NG Technician Performance Appraisal Program Adriene Dallas NGB-J1-TNB

1. NG Technician Performance Appraisal ProgramAdriene DallasNGB-J1-TNB

2. Overview • Performance Appraisal Program • Performance Appraisal Process • What Changes • What Does Not Change • Writing Effective Critical Elements • Writing Effective Self Assessments • Performance Appraisal Application Tool

3. Learning Goals and Objectives • Each employee will either review the mission and goals statements for their functional area, their position description, or their performance standard, then write one (1) critical elements for their job. • Each employee will write their self assessment of their performance in the one critical element. • Weight each critical element as appropriate. • Critical Elements are written in the SMART or *MARST format. (*MARST format is described in the Participant’s guide)

4. TPR 430, Performance Management • Prescribes a Five Rating Level Evaluation Method • Clarifies the procedures, and requirements for documentation of the Performance Appraisal system • *Prescribes the use of the NGB Form 430, Performance Appraisal, to be used with MyBiz & MyWorkplace

5. Five Rating Level Evaluation Method What Changes • Annual Appraisal Cycle: 1 Oct – 30 Sep* • New Terms • Summary Pattern: Level 1 thru Level 5 • Mandatory Interim Review • Mandatory Supervisory “Critical Element” • Close Out Assessments • New NGB Form 430 • PAA accessed through MyBiz and MyWorkplace

7. Five Rating Level Evaluation MethodWhat Does Not Change • Trial/Probationary Ratings • Postponement of Annual Rating of Record • Communicating Performance Plans • Below Fully Successful/Unacceptable Performance • Performance Improvement Plans • Appeal Process

8. 10 Minute Break

9. Performance Appraisal Process Higher Level Reviewer Planning Supervisor Employee Supervisor Understands mission Reviews/revises Critical Elements Understands weighting Uses working Critical Element field on form Defines mission Develops Critical Elements Determines weighting Uses working Critical Element field on form Revises Critical Elements Cuts and pastes into Critical Element field on form Reviews performance plan for equity among employees in same occupation, and salary. Approves performance plan for employee F IN A L Monitoring, Developing, Rating, Rewarding Self Assessment Interim Review Performance Appraisal Rating is the basis for personnel actions.

10. Employee’s Responsibilities Employees are encouraged to: • Participate in the development of critical elements • Identify and record their accomplishments • Participate in interim reviews and the end-of-year assessments, including the self-assessment • Understand the link between their performance expectations, conduct, and organization mission and goals

11. Rater’s Responsibilities • Ensure employees attend performance management training • Develop critical elements aligned to mission goals and objectives • Communicate performance expectations to employees and hold them accountable for achieving them • Provide employee feedback—at least one interim review • Foster and reward excellent performance • Address poor performance • Make meaningful performance distinctions among employees

12. Higher Level Reviewer Responsibilities • Be involved in the performance management process throughout the rating period • Ensure organizational goals are communicated to subordinate supervisors and employees • Ensure equitable and consistent application of, and compliance with, performance management requirements by all subordinate raters

13. Requirements for Critical Elements • Critical elements must be linked to the mission • Minimum of 2 critical elements; key responsibilities must be captured as critical elements to define performance expectations • Mandatory Supervisory Critical Element • Critical elements must be in either the SMART or MARST format • Critical elements may be weighted

14. Critical Elements: Focus on the results and contribution Describe “what” the person will accomplish Employee responsible for outcome Task Descriptions: Focus on the tasks or activities completed Describe “how” the person will do the work Manager ultimately responsible for the outcome Critical Elements are not Task Descriptions

15. Additional Considerations for Writing Critical Elements • Articulate Expected Results • Absolute Standards • Totality Approach • Length of critical elements

16. 10 Minute Break

17. Develop Critical Elements for an Employee Using the SMART Format • SMART is a framework for developing (and evaluating) Critical Elements Specific Measurable Aligned Realistic/Relevant Timed

18. Ms. Dallas’ Critical Element for 1 Oct 09 – 30 Sep 10 • CE #1: Transition to the new Performance Appraisal Program: IAW TPR 430,provide policy guidance and training support to the State National Guards to assist them in transitioning to the new Performance Appraisal program; submit a written report NLT 15 Sep 10 on efforts taken to meet the stated objective.

19. The Self Assessment using theSTAR Format • Situation:Describe the conditions under which you achieved your critical elements • Task:Describe what you did during the year to create the results you achieved. • Action/Activity:Include additional activities you completed, or actions you took that contributed to your results • Result:Describe what you accomplished.

20. Ms Dallas’ Self Assessment • Situations: Between 1 Oct 09 to 29 May 10, traveled to 20 states/2 territories to conduct the “How to Write Effective Critical Elements and Self Assessment Courses.” • Tasks: At each training event, met with technicians, supervisors, and managers to clarify the process and procedures used in the new appraisal program. • Actions/Activities: Prior to each training event met with the HRO staff and State NG leadership to discuss the mission and training requirements. • Results: Conducted 220 classes; trained 8404 technicians, supervisors, and managers were trained on the new performance appraisal program.

