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Performance Management and Employee Recognition Training. For Non-Supervisors Revised August 2008. Performance Management. What Is Performance Management?.

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performance management and employee recognition training

Performance Management and Employee Recognition Training

For Non-Supervisors

Revised August 2008

what is performance management
What Is Performance Management?
  • It is the systematic process by which an agency involves its employees, as individuals and members of a group, in improving organizational effectiveness in the accomplishment of an agency’s mission and goals.
where can i find performance guidance
Where Can I Find Performance Guidance?
  • Agency Policy and Procedure (P&P) found:www.afm.ars.usda.gov/hrd/performance/pp-list.htm
  • Improved HRD website: www.afm.ars.usda.gov/hrd/performance/index.htm
  • OPM Performance Management

Address:

www.opm.gov/perform/index.htm

what is a performance appraisal
What Is A Performance Appraisal?
  • A supervisory review and evaluation of an employee against an established set of performance standards
why appraise employees
Why Appraise Employees?
  • It’s the law!
  • Basis for HR actions (WGIs, awards, QSIs, probationary determinations, training, reassignment, promotion, removal, RIF placement)
  • To provide feedback
  • To modify or change behavior
  • To judge future job assignments and potential
  • To improve organizational effectiveness
which employees receive performance appraisals
Which Employees Receive Performance Appraisals?
  • Refer to the “Coverage” statement in the agency’s Policy and Procedure
how often is performance appraised
How Often Is Performance Appraised?
  • Progress review is done mid-year
  • Rating of record is done at the end of the performance cycle
  • Informal feedback is provided continuously during the performance cycle
what is the ree performance cycle
What Is The REE Performance Cycle?
  • October 1 through September 30, all positions
what is the minimum appraisal period
What Is The Minimum Appraisal Period?
  • Plans should be in place for at least 90 days to receive an annual rating of record
  • Plans should be extended to meet the minimum appraisal period
what is a performance plan
What Is A Performance Plan?
  • Describes the specific tasks an employee is expected to perform and how well the tasks must be accomplished to meet a desired level of performance
when are performance plans established
When Are Performance Plans Established?
  • Within 30 days of hire or position change
  • At the beginning of a rating cycle
  • When modification or change is needed
how are performance plans developed
How Are Performance Plans Developed?
  • Using:
    • Agency strategic plan or performance plan
    • National Program goals
    • work unit goals and objectives (i.e. CRIS goals)
    • major duties in the position description (PD)
    • established Agency policy
  • Elements - Cascade org/unit goals to the individual accomplishment level and determine whether critical or non-critical
  • Standards – Define appropriate measures for elements
how are performance plans developed con t
How Are Performance Plans Developed?(Con’t)
  • Standards are described at the “Fully Successful” level
  • Standards measure work in terms of quality, quantity, timeliness, cost-effectiveness, and manner of performance
  • Standards focus on results, outcomes, impact
  • Standards should be clear, accurate, measurable, reasonable, attainable, challenging, fair/consistent within org, and exceedable
what is a critical element
What Is A Critical Element?
  • An assignment or responsibility so important that unacceptable performance in that element would result in a determination that the employee’s overall performance is unacceptable
  • Not used to measure group performance, only work w/in the employee’s control
what is a non critical element
What Is A Non-Critical Element?
  • An aspect of individual, team, or organizational performance exclusive of a critical element, that is used in assigning a summary level
how do i determine whether an element should be critical
How Do I Determine Whether An Element Should Be Critical?
  • Consider:
    • Major component of the work?
    • Address individual performance only?
    • Require a significant amount of time?
    • Consequences of performing unacceptably?
    • Statutory/Regulatory requirements?
are there required elements
Are There Required Elements?
  • Plans must include at least 3 but no more than 7 performance elements
  • At least one element must be non-critical
  • At least one critical element must focus on results
  • Supervisors must have a critical supervisory element
  • “Official” supervisors must have a separate critical EEO/CR element
  • “Official” supervisors must have measures or indicators of employee and/or customer/stakeholder feedback
  • At least one element must align with Agency and/or Mission Area goals and objectives. The performance plan must include at least one performance element linked to the strategic goals and objectives of the organization
are there required elements continued
Are There Required Elements?(Continued)
  • Non-Supervisors must have EEO/CR objectives incorporated in to a new or existing critical element
  • Agency-wide Peer Review (OSQR) objectives must be incorporated in

