performance development plan pdp training oct 2010

Performance Development Plan (PDP) Training

Presented by

The Evergreen State College

Human Resource Services

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.

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.

What PDPs are not for

Performance evaluations will not be used to

initiate personnel actions such as:

Transfer;

Promotion; or

Discipline.

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.

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.

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.

Form 1: Planning Phase

Performance Expectations

& Goals Planning

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.

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.

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.

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:

1. Sarah will prepare a comprehensive PDP presentation

and provide training during the spring.

2. Sarah will continue to provide HR support to people

involved in staff recruitments.

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?

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:

1. Sarah must demonstrate skill and ability in using

Microsoft PowerPoint to present information in an easy

to understand manner.

2. Sarah must be skilled in providing guidance on the

Classified and Exempt recruitment processes.

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?

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:

1. Sarah should attend Microsoft PowerPoint training.

2. Sarah’s goal is to improve her public speaking skills

by getting feedback from training participants.

Filling out the Planning Phase PDP Training 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.

Filling out the Planning Phase PDP Goals 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.

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?

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 3: Organizational Support

Examples of Organizational Support:

1. I would like to cross train with my coworkers so that

we can back each other up when needed.

2. I would like to have bi-weekly meetings with my

supervisor to talk about the status of my assignments.

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.

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.

Form 2: Assessment Phase

Performance Assessment

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.

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.

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.

Filling out the Assessment Phase PDP

To what degree did the employee

accomplish the expected results

and how well were they done?

Section 1: Performance Assessment Part 2: Performance Feedback

A. Key Results Assessment

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

A. Key Results Assessment

Examples of Results Expected:

1. Sarah successfully prepared a PDP PowerPoint and

gave a well attended training that got great feedback.

2. Sarah consistently provided excellent support to

several recruitments which resulted in successful

hires.

Filling out the Assessment Phase PDP

How well (or how frequently) did the

employee demonstrate the skills and

abilities expected?

Section 1: Performance Assessment Part 2: Performance Feedback

B. Key Skills and Abilities Assessment

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:

1. Sarah demonstrated good information delivery skills when

using PowerPoint to develop a PDP training presentation.

2. Sarah continued to demonstrate remarkable

communication skills when conducting recruitments.

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?

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

C. Training and Development

Examples of Training and Development:1. Sarah attended Microsoft PowerPoint training and

demonstrated her new skill and ability by using

PowerPoint to create presentations.

2. Sarah met her goal of improving her public speaking skills

by getting great feedback from training participants.

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.

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

D. Other Performance Feedback

Examples of Other Performance Feedback:

1. Sarah always met deadlines despite a heavy

workload.

2. Sarah demonstrated excellent turnaround time when

working on recruitments.

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.

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.

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.

Useful Information

Timelines,

Suggestions

& Reminders

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?

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.

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.

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?

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!

Questions / Discussion