Performance Management System

1. Performance Management System Evaluation Process

2. Purpose • The primary purpose of a performance management systemis to communicate performance standards to employees, to provide coaching, feedback & observations regarding actual performance, and to identify training and development needed to improve the quality and/or quantity of job performance.

3. Three Components of Performance Management • Performance Planning, Setting Goals and Objectives • What Employee must accomplish to be successful • Performance Coaching/Monitoring • Feedback, open lines of communication • Official or unofficial interim reviews • Evaluating Actual Performance

4. Performance Management Cycle October November October Planning Coaching/Monitoring Evaluation

5. Performance Evaluation • What is the purpose of the evaluation? • Documents how well Employee has met the expectations defined in the performance plan • Allows Employee an opportunity to do a self-assessment • Allows for both positive and critical feedback • Supports decisions to retain, promote or give pay increases

6. Performance Management Forms • P141 – Extraordinary Contribution • P142 – Notice of Improvement Needed • Written Notice • P125 – Probationary Progress Review • P146 – Request for Extension of Probationary Period • P112(s) - Performance Plan & Evaluation (PPE)

7. Process Overview for All Staff • Prepare for Review • Opportunity for employee Self-Assessment • Complete Draft P112 • Draft P112 to Reviewer • Reviewer submits to Calibration Team (as designated by Sr. Mgt.) for review/approval of final Performance Rating • Finalized P112, Supervisor & Reviewer sign

8. Process Overview, cont. • Supervisor meets with employee and provides them with a copy of the evaluation • Send final approved evaluation to the department representative • Start cycle for next year: performance planning, ……

9. Preparation for the Review • Assemble and review all documentation • Position Description (PeopleAdmin) • Employee P112 • Performance Goals and/or Job Responsibilities • Metrics • Competencies • Career Development activities assigned/completed • Supervisor’s Notes/Records, P141, P142, Counseling Memos, Written Notice forms

10. Employee Self-Assessment • Provide Employee with: • Updated Position Description (PeopleAdmin) • A copy of the Performance Plan that was agreed to by the Supervisor and Employee • Any other relevant documentation Employee may want to use in a self-evaluation (counseling memos, written notices, etc.)

11. Employee Self-Assessment, cont. • Employee documents accomplishments as related to each performance goal/job responsibility and competency • Employee summarizes career development activities • Supervisor should accept self-assessment information in a format that is comfortable to the Employee (e-mail, discussion, etc.)

12. Forms for Self-Assessment • Can use P112 document, OR • Supervisor/department may choose to use other form for self-assessments • College of Agriculture and Life Sciences Self Assessment form: http://www.cals.vt.edu/operations/documents/employeeselfassessment.doc

13. Supervisor Completes P112 • Complete the Performance Goals/Job Responsibilities section • Summarize the actual results & accomplishments for each assigned goal/responsibility. • Check the appropriate performance rating for each goal/responsibility as supported by the statements in the results section. • Complete the Competencies section by checking the appropriate rating for each assigned competency.

14. Supervisor Completes P112 (cont) • Review Career Development activities • Complete Supervisor’s Summary of Overall Performance, being sure to include enough detail to support the overall rating • Submit draft evaluation to Reviewer

15. Review & Calibration for All Staff • Reviewer validates performance rating • Reviewer submits draft evaluation to Calibration Team • Calibration Team finalizes and communicates the overall rating to the Reviewer. • Supervisor and Reviewer sign evaluation.

16. Final Steps • Schedule time to meet with employee • Obtain employee signature on evaluation • Copies to Employee, Supervisor, Reviewer • Send final approved original evaluation to department representative by the date they specify. • Create next year’s Employee Performance Plan within 30 days, review with employeeand provide him/her with a copy

17. Four Levels of Performance • Model Performance • Strong Performance • Developing Performance • Unacceptable Performance

18. Model Performance (MP)THE EXCEPTION • Requires written justification to support overall MP rating in Supervisor’s Summary of Overall Performance • There is no formula used to calculate how many goals/responsibilities and competencies must be rated MP in order to earn an overall MP rating • Requires at least one P141 for Classified staff, completed during the current performance cycle. This is not required for University staff.

19. Strong Performance (SP) • Requires written justification to support overall SP rating in Supervisor’s Summary of Overall Performance. • Most employees are Strong Performers • Fully meets expectations • May exceed expectations

20. Developing Performance (DP) • Requires written justification to support overall DP rating in Supervisor’s Summary of Overall Performance. • Does not fully meet expectations in one or more areas • New employees are not necessarily rated DP • Steps to improve performance in deficient area(s) must be clearly detailed in the Career Development Plan section.

21. Unacceptable Performance (UP) • Contact Human Resources • Requires written justification to support overall UP rating in Supervisor’s Summary of Overall Performance • There is no formula used to calculate how many dimensions must be rated UP in order to earn an overall UP rating • Requires at least one P142 OR Written Notice during the current performance cycle for an overall UP rating for Classified or University

22. P142 Notice of Improvement Needed • Documents performance deficiencies • Should include a Performance Improvement Plan outlining requirements for improvement • Establish weekly or biweekly meetings between Employee and Supervisor to review progress on Performance Improvement Plan

23. When an Overall Unacceptable Performance Rating is Given • Within 10 working days, Employee's supervisor must develop a new P112 that sets forth performance measures for the following three (3) months, have it approved and signed by the reviewer and signed by the employee. • Even if Employee is in the process of appealing his or her evaluation, the performance re-evaluation plan must be developed. • The supervisor must discuss with Employee specific recommendations for meeting the minimum performance measures contained in the re-evaluation plan.

24. Questions…?