ARS Cat 1 and Cat 4 scientist plans

  • Health and safety elements should be used where job related
why use specific goals
Why Use Specific Goals?
  • Used to add clarity and specificity to performance standards, especially generic
  • Tie back to org goals
  • Add to technical or mission critical elements
  • May or may not be synonymous with the “Fully Successful” standard – make employee aware
  • Need to be reasonable and attainable
  • Need to monitor during cycle
may employees develop their own plan
May Employees Develop Their Own Plan?
  • Employee/Supervisor develop plan together
  • Employee draft plan and/or specific goals
  • Employee provide feedback on plan and/or specific goals
  • Group of employees develop plan
  • But, final authority rests with the rating and reviewing official
what if employees disagree with their performance plan
What If Employees Disagree With Their Performance Plan?
  • Supervisors should consider the employee’s issue
  • Employee must perform under plan
  • Content and substance of performance plan is not grievable
  • Signing the AD-435A does not mean an employee agrees with plan
how is a mid year review done
How Is A Mid-Year Review Done?
  • Feedback should be specific - suggest element-by-element discussion
  • Verify accuracy of plan
  • Discuss progress with goals/IDP and adjust/update if necessary
  • Identify performance requiring corrective action
  • Initial AD-435A
how is a rating of record done
How Is A Rating of Record Done?
  • Use form AD-435P and NASS 435P available on eForms
  • Specific element-by-element discussion
  • Discuss accomplishment of goals/IDP
  • Get appropriate organization concurrences
  • Consult your ER Specialist for cases involving poor performance
how is a rating of record done continued
How Is A Rating of Record Done? (Continued)
  • Complete within agency, area and union timeframes
  • Praise and reward employee for good performance and accomplishments
  • Establish performance plan for next performance cycle
should performance be monitored at any other time
Should Performance Be Monitored At Any Other Time?
  • Supervisors should monitor and provide feedback often during the performance cycle
  • Performance should never be a surprise
  • Discuss performance if and when it falls below current rating
what s considered in a rating of record
What’s Considered In A Rating Of Record ?
  • Supervisor’s own observations of performance
  • Feedback from customers, partners, co-workers, subordinates, etc.
  • Employee written accomplishments (Supervisors should request)
why prepare accomplishment reports
Why Prepare Accomplishment Reports?
  • Serves as a reminder to both the employee and supervisor of individual accomplishments during a performance cycle
  • Used to develop and support appraisals
  • Leads to a more objective, effective appraisal of performance
how are accomplishment reports written
How Are Accomplishment Reports Written?
  • Limit to 2 pages, if possible
  • Arrange by performance element
  • Describe the accomplishment
  • Describe the impact, result or outcome of the accomplishment
    • Did it enhance a work process?
    • Did it have an impact on a customer?
    • Did it help the org achieve it’s goals?
how are accomplishment reports written continued
How Are Accomplishment Reports Written?(Continued)
  • Use your performance plan as a guide
  • Use “I” statements
  • Use action verbs
  • Refer to activity/status reports, calendars, previous accomplishment reports, etc.
  • Avoid laundry lists
  • Follow your organization’s policy (some require a description of how standard is exceeded)
  • Proof report
what is fully successful performance
What Is “Fully Successful” Performance?
  • It is good performance!
  • The expected level of performance; work performed at this level is of good quality, the expected quantity, and is accomplished within established deadlines or time frames
  • Supervisors should communicate this definition
what is exceeds fully successful performance
What Is “Exceeds Fully Successful” Performance?
  • Performance which consistently exceeds the performance standard established for the “Fully Successful” level
what if performance is marginal
What If Performance Is Marginal?
  • Identify deficiencies
  • Notify your ER Specialist
  • Inform employee
  • Consider closer supervision,on-the-job training, formal training, mentoring, the Employee Assistance Program
what if performance is unacceptable
What If Performance Is Unacceptable?
  • Identify deficiencies
  • Notify your ER Specialist
  • Inform the employee
  • Offer assistance
  • Performance Improvement Plan (PIP)
  • Failure to improve may result in further action
is a rating of record grievable
Is A Rating Of Record Grievable?
  • Bargaining unit employees follow procedures in the Labor Management agreement
  • Non-bargaining unit employees and those bargaining unit employees not covered under a Labor Management agreement, follow the grievance procedures in P&P 463.2, Administrative Grievance System
  • Contact your ER Specialist
what responsibilities do supervisors have
What Responsibilities Do Supervisors Have?
  • Develop performance plans/specific goals with employee involvement
  • Communicate performance expectations
  • Monitor and provide feedback during the year
  • Conduct mid-year reviews and annual ratings of record
what responsibilities do supervisors have continued
What Responsibilities Do Supervisors Have?(Continued)
  • Deal with poor performance when noticed and before the end of a probationary period
  • Consult/Notify ER Specialist of poor performance
  • Praise and reward performance
what responsibilities do employees have
What Responsibilities Do Employees Have?
  • Participate in the establishment of their performance plan
  • Ensure an understanding of what is expected, ask questions
  • Communicate and cooperate with management in the rating process
  • Provide written accomplishments
  • Prepare for reviews
what does it mean to reward
What Does It Mean To Reward?
  • Providing incentives to and recognizing employees, individually and as members of groups, for their performance and contributions to the agency’s mission.
where can i find employee recognition guidance
Where Can I Find Employee Recognition Guidance?
  • USDA Guide for Employee Recognition,

