PERFORMANCE APPRAISAL AND PLANNING 2011-2012 Performance Cycle Cheryl Rosanova Lead HR Specialist

1. PERFORMANCE APPRAISAL AND PLANNING 2011-2012 Performance Cycle Cheryl Rosanova Lead HR Specialist Performance Management Office of Human Capital Management

2. Agenda • Performance Management Overview • Performance Awards Guidance • Reconsideration Guidance • Important Dates • 2012-2013 Performance Planning • EPF Review

4. Performance Management Overview Effective organizations: • Plan work and set expectations • Monitor performance • Develop the capacity to perform • Rate performance • Improve poor performance • Reward good performance

5. Who’s Covered • SES/ST/SL employees are not covered under this performance process. • Rate all permanent, temporary, term, student educational employment program, and NASA excepted (NEX) appointment employees. • Detailed or Matrixed Employees • Detail/Matrix supervisors must provide written performance assessments to the supervisor of record when the detail is in excess of 90 days (60 days for employees represented by GESTA). • The written summary provided by the detail/matrix manager must be provided to the employee.

6. Who’s Covered (con’t) • The rating official will summarize feedback provided from matrix assignments and details that are less than 90 days (60 days for employees represented by GESTA) when the feedback has been relied upon to determine the performance rating. • The Rating Official should utilize NF 17-121/122 Addendum to identify individuals who provided performance feedback.

7. Pre-rating Preparations • Determine if all employees have plans on which they can be rated. • Review intra-Directorate process for review of Distinguished and Fails to Meet ratings. • Adhere to internal deadlines for: • Higher level review • Completion of all ratings • Completion of new plans • Awards including QSI recommendations

8. Performance Assessment • Offer employees the opportunity to provide a “balanced assessment”. • Gather information from other appropriate sources: • Team Leads, detail supervisors, customers, etc. • Rate each element • The summary rating cannot be higher than the lowest element rating. • Write a narrative summary.

9. Performance Assessment (con’t) • Meet with employee to discuss: • Overall performance • Element and summary ratings • Areas for improvement (if applicable) • Training, development, growth opportunities • Employee signs for receipt of rating. • Keep original rating in EPF and give copy to employee. • Upload rating into NOPS.

10. *Letter of Counseling (LOC) must be given to AFGE covered employee prior to issuing level "2”. LOC recommended by OHCM for non-AFGE employees at level "2" but not required. Note: Level "1" rating may be assessed at any point throughout the year when performance is consistently "fails to meet" expectations on any individual critical element; supervisors do NOT have to wait until the annual appraisal to issue a Performance Improvement Plan.

11. 2012 Performance Award Percentages Note: Percentages provide greater flexibility to make meaningful rating distinctions Performance Rating-Based Awards • Cash • Time Off** • Combination of Cash and Time Off **Note: A Time Off Award (TOA) cannot exceed 40 hours per achievement. Not more than 80 hours total TOA may be granted per leave year.

12. Do’s and Don’ts Avoid Common Rating Errors: • Halo Effect (overrating performance) • Horns Effect (underrating performance) • Central Tendency/Leniency (to avoid conflict) • Narrow Focus (one/two events drive overall rating) • Length of Service • Personal bias

13. Do’s and Don’ts (con’t) Ensure Objective Ratings: • Rate performance against the performance elements and standards. • Consider performance over the entire rating period. • Give appropriate consideration to all work outcomes – negative and positive. • Consider whether outcomes were within employee’s control.

14. Performance Rating Disagreements • Reconsideration requests • An employee who disagrees with his/her rating of record may submit a request of reconsideration. • Employee deadline to request reconsideration is 15 days or 30 days for employees represented by GESTA after receipt of rating. • Employee will be given opportunity to present supporting information. • Rating (or Reviewing) Official must reconsider and issue a decision within a reasonable time (normally within 10 days).

15. Performance Appraisal Close-Out Key Dates

16. Performance Appraisal Close-Out Key Date

17. 2012-2013 Performance Planning Begin 2012-2013 performance cycle • Agency Performance Management Review Proposals • Have performance plans in place by June 29, 2012 • Contact detail supervisors to ensure the performance plan form will accommodate evaluation of the work that will be performed while on detail. If necessary, add additional elements needed to assess performance • Focus on programmatic expectations

18. PY 2012 EPF Review Common Findings • Reviewing official signing after employee on Distinguished Ratings (24%) • Mid-Year not done or done after deadline (36%) • Missing Employee Task-Specific Training Requirements Form -GSFC 17-112 (32%) • Individual elements not rated (20%)

19. OHCM Points of Contact Cheryl Rosanova Performance Management Lead (301) 286-4832 Christina Lafountain Employee Relations Officer (301) 286-3729 Khrista White Awards Officer (301) 286-9059

20. Panel Discussion Thank You!