1 performance management system for non-supervisory employees end of first rating cycle briefing –...
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Performance Management System for Non-Supervisory
Employees End of First Rating Cycle Briefing – 9/30/06
U. S. DEPARTMENT OF ENERGY
Oak Ridge Office
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Coverage:
DOE Non-Supervisory Employees in Competitive Service General Schedule and Excepted Service positions
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2006 End of Year Process
September 30, 2006 – End of rating cycleRating Period 1/01/06 to 9/30/06 for most employeesOctober 23, 2006 – Deadline for finalizing performance ratings (unless extended to meet minimum 90 days)October 27, 2006 – Deadline for submitting completed appraisals to HRMinimum appraisal period - 90 calendar days.
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2006 End of Year Process cont
Can only be extended up to 45 days
If unable to meet 90 days with a 45 day extension – employee gets assumed ME
October 30, 2006 – Deadline for new performance plans to be in place for FY 2007
December 31, 2006 – Deadline for payment of FY 2006 performance awards
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Key Features
Four-Level Performance Appraisal System:Significantly Exceeds ExpectationsMeets ExpectationsNeeds ImprovementFails to Meet Expectations
Standards Written at the “Meets Expectations” Level
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Key Features (cont.)
Two to Five Critical Elements assigned variable weights to reflect their relative degree of importance:1. Specific Job Responsibilities
One – Four Critical ElementsORO – Mandatory Four ElementsElements weighted 30, 30, 15, & 15 (ORO)
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Key Features (cont.)
2. Employee Attributes – Critical ElementFive AttributesAttribute 1 – Responsibility and AccountabilityAttribute 2 – CommunicationAttribute 3 – TeamworkAttribute 4 – Innovation/Quality Improvements Attribute 5 – Customer ServiceAll Attributes weighted at 2 points (ORO)
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ORO Elements and Weights for Non-supervisory Employees
4 Job-Specific ElementsWeights: 30, 30, 15, & 15
Employee AttributesWeights: All weighted at 2 points
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Employee Responsibilities for Appraisal
Reporting on the status of assignments during the year, including any problems which may prevent their successful completion
Maintaining records on work outputs for use during progress reviews and appraisal
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Rating/Reviewing Official Responsibilities
Provide subordinates opportunity for input to ratingCoordinate rating with reviewing official, other management, and HR as neededRatings MUST be concurred with by the reviewing official prior to discussion with employeeConduct an appraisal meeting/discussion with the employee to provide the performance appraisalAssure that the organization’s performance ratings correspond to organizational productivity or effectiveness
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DERIVING FINAL RATINGS
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Total weight assigned to all critical elements must equal 100 by using the following proportions:Specific Job Responsibilities Critical
Elements = 90Employee Attributes Critical Element = 10
Assigning Weights to Critical Elements
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Weights for Critical Elements
Weights were initially assigned during the plan development stage.
Weights may be adjusted, along with other related factors, during the progress review stage, consistent with Mgmt policy.
Weights may need to be re-distributed for the final performance rating if no opportunity to perform under one or more elements.
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Weights for Critical Elements (cont)
Coordinate with HR before adjusting weights.
Weight for “unused” job specific element will be distributed to other job specific elements.
Weights for Attributes should not be redistributed.
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Computing the Summary Performance Rating
Each Element has a numerical weighting
Each rating level has an assigned point value
Multiplying these gives score for each element
Similar “sub” process for Attributes
Add resulting #s to get a total
Total score dictates summary rating (unless an element was rated FME)
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Computing the Summary Performance Rating (cont)
Element and Attribute Rating Levels and Assigned Point Values: Significantly Exceeds Expectations (SE) =
1 pointMeets Expectations (ME) = .5 pointNeeds Improvement (NI) = 0 pointsFails to Meet Expectations (FME) =
Results in a Summary Rating of FME
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Computing the Summary Performance Rating (cont.)
Rating Levels: Point Ranges
SE 80 - 100
ME 50 - 79
NI 49 and below
FME any score with at least 1
critical element rated FME
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Computing Summary Performance Ratings
Example #1-a Job Specific
Critical Element Rating Weight Pts Score
Recruitment SE 30 1 30
Classification ME 30 .5 15
E/LMR SE 15 1 15
HR E-Systems ME15 .5 7.5
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Computing Attribute Ratings Scores
Example #1-b Employee Attributes Element
Attribute Rating Weight Pts ScoreResp & Acc’t SE 2 1 2Communication SE 2 1 2Teamwork ME 2 .5 1Innov/ Qual Imp. ME 2 .5 1Cust Svc ME 2 .5 1
Totals 10 7pts
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Computing Summary Performance Ratings
Example #1-c Critical Element Rating Weight Pts Score Recruitment SE 30 1 30 Classification ME 30 .5 15 E/LMR SE 15 1 15 HR E-Systems ME15 .5 7.5 Attributes 10 7
Totals 100 74.5pts
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Overall Performance Ratings
Rating of 74.5 = 75 = ME(Ratings are rounded up)
Rating Levels: Point RangesSE 80 - 100 ME 50 - 79NI 49 and belowFME any score with at least 1 critical element rated FME
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Performance Awards Eligibility
System Provisions
Mandatory Awards: SE
Discretionary Awards: ME
No Awards: NI or FME
ORO Policy
No Performance awards below SE
ME will still be eligible for Special Act Awards
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Performance Award Amounts
ORO Policy on awards to employees rated Significantly Exceeds Expectations:SE/95-100 pts 5%SE/80-94 pts 3%ME: Eligible for Special Act AwardMaximum Performance Award approved
locally -- $7,500
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TimetableSeptember 30, 2006 – End of first rating cycle
October 23, 2006 – Deadline for finalizing performance ratings
October 27, 2006 – Deadline for submitting completed appraisals to HR
December 31, 2006 – Deadline for payment of FY 2006 performance awards
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If you have any questions about this new performance management system, please contact your assigned Human Resources Specialist for assistance.
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HR Assigned Specialists
Office of Manager Carol Aytes – 576-9586Public Affairs Office Carol Aytes – 576-9586Diversity Programs Carol Aytes – 576-9586Partnerships & Program Development Phil Barker – 574-2636Office of Chief Counsel Phil Barker – 574-2636AM Security & Emergency Management Edward Dunbar – 576-0670Office of Nuclear Fuel Supply Edward Dunbar – 576-0670AM Administration Brad Thompson – 576-4496AM Environmental Management Jill Stephenson – 576-0677Office of Chief Financial Officer Phil Barker – 574-2636AM Science Phil Barker – 574-2636AM Environment, Safety & Health Carol Aytes – 576-9586OSTI Adolphus Brown – 576-4757PNSO Adolphus Brown – 576-4757TJSO Adolphus Brown – 576-4757