Performance Development Plan (PDP) Training

1. Performance Development Plan (PDP) Training Presented by The Evergreen State College Human Resource Services

2. What to Expect from this Training • Supervisors will learn how to… • Complete the PDP forms; • Set work expectations; • Support employees in setting goals; and • Assess work performance. • Employees will learn how to… • Participate in the PDP process; and • Get the most out of performance evaluations.

3. Why do PDPs? • Measure/enhance performance; • Foster professional development/career growth; • Set development goals; • Recognize exceptional performance; and • Comply with the Classified Collective Bargaining Agreement.

4. What PDPs are not for • Performance evaluations will not be used to initiate personnel actions such as: • Transfer; • Promotion; or • Discipline.

5. Collective Bargaining Agreement – Performance Evaluations • Article 6.2 Evaluation Process A. The immediate supervisor will meet with an employee at the start of his or her review period to discuss performance expectations. The employee will receive copies of his or her performance expectations as well as notification of any modifications made during the review period. Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter. Notification will be given to a probationary or trial service employee whose work performance is determined to be unsatisfactory.

6. The PDP Forms • The PDP is two separate forms • Form 1: Planning Phase • To be complete at the beginning of the evaluation period. • Form 2: Assessment Phase • To be completed at the end of the evaluation period.

7. The PDP Forms • PDP Instructions • In addition to this training, there are instructions that provide guidance on how and when to complete PDP forms. • The Instructions are located at the Human Resource Services website.

8. Form 1: Planning Phase Performance Expectations & Goals Planning

9. Filling out the Planning Phase PDP • Preliminary Steps • The supervisor identifies the linkage of employee’s position to organizational mission. This information goes in the Position Linkage With Organizational Mission and Goals space.

10. Filling out the Planning Phase PDP • Preliminary Steps continued • The supervisor may encourage the employee to draft a Planning Phase PDP of their own. • The supervisor and the employee meet to share their draft Planning Phase PDPs. • The supervisor completes a final Planning Phase PDP. • The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Planning Phase PDP with the employee.

11. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • A. Key Results Expected What are the most important job objectives, outcomes, and/or assignments to accomplish in order to be successful during the evaluation time period? The expected results should be stated in measurable or observable terms, to the degree possible.

12. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • A. Key Results Expected • Examples of Results Expected: • Sarah will prepare a comprehensive PDP presentation and provide training during the spring. • Sarah will continue to provide HR support to people involved in staff recruitments.

13. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • B. Key Skills and Abilities Expected What are the most important skills and abilities the employee must demonstrate to perform their position duties successfully?

14. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 1: Performance Expectations • B. Key Skills and Abilities Expected • Examples of Skills and Abilities Expected: • Sarah must demonstrate skill and ability in using Microsoft PowerPoint to present information in an easy to understand manner. • Sarah must be skilled in providing guidance on the Classified and Exempt recruitment processes.

15. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 2: Training and Development Goals/Opportunities What training and development needs, goals and opportunities should the employee focus on during this performance period?

16. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 2: Training and Development Goals/Opportunities • Examples of Training and Development Goals/Opportunities: • Sarah should attend Microsoft PowerPoint training. • Sarah’s goal is to improve her public speaking skills by getting feedback from training participants.

17. Filling out the Planning Phase PDPTraining and Development • Employee: Think about what training and/or development would help you perform your job duties. • Supervisor: Have a conversation with the employee about what training and/or development would be beneficial and possible.

18. Filling out the Planning Phase PDPGoals and Opportunities • Goal setting should be a collaborative process between employee and supervisor; • Keep goals job related; • Motivate employees to identifying appropriate goals; and • Encourage employees to prioritize their goals.

19. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 3: Organizational Support This is for the employee to fill out and is optional. What suggestions do you have as to how your supervisor, co-workers, and/or management can better support you in your present job and future career goals?

20. Filling out the Planning Phase PDP • Section 1: Performance Expectations and Goals Planning • Part 3: Organizational Support • Examples of Organizational Support: • I would like to cross train with my coworkers so that we can back each other up when needed. • I would like to have bi-weekly meetings with my supervisor to talk about the status of my assignments.

21. Filling out the Planning Phase PDP • Section 2: Acknowledgment and Filing • Part 1: Acknowledgment of Performance Plan The supervisor and employee sign Section 2, Part 1 to record that they have discussed the Planning Phase PDP at the beginning of the performance period.

22. Filling out the Planning Phase PDP • Section 2: Acknowledgment and Filing • Part 2: Filing The supervisor retains one copy of the Planning Phase PDP form and provides a copy to the employee. The signed original Planning Phase PDP form is placed in the employee’s official personnel file in Human Resource Services.

