Lesson 6: Evaluating Performance

Lesson 6: Evaluating Performance

Lesson 6: Evaluating Performance DPMAP Rev.2 July 2016 No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (2) Learning Objectives Upon completion of this lesson, you will be able to: Recognize important facets of the Evaluating Phase.

Describe how employees inputs benefit the final performance appraisal discussion. Explain how to prepare for the performance discussion. DPMAP Rev.2 July 2016 No surprises for either party at the end of the appraisal cycle (3) Performance Management Ongoing Supervisors and employees share

responsibility Consist of: Proactively planning work and setting expectations Continually monitoring performance Evaluating performance in a summary fashion Recognizing and rewarding good performance No surprises for either party at the end of the appraisal cycle DPMAP Rev.2

July 2016 (4) Evaluating Performance DoD Instruction 1400.25, Vol. 431 No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (5)

Evaluating Performance Prepared and documented in the MyPerformance Tool on DD 2906 Performance Appraisal Cycle 01 April to 31 March Performance Ratings 5 - Outstanding 3 - Fully Successful 1 - Unacceptable No surprises for either party at the end of the appraisal cycle DPMAP Rev.2

July 2016 (6) Employee Performance Ratings At the end of the appraisal cycle, an employees performance is rated by his or her supervisor against the employees performance plan Employee must be provided a written

rating of record and been under an approved performance plans for 90 calendar days during the No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (7) SAMPLE Performance Rating Narratives

No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (8) Evaluating Phase Roles and Responsibilities No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (9)

Employee Input and Supervisor Evaluation No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (10) Preparing for Performance Discussions Conducting successful performance discussions requires preparation Supervisors may use the following steps to prepare: No surprises for either party at the end of the appraisal cycle

DPMAP Rev.2 July 2016 (11) Gather the Material No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (12)

Review the Material No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (13) Write the Performance Narrative Supervisors write a performance narrative that describes the employees performance measured against the performance standards for the appraisal cycle Performance narratives : Justify how an employees ratings

are determined Are required for each element rated Outstanding and Unacceptable Are highly encouraged for each element rated Fully Successful as a means of recognizing all levels of accomplishments and contributions to mission success No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (14

Schedule the Meeting Note: Per DODI 1400.25, volume 431, a rating record of Unacceptable must be reviewed and approved by a higher level reviewer. Supervisors should be sure to familiarize themselves with and follow local policy before they communicate the rating to an employee. Supervisors should contact their Employee Relations Specialist in Human Resources prior to rating an employee as Unacceptable. No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (15)

Exercise: End-of-Year Meeting Video No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (16) Exercise Debrief: End-of-Year Meeting Video What did the supervisor do in this meeting that was positive and/or useful? What did the employee do in this

meeting that was positive and/or useful? Where were the Trust Behaviors? No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (17) Performance Discussions DPMAP requires three performance discussions between supervisor and employee during the performance appraisal cycle. THEY ARE:

In addition to those required, more frequent and meaningful periodic discussions between supervisors and employees are HIGHLY encouraged. They help to: Understand expectations toward goals Facilitate supervisor-employee engagement Increase the amount of feedback Contribute to a more complete and accurately documented appraisal Encourage supervisors to recognize and reward deserving employees in a more timely manner

All performance discussions should be given sufficient, uninterrupted time, in a suitable private location, and results documented No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (18) Resolving Differences A rating of record is official even if the employee does not sign it If possible, differences should be resolved informally

If they cannot be resolved, the employee: May raise issues related to the performance appraisal process through the administrative grievance system or, where applicable, the negotiated grievance procedure Has the right to appeal performancebased actions Title 5, Code of Federal Regulations 432 and 752 No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016

(19) Learning Objectives Review You should now be able to: Recognize important facets of the Evaluating Phase. Describe how employees inputs benefit the final performance appraisal discussion. Explain how to prepare for the performance discussion. No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016 (20)

Questions? Are there any questions? DPMAP Rev.2 July 2016 No surprises for either party at the end of the appraisal cycle (21) Additional Resources DODI 1400.25, Volume 410, DoD Civilian Personnel Management System: Training, Education, and Professional Development. DODI 1400.25, Volume 431, DoD Civilian Personnel Management System: Performance Management and Appraisal Program. DODI 1400.25, Volume 451, DoD Civilian Personnel Management System:

Awards. DCPAS Resources and References web site includes: DCPAS HR Toolkit, Tip Sheets and Checklist, MyPerformance Training Videos, and MyPerformance User Guides https://www.cpms.osd.mil/Subpage/NewBeginnings/ResourcesReferences/ DCPAS LERD web site https://dodhrinfo.cpms.osd.mil/Directorates/HROPS/Labor-and-Employee-Relations/Pages /Home1.aspx Corporate Leadership Council. Building the High-Performance Workforce: A Quantitative Analysis of the Effectiveness of Performance Management Strategies (Washington D.C.: Corporate Executive Board, 2002) No surprises for either party at the end of the appraisal cycle DPMAP Rev.2 July 2016

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