Performance Management Pilot

Introduction

The Annual Review is part of Phase III of the Performance Management Cycle.  The objectives of the Annual Review are to:

1. reflect on the goals and metrics established for the year,
2. document progress and ratings,
3. provide recognition, and
4. begin preparation for the next Annual Plan

The Annual Review Process, as the rest of the performance cycle, is based on these values.

1. Holistic - wherein the supervisor and employee recognize that appropriate supports and development are required to enable successful performance.
2. Shared Responsibility - wherein the supervisor and employee share responsibility for successful performance.
3. Engagement & Collaboration - wherein the supervisor and employee contribute and work together to develop and implement the Annual Plan.

It, additionally, is based on the value of transparency, wherein the entire process is open, evident and clear to both the employee and supervisor.  Transparent processes ensure issues are addressed in a timely and appropriate fashion.  They ensure the Annual Review process produces results that are predictable and logical, given the work completed by the employee and supervisor throughout the year.  And they safeguard against new, unfamiliar, or discrepant data being introduced into the Annual Review process.

Guidance for the Annual Review Process

All of the following guidance can be used for both classified and professional employees.  There is one note of import regarding classified employees.

The SEIU contract stipulates requirements and processes for Classified Employee evaluations.  In the pilot, these requirements and processes will be utilized. 

1. Performance Standards Examples/Criteria - Provides examples and verbiage for classified employees to assist with evaluating the four performance standards listed below.
   1. Teamwork
   2. Technical Skills
   3. Reliability/Dependability
   4. Communication

Preparation

The supervisor will initiate the Annual Review process.  Once initiated, both people need to prepare.  To prepare, both the employee and the supervisor should gather data from the entire year related to the Annual Plan.  This data was collected during the Check-In Meetings. 

Employee, identify and bring:

1. steps taken to achieve goals;
2. milestones achieved/accomplishments (use metrics identified in Annual Plan);
3. problems/roadblocks encountered with goal progress;
4. development opportunities utilized;
5. development needs, continuing and new;
6. supports received and effectiveness of the supports;
7. supports needed, continuing and new; and
8. relevant documentation.

Supervisor, identify and bring:

1. information on goal progress, from self, others, etc. (use metrics identified in Annual Plan);
2. organizational information that impacted the employee’s work, e.g., changes in priorities, new initiatives, important dates, etc.;
3. updated deadlines for goals;
4. progress on supports provided through Support Plan;
5. progress on development opportunities provided on Development Goals; and
6. relevant documentation.

During the Annual Review Meetings

Use data and documentation from the year to inform the conversation.  In general, discuss:

1. The Goals
   1. progress on goals
   2. recognition provided for progress
   3. barriers and challenges to performance on goals
   4. strategies to address barriers as well as their effectiveness and impact on employee performance
2. The Support Plan
   1. progress on supports provided
   2. progress on development opportunities provided
   3. barriers to providing supports and development opportunities
   4. strategies to address barriers as well as their effectiveness and impact on employee performance

Ratings

Based on the data and the conversation, complete rating for the goals.  The narrative is most important as it facilitates shared understanding.  So, ensure all numeric ratings are accompanied by clear and detailed narratives that reference data and documentation from throughout the year.

Recognition

Use the Recognition resources to select strategies to recognize the employee’s work and efforts.