23. Form 2:Assessment Phase Performance Assessment

24. Filling out the Assessment Phase PDP • Preliminary Steps • The supervisor may encourage the employee to draft an Assessment Phase PDP of their own. • The supervisor and the employee meet to share their draft Assessment Phase PDPs. • The supervisor completes a final Assessment Phase PDP. • The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Assessment Phase PDP with the employee.

25. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 1: Interim Reviews (Optional) As an option, the Interim Reviews part can be used to document performance feedback and/or update expectations during the performance period. Any modifications made during the review period will be shared with the employee.

26. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback In general, Part 2 should provide a narrative assessment of the employee’s performance in relation to the content in Section 1, Parts 1 and 2 of the Planning Phase PDP. The assessment must be based on observed or verified performance.

27. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • A. Key Results Assessment To what degree did the employee accomplish the expected results and how well were they done?

28. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • A. Key Results Assessment • Examples of Results Expected: • Sarah successfully prepared a PDP PowerPoint and gave a well attended training that got great feedback. • Sarah consistently provided excellent support to several recruitments which resulted in successful hires.

29. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • B. Key Skills and Abilities Assessment How well (or how frequently) did the employee demonstrate the skills and abilities expected?

30. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • B. Key Skills and Abilities Assessment • Examples of Key Skills and Abilities: • Sarah demonstrated good information delivery skills when using PowerPoint to develop a PDP training presentation. • Sarah continued to demonstrate remarkable communication skills when conducting recruitments.

31. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • C. Training and Development What training was completed? What development goals were achieved?

32. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • C. Training and Development • Examples of Training and Development: • Sarah attended Microsoft PowerPoint training and demonstrated her new skill and ability by using PowerPoint to create presentations. • Sarah met her goal of improving her public speaking skills by getting great feedback from training participants.

33. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • D. Other Performance Feedback Other relevant information may be included in this part such as: special achievements, comments about strong performance under unanticipated difficult work place circumstances, etc.

34. Filling out the Assessment Phase PDP • Section 1: Performance Assessment • Part 2: Performance Feedback • D. Other Performance Feedback • Examples of Other Performance Feedback: • Sarah always met deadlines despite a heavy workload. • Sarah demonstrated excellent turnaround time when working on recruitments.

35. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 1: Signatures and Comments • What each Signature means: • Supervisor = Assessment Phase PDP is based on my best judgment. • Employee = Assessment Phase PDP has been discussed with me. • Reviewer = I have reviewed the Planning and Assessment Phase PDPs. The PDP process has been properly followed.

36. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 1: Signatures and Comments Comment sections are provided on the Assessment Phase PDP form. Comments may also be attached and submitted with the final Assessment Phase PDP.

37. Filling out the Assessment Phase PDP • Section 2: Comments, Signatures and Filing • Part 2: Filing Same as the Planning Phase… The supervisor retains one copy of the Assessment Phase PDP form and provides a copy to the employee. The signed original Assessment Phase PDP form is placed in the employee’s official personnel file in Human Resource Services.

38. Useful Information Timelines, Suggestions & Reminders

39. Sample PDP Timelines • New Hire (Probationary Period): • Employee is hired on January 1st and the Planning Phase PDP is completed right away. • Prior to June 30th the Assessment Phase PDP is completed. A new Planning Phase PDP should be done at that time. • The following June, the Assessment Phase PDP is completed and a new Planning Phase PDP is completed. • What happens the following June?

40. Sample PDP Timelines Q. What are the timelines for employees serving Trial Service or Transition Review periods? A. It depends! While the steps in the Performance Review process and the forms are the same for each period, the length of time varies! Work with Human Resource Services to make sure you are correctly following the current CBA.

41. Update Job Descriptions • Job descriptions should be updated any time there is a change to: • Essential Job Functions; • Knowledge, Skills and Abilities; • Desired Qualifications; or • Conditions of Employment. • If the job description is revised during the PDP process, attached the revised job description to the PDP submitted to Human Resource Services.

42. Suggestions • Fill out the PDP forms electronically. The fields within the form will expand automatically as you type. • Use Outlook to set up reminders for each phase of the Performance Evaluation process. • Other suggestions from the group?

43. Remember… • The supervisor will discuss the evaluation with the employee; • The employee must have an opportunity to provide feedback on the evaluation; • Keep job descriptions up to date; and • Remember to do Performance Development Plans!

44. Questions / Discussion