www.usda.gov/da/employ/recog.htm

  • Improved HRD website: www.afm.ars.usda.gov/hrd/awards/index.htm
what are the principles of recognition
What Are The Principles Of Recognition?
  • Be fair and equitable in the distribution of awards
  • Recognize specific achievements
  • Involve co-workers and customers in recognition decisions
  • Provide timely recognition
what are the principles of recognition continued
What Are The Principles Of Recognition ?(Continued)
  • Emphasize group recognition
  • Use non-monetary recognition
  • Publicly recognize employees
  • Publicize recognition
  • Budget for employee recognition locally
who is eligible to receive recognition
Who Is Eligible To Receive Recognition?
  • All employees are eligible for most types of recognition
  • Non-Federal persons are not eligible for monetary awards
  • Retired or separated Federal employees are eligible if contribution was made while employed
what are the forms of employee recognition
What Are The Forms Of Employee Recognition?
  • Monetary Awards
  • Non-Monetary Awards
  • Length of Service Awards
  • Suggestion Awards
  • Special Awards Programs
monetary and non monetary awards
Monetary and Non-Monetary Awards
  • Refer to:

www.afm.ars.usda.gov/hrd/awards/files/table-monetary-non-montary.pdf

length of service
Length of Service
  • Recognition given for length of Federal service
  • Certificates and pins are provided for 10, 20, 25, 30, 40+ years
  • NASS provides certificates only
  • Provided by HRD
suggestion award program
Suggestion Award Program
  • Recognition for improvement in the efficiency and economy of government operations
  • Evaluated by subject matter experts
  • May be adopted, referred for further study, or rejected
  • Monetary or non-monetary recognition is given to adopted suggestions
  • Performance and Awards Staff administers program and provides forms
special award programs
Special Award Programs
  • Organization specific
  • Agency specific
  • USDA
  • Government-wide
  • Public/Foundation Sponsored
  • Performance and Awards Staff announces most
who can nominate for an award
Who Can Nominate For An Award?
  • Supervisors
  • Co-workers or peers
  • Customers
  • Supervisory/Fund holder approval required
how is an award amount determined
How Is An Award Amount Determined?
  • Follow the Value and Benefits scales in the USDA Guide for Employee Recognition
  • Follow org policy
  • Consider past practice within the org
what documentation is required
What Documentation Is Required?
  • AD-287-2
  • Two levels of approval on AD-287-2
  • Written justification for all monetary awards, QSIs, and for Time Off Awards
for assistance please call the performance and awards staff
For AssistancePlease Call The Performance and Awards Staff!!
  • Casandra Butler, Section Head, 301-504-1470
  • Theresa Bailey, HR Specialist (Performance) 301-504-1452
  • Charlene Brown, HR Assistant, 301-504-1523
  • Chevon Gibson, HR Specialist (Awards), 301-504-1552
  • Mary Oxner, HR Specialist (Awards), 301-504-1368
  • Suzanne Suchecki, HR Assistant, 301-504-1465

Address: GWCC, 5601 Sunnyside Avenue, Room 3-1290,

Beltsville, MD 20705-5107