SMART Critical Elements Workshop: Enhancing Performance Management

1. Performance Management Workshop Writing Critical Elements 1

2. Agenda • Why do we need Critical Elements? • What are SMART Critical Elements? • How do we write SMART Critical Elements? • Discussion on Critical Elements dealing with Classified Information • Awards Guidance 2

3. Benefits of Critical Elements • Employee Benefits • Encourages and empowers self-monitoring of progress and decision-making • Leads to a more objective performance appraisal. • Makes room for potential career moves. • Achieve satisfaction and effectiveness in performance • Supervisor Benefits • Objective performance appraisals • Proactive approach to performance barriers • Team focused on achieving department goals • Corrective action • Organizational Benefits • Alignment with mission • Promote forward movement, progression and adaptability 3

4. What are Critical Elements? 1. Overall goals are developed and published at the Organizational level. 2. Each Division develops goals to support the Organizational goals. 3. Employees develop specific Critical Elements that support their division goals. 4

5. What Are SMART Critical Elements? 5

6. Critical Element with Specific Task/Activity “Type correspondence effectively” Critical Element “Correspondence is formatted correctly and complies with the CNIC style guide for formatting, grammar, and usage as determined by managerial review.” 6

7. Critical Element with Measurable Examples Critical Element with Quality Measure “At least 90% of correspondence is formatted correctly and complies with the command style guide for formatting, grammar, and usage on the first review as determined by managerial review.” Critical Element with Time Measure “Staffing Specialist will issue a hiring certificate with 100% accuracy within 3 days of receiving the entire completed package of vetted resumes.” 7

8. Aligned Example “At least 90% of correspondence will be formatted correctly and comply with the department style guide for formatting, grammar, and usage within 1 day of assignment, in support of the command’s mission of improving business line productivity by 15% at the end of this fiscal year.” 8

9. Some Tips for Setting Critical Elements • Examine the mission of your division/department • Determine what projects or activities you perform in support of the mission • Discuss with your supervisor how they feel you support the mission of the organization • Group the work into categories or functions (“buckets of work”) • Add measurable and specific terms that demonstrate the desired outcome • Identify relevant Standard Operating Policies (SOPs), Guidance, and Directives • Identify any meaningful quality, quantity and time measures for results 9

10. Questions to Ask • What needs to be accomplished? • Why do I do what I’m doing? • How am I going to get it done? • When does it need to be completed? • Who do I need to work with to help me achieve the Critical Elements? 10

11. Are You Sure Your Critical Elements are SMART? • Common errors in writing Critical Elements can be resolved with this checklist: • Does the critical element describe a result, outcome, or future situation? • Is the critical element specific enough to assess whether it was accomplished? (the level of accomplishment should reflect requirements) • Is the critical element concise? • Is the critical element verifiable or measurable? • Does the critical element provide a link to the organizational goals or mission? • Is achieving the critical element within your control? • Is the critical element tied to a timeline? • Can you accomplish the critical element within the appraisal cycle? 11

12. What Are SMART Critical Elements? 12

13. Changes to Critical Elements • Can adjust or add Critical Elements up until 2 July each year (90 days before end of rating cycle) • Changes happen – if they do, remember to update your performance plan! • Expectations and Critical Elements should be reviewed regularly – adjust as needed • Remember to write revised Critical Elements for the current timeline – only put in what you are expected to accomplish before the end of the cycle. • Utilize Progress Reviews to make improvements. 13

14. Critical Elements for Handling Classified Information • SECDEF requirement that a critical element is placed in the performance plan for each position that handle classified information • Numerous legal requirements for Critical Elements based on type of work • Summarized in DON IPMS Policy Appendix E • SECNAV 5510.36 has been updated to SECNAV 5510.36A • Currently evaluating standardized language that could be placed in the CNIC IPMS Instruction • Will not be established until the re-write is completed next year. 14

15. Mandatory Critical Elements for Handling Classified Information Employee Critical Element for Managing Classified Information: • Classified information, material and documents held by the command is safeguarded, protected, and maintained by the employee in accordance with established regulations, policies and in compliance with SECNAV 5510.36A. Required certification and trainings in the requirements for marking, handling, safeguarding and transmissions of classified information, is obtained and maintained up-to-date by the employee. Protected Information Distribution Networks and Security containers are properly identified utilizing SF700 forms and following safety and security instructions and protocols. Established procedures for daily check of security containers and securing of areas designated for classified material processing is followed. Supervisor Critical Element for Managing Classified Information: • Classified information, material and documents held by the command is safeguarded, protected, and maintained by the employee in accordance with established regulations, policies and in compliance with SECNAV 5510.36A. Required certification and trainings in the requirements for marking, handling, safeguarding and transmissions of classified information, is obtained and maintained up-to-date by the employee. Protected Information Distribution Networks and Security containers are properly identified utilizing SF700 forms and following safety and security instructions and protocols. Established procedures for daily check of security containers and securing of areas designated for classified material processing is followed. Verify all new employees have undergone the proper personal investigation. 15

16. Mandatory Critical Element for Supervisors All supervisors are required to have a supervisory critical element. This critical element should include at least the following: • “Manages an aligned, engaged, and high-performing team through leading by example and developing and executing a mission-aligned vision for the organization. Creates a positive, safe work environment that allows employees to excel. Upholds high standards of integrity and ethical behavior. Performs all supervisory duties including: • Ensuring compliance with applicable laws, regulations, and policies including Merit System Principles and Prohibited Personnel Practices; • Effectively attracting and retaining a high-caliber workforce and acting in a responsible and timely manner on all steps in the recruitment and hiring process; • Providing opportunities for orientation and tools for enabling employees to successfully perform during the probationary period and beyond; • Ensuring that an Individual Developmental Plan (IDP) is drafted and in place for all employees annually; • Identifying current and future position requirements to ensure that recruitment is appropriately focused and timely; • Completing all performance management tasks in a timely manner including clearly communicating performance expectations throughout the appraisal period, holding employees accountable, making meaningful distinctions in performance and rewarding excellent performance, promoting employee development and training, and promptly addressing performance and conduct issues ; • Acting as a good steward of public funds; • Maintaining a safe work environment and promptly addressing allegations of noncompliance; • Ensuring that Equal Employment Opportunity (EEO) principles are adhered to throughout the organization and promptly addressing allegation of discrimination, harassment and retaliation.”

17. Points Of Contact CNIC:CNREURAFSWA: Christopher Younes Robin Terronez (Region) 202-433-6918 (DSN: 288) 314-626-6794 christopher.younes@navy.milRobin.Terronez@eu.navy.mil Kyle Harding (CTR) Josie Ciccarelli (NSA Naples) 202-433-4389 (DSN: 288) 314-626-5767 kyle.g.harding.ctr@navy.milGiuseppina.Ciccar.IT@eu.navy.mil Gloria Hill 202-433-4916 (DSN: 288) gloria.j.hill@navy.mil 17

18. Questions ? 18