21. Weighting Critical Elements • Each critical element may be weighted to indicate importance and effort • Weighting is entered as a percentage in increments of 5% • At the end of the performance cycle, the percentages are multiplied to the individual objectives’ rating to produce the overall performance rating • If values aren’t entered, all critical elements are weighted equally • Critical Element 1 — 35% • Critical Element 2 — 20% • Critical Element 3 — 15% • Critical Element 4 — 15% • Critical Element 5 — 15% • Total Weighting = 100%

22. Weighted Critical Elements

23. Questions

24. Introducing the National Guard Performance Appraisal Application (PAA) This briefing is UNCLASSIFIED

25. Overview This Overview focuses on: • Establishing and approving the Performance Plan, Interim Review and Appraisal from within the National Guard Performance Appraisal Application • The Employee creates the Performance Plan • The Rating Official reviews and approves the Performance Plan • The Rating Official transfers to the Higher Level Reviewer for approval • The Employee creates an Interim Review • The Rating Official reviews and approves the Interim Review • The Employee creates a Self Assessment • The Rating Official reviews, approves, and rates the employee • The Rating Official documents communication to the employee of the rating

26. Tab Interface Tabs guide you through the process. The tabs are the same for employees, Rating Officials and Higher Level Reviewers. Below are the primary tabs. Select this tab to view and print selected portions or the Performance Plan Select this tab to create, update and view a Performance Plan Select this tab to approve a plan Select this tab to update or view your Plan Details Select this tab to input your Mission Goals Select this tab to input your job objectives

27. Establishing a Performance Plan - Employee The NeedHelp link will give you information on what is available on the page where you are located. To create a new Performance Plan: Select Choose a Plan Type Select National Guard (Title 32) Select Go This table includes information on the status of existing plans. From this screen you can view and update existing plans. From the Main Page the employee can create and review the Performance Plan, transfer a plan in progress to the Rating Official, view and print the entire plan after it is created and track the status of the plan.

28. Plan Details-Employee Begin Here From this page the employee can build a new plan, change the Rating Official and Higher Level Reviewer, copy an existing plan or return to Main Page.

29. Mission Goals-Employee This page provides information regarding your Organization’s goals and priorities. Either the Rating Official or the employee can provide this information. Select the Next button to continue.

30. Job Objectives-Employee This page provides details about the status of the job objectives. The employee may add, update and view the job objectives. Select Add Job Objective button.

31. Job Objectives-Employee The Job Objective Number auto populates You can change the start date to reflect the period of performance You may copy and paste or type your Job Objective On this page the employee may copy and paste from another application or type a job objective. When the employee is done they can Save it, Save and Add Another Job Objective, or Save and Return to the Job Objectives Tab. Repeat this process until all of the job objectives are created. When complete select Save and Return to Job Objectives Tab.

32. Job Objectives-Employee From this page the employee can add weights to the job objectives, update, add or delete a job objective. When your job objectives are complete click on the Next button.

33. Approvals and Acknowledgments- Employee This screen details the status of the approval and acknowledgment process. This page displays information regarding the status of the Performance Plan. From this page the employee may complete a step if it is highlighted, transfer the plan to the Rating Official, track progress or return to the Main Page. Select the Transfer to Rating Official button to continue.

34. Track Progress Select the ‘Return to Previous’ button to continue with the process This page displays the status of the Performance Plan throughout the cycle.

35. Transferring to Rating Official From this page the employee will transfer the Performance Plan to the Rating Official for review and approval. If the employee sends it using the Transfer to Rating Official with Email Notification option, the text box appears in the body of an email delivered to his/her email. The email address must be updated in My Biz or My Workplace for this functionality to work.

36. Approving a Performance Plan – Rating Official To review and approve a performance plan: Select the employee plan. Select Update from the drop down menu. Select the Go button. This table includes information on the status of existing plans. From this screen you can view and update existing plans. From the Main Page, the Rating Official can create, update and review the employee’s Performance Plan, transfer a plan to the employee, view and print the entire plan after it is created and track the status of the plan.

37. Approving a Performance Plan – Rating Official From the Approvals and Acknowledgments tab, using Option A, the Rating Official can transfer the plan to the Higher Level Reviewer for review.

38. Approving a Performance Plan – Higher Level Reviewer From this Main Page, the Higher Level Reviewer can review the employee’s Performance Plan, view and print the entire plan after it is created and track the status of the plan. Select the Go button to continue.

39. Approving a Performance Plan – Higher Level Reviewer The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Approve button to approve the plan.

40. Approving a Performance Plan – Higher Level Reviewer Select the Yes button to Approve the Performance Plan.

41. Approving a Performance Plan – Rating Official The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Start button to continue.

42. Approving a Performance Plan – Rating Official At this point the Rating Official can document communication to the employee and the acknowledgment, or transfer the plan to the employee to acknowledge.

43. Approving a Performance Plan – Rating Official Select the Yes button to continue to step 4.

45. Approving a Performance Plan – Rating Official The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Start button to continue.

46. Track Progress This page displays the status of the Performance Plan throughout the cycle.

47. Questions