electronic performance assessment review (epar)...common mistakes of raters •basing evaluation on...
TRANSCRIPT
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Electronic Performance Assessment Review
(ePAR)
2019-2020
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Agenda
• Performance Management Guidelines
• ePAR Process – Cycle, Timeline, Meetings
• Building ePAR Content– Initial ePAR – Setting Goals, Responsibilities, Criteria
– Interim & Final ePAR – Assigning Ratings, Justifications, Development Plan
• Facilitating the ePAR Meeting
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Performance Management
Guidelines
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What is the Point of Performance Assessment?
• Set clear expectations between supervisors and employees
• Designated time to discuss performance and goals
• Hold employees accountable for their job responsibilities
• Curb or redirect non-productive activities
• Recognize and acknowledge exceptional performance
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What is Performance Management?
The ongoing process of goal-setting, communication, observation, and evaluation to
support, retain, and develop exceptional employees for organizational success.
Set Goals
ObserveEvaluate
Communicate
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Common Mistakes of Raters
• Basing evaluation on hearsay and not on first hand knowledge and documentation
• Reserving performance feedback until ePARmeeting
• Avoiding conflict with difficult employees
• Using ePAR as a threat or punishment
• Not involving employees in the process
• Poor preparation
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The ePAR Process
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The ePAR Cycle
Initial ePARWhat is the job?
What standards should be met?
Due: Oct 31
Final ePARHow well was it done
the entire year?Due: Sept 30
Interim ePARHow well was it done
during the first six months?Due: April 1
Setting Expectations
Explain and Assign Ratings, Feedback, Development Plan
Ratings, Feedback, Development Plan
Continuous Monitoring & Ongoing Feedback
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ePAR Language
• Ratee: person being reviewed
• Rater: immediate supervisor of ratee
• Reviewer: rater’s supervisor
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Dashboard
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The Initial ePAR
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Setting Job Expectations
• Outline Major Goals of Unit/Work Group
• Establish Major Goals of Ratee
• Determine Major Job Responsibilities (6-10)– Set Specific, Measurable Essential Criteria
• Review Performance Factors and identify their application to the Ratee’s role
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Major Goals of Unit
• Work Unit or Group’s overall purpose as relates to/supports the overall mission of the University
• List the Unit/Work Group’s goals• Should be the SAME for all employees in the department
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Major Goals of Ratee
• Identify the individual goals of the Ratee that support the Unit/Work Group’s goals/purpose
• How does the Ratee’s job contribute to the Unit/Work Group’s accomplishment of goals?
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SMART Goals
S – Specific
M – Measurable
A – Achievable?
R – Realistic?
T – Time Bound
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ART Goals
A = Action Word
R = Result
T = Time or frequency
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ART Goals
Action Word Result Time/Frequency
Deliver
A three-minute presentation on communication skills to my team
by 9/15/2019
ImplementFive or more ways to increase positive motivation on our team
by 12/1/2019
Action Word Result Time/Frequency
CreateTraining checklist for new employees
by 1/3/2020
DecreaseTurnaround time on application completions
to two business days or less
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Realistic & Achievable
• Is this goal attainable?
• Does the goal reflect work that Ratee has control over (responsibility, authority, resources to act)?
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ART Goals
Action Word Result Time/Frequency
BuildA comprehensive online New Employee Guide
by 3/1/2020
LearnThe OUCampus web management system
and
Begin servingAs point person for all edits, changes, and updates to the HR website
by 12/1/2019
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Major Job Responsibilities & Essential Criteria
Job Responsibilities Essential Criteria• Approximately 6-10 broad duties
which must be accomplished to achieve the Unit/Work Group’s and individual’s goals
• Critical to the job, done often, and comprise a large portion of the role
• Accurately reflects the Actual Work over which the Ratee has control (responsibility, authority, resources to act)
• Provide specifics and detail as to how the responsibilities should be completed
• Statements of what should be done to successfully complete a responsibility
• At least one criteria required for each responsibility
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Job Responsibilities Example Facilities Supervisor
Job Responsibility Essential Criteria• Ensure all bathrooms in assigned
building are cleaned thoroughly by staff
• Train new employees on appropriate cleaning procedures
• Inspect all bathrooms each evening: floors, sinks, toilets, walls, replace supplies. Provide feedback to staff.
