from training participants.

  38. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • D. Other Performance Feedback Other relevant information such as: • Special achievements • Feedback received about the employee’s performance • Areas where improvement may be needed

  39. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • D. Other Performance Feedback Examples of Other Performance Feedback: • Sarah always met deadlines despite a heavy workload. • I received emails complementing Sarah’s responsiveness. • Sarah must improve her attendance by arriving to work at the scheduled time each workday.

  40. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 1: Signatures and Comments What each Signature means: • Supervisor = Assessment Phase PDP is based on my best judgment. • Employee = Assessment Phase PDP has been discussed with me. • Reviewer = I have reviewed the Planning and Assessment Phase PDPs. The PDP process has been properly followed.

  41. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 1: Signatures and Comments Comment sections are provided on the Assessment Phase PDP form. Comments may also be attached and submitted with the final Assessment Phase PDP.

  42. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 2: Filing Same as the Planning Phase: The supervisor retains one copy of the Assessment Phase PDP form and provides a copy to the employee. The signed original Assessment Phase PDP form is placed in the employee’s personnel file in Human Resource Services.

  43. Form 2: Assessment Phase PDP Questions about the Assessment Phase PDP form or process?

  44. Useful Information Timelines, Suggestions, & Reminders

  45. Sample PDP Timeline • New Hire (Probationary Period): • Employee is hired on January 1st. Which PDP form is completed right away? • Planning Phase PDP • Prior to June 30th (6 months after start date), which PDP form is completed? • Assessment Phase PDP • What should happen at the same time? • A new Planning Phase PDP. • What happens the following June (12 months after last review)? • Assessment Phase PDP and a new Planning Phase PDP.

  46. Update Job Descriptions • Job descriptions should be updated any time there is a change to: • Position Purpose • Essential Job Functions • Knowledge, Skills, and Abilities • Submit revised job descriptions to Human Resource Services.

  47. Suggestions & Reminders • Fill out the PDP forms electronically. The fields within the form will expand automatically as you type. • PDPs can be used to document areas where improvement is needed. • PDPs cannot be used to impose discipline. • Use Outlook to set up reminders for each phase of the Performance Evaluation process. • Other suggestions from the group?

  48. Resources Resources available online: • This PowerPoint • Written PDP Instructions for Form 1 and 2 • PDP Form 1 - Planning Phase • PDP Form 2 - Assessment Phase http://www.evergreen.edu/humanresources/evaluations

  49. Remember… • The supervisor will discuss the evaluation with the employee. • The employee must have an opportunity to provide feedback on the evaluation. • Keep job descriptions updated. • Remember to stay up to date on Performance Development Plans!

  50. Questions / Discussion

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