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Job Responsibilities Example Non-supervisory Clerical
Job Responsibility Essential Criteria• Type all departmental
documents• Type all documents that are
received within 24 hours of receipt
• Review each document to ensure spelling & grammar checked, prior to submission to requestor
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Major Job Responsibilities & Essential Criteria
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Major Job Responsibilities & Essential Criteria
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Face-to-Face Meetings
• Ratees and Raters are required to meet to discuss the ePAR
• Raters should set up a meeting at a mutually convenient time
• Ratees can and should review the ePAR before the meeting and come prepared with questions/comments
• Raters will make necessary edits to the ePAR after the meeting
• Raters will confirm the meeting in the ePAR system
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Conducting the Initial ePAR Meeting
• Review the goals, job responsibilities, and essential criteria in detail
• Review the job factors and elements the employee will be rated on in future ePARS
• Solicit input from the Ratee
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The Steps
Initiating ePAR:
ePAR cycle launches
October 1
Rater inputs Goals & Job Expectations
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to establish goals and
job expectations
Ratee signs ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
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Continuous Monitoring and Feedback
Notes
• Added by Rater
• Not seen by Ratee
• Not part of official review
• Automatically deleted at the end of review cycle
Significant Events
• Used throughout the review cycle
• Recording of positive/negative items
• Record changes to the ePAR
• Events can be edited
• Ratee signs to acknowledge event
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Interim & Final ePAR
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Interim & Final ePAR6 Month & Full Year Review
• Determine evaluation points and rating justification
• Recognize and document positive contributions and areas needing improvement
• Determine job performance gaps or opportunities and action plan to close gaps or leverage opportunities
Interim Rating: first 6 months Final Rating: the entire year
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Interim & Final ePAR
• Assign Ratings
– Job Achievement Factors
– Job Related Factors
• Input Justification
• Development Plan
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ePAR Ratings
1-3
▪ 1: Unsatisfactory▪ Failed to achieve most or all essential quality criteria.
▪ 2: Successful▪ Achieved or occasionally exceeded all essential
quality criteria.
▪ 3: Exceptional▪ Significantly exceeded essential quality criteria.
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ePAR Rating FactorsPAR Section Competency Factors for Non-
Supervisory EmployeeCompetency Factors for Supervisory Employee
Job Achievement Factors (Results of doing the job)
Job Related Factors(How Ratee did the job)
• Communication• Conscientiousness• Customer Service• Flexibility• Job Knowledge/Skills• Problem Solving &
Analytical Skills• Safety• Self-Management• Teamwork• Decisiveness
• Communication• Customer Service• Job Knowledge/Skills• Managing Resources• Planning, Organizing, &
Evaluating• Problem Solving &
Analytical Skills• Safety• Self-Management• Teamwork• Decisiveness
• Goal Achievement• Quality of Work• Quantity of Work• Timeliness
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Rating Calculations
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Justification Guidelines
DO:• Give reasons, both positive and negative, that
substantiate the overall rating
• Review the “Fact Sheet of Significant Events” and all documentation to prepare the justification
• Provide validation of rating by citing specific examples
DON’T:• Include issues unrelated to job performance
• Simply repeat the rating – “Sadie’s performance is exemplary.”
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Development Plan
• Recommended but not required to be completed regardless of the rating assigned to the Ratee
• What areas, skills, or competencies should the Ratee improve or strengthen and how should they get assistance to make these improvements?– Specific area(s) identified for development
– Specific action to be taken by Ratee
• Work together to develop a plan of action
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Conducting the Interim and Final ePAR Meetings
• Review rating system
• Depending on meeting, review goals and ratings already recorded
• Let the Ratee talk
• Stay focused on performance and away from judgments
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The Steps
ePAR Interim Review:
Rater inputs Rating assignments and rationale
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to review Rating
assignments
Ratee signs (agree or disagree) ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
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The Steps
ePAR Final Review:
Rater inputs Rating assignments and rationale
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to review Rating
assignments
Ratee signs (agree or disagree) ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
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New Employee?
• Initial ePAR– Complete immediately; discuss expectations, role,
responsibilities
• Interim ePAR– Complete after the employee has been in the role 4-6
months
– Employees have a 4 month working test period – within that time frame no evaluation should be done (other than the evaluations that are part of the probationary period)
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ePAR closeout
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Remember!• The Rater is responsible for monitoring the progress of the
ePAR and ensuring it is submitted on time
• The ePAR is not considered complete until the Reviewer has signed
• If an employee transfers to another department or is promoted to a new position the Rater must close out their current ePAR
• If you hire an employee, regardless of the time of year, you need to create an Initial ePAR
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Next Steps
• Double check access to ePAR system in MyNewJersey portal
• Begin preparation of Job Expectations (Goals,
Job Responsibilities, & Essential Criteria) for each Ratee
• After Oct 1:
– Confirm correct list of Ratees in ePAR system (Tristan can make corrections)
– Begin initiating ePARs for each Ratee (due Oct 30)
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StocktonResources & Support
• Your Manager/Supervisor
• HR Staff –– Tristan & Heizel – technical & navigation
– Christy – navigation & building content
• HR website – PAR page
– https://stockton.edu/human-resources/par.html
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StateResources & Support
• ePAR User Guide
• ePAR Frequently Asked Questions
• My New Jersey Portal
• ePAR Help Desk
– 609-777-2225