performance evaluation processes
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Performance Evaluation Processes
An Overview on VariousEvaluation Methods and Their Purpose
What is a Performance Evaluation?
• Webster’s Definition of “performance”:– 1) the execution of an action– 2) something accomplished; deed, feat
• Webster’s Definition of “evaluate”:– 1) to determine the use or value of– 2) to determine the significance or worth
of, usually by careful appraisal and study• Synonym: “estimate”
A Practical, Working Definition for “Performance
Evaluation”• To measure performance against
expectations (ours or someone else’s)– More specifically, to measure an individual
employee’s performance at work• based on a shared understanding of the work• based on a shared understanding of the
performance expectations• based on a shared understanding of the
measurement process
Why Do Performance Evaluations?
• Evaluations are a tool for managers, supervisors, and employees:– to measure the quality and quantity of
work performed in order to:• acknowledge a job well done• identify areas needing improvement• clear road blocks to employee performance• determine whether goals are being met• aid in training and supervision of employees
Performance Evaluations
Should Not Be...• a form of punishment (or discipline)• used only to highlight negative
aspects of performance• “rubber-stamped” as satisfactory
regardless of performance• ignored:
– by either the employee, supervisor, or management, regardless of the rating
Evaluation Methods
• the standard City method using Civil Service forms (probation and annual)
• Performance Planning Appraisal (or similar goal-based evaluation methods)
• informal feedback on a regular basis• formal feedback using a written
narrative and/or meetings between the employee and supervisor (or manager)
What Other Methods Have You Heard Of, Or
Used?• ?• ?• ?• ?• ?• ?• ?
The Standard City Method
• Uses standard evaluation forms– a different form is used for probationary
evaluations than for regular annual ones
• Evaluation categories are pre-set– and they’re different for probationary
• Rating levels are pre-set– outstanding, above standard, thoroughly
competent, short of standard, unacceptable
Probationary Evaluations
• pre-set evaluation periods– end of 3rd, 5th, 8th & 11th month
• different for Local 790 (2nd, 5th & 8th)– 11th & 14th if probation is extended
• end of 3rd & 5th month for promotional
• pre-set evaluation categories– and they’re different than for annual evals.
• skill (as opposed to quality of work)• knowledge (as opposed to quantity of work)• attitude (enthusiasm, adaptability, etc.)• personal fitness (integrity, sobriety, emotional
stability, physical condition, appearance, habits)
Annual Evaluations
• are given each year on the employee’s job class anniversary date– doesn’t preclude additional evaluations
• serve as the basis for a step increase– employee must have at least a satisfactory
rating to receive a step increase• if no evaluation is done, satisfactory
performance is assumed
• may impact seniority for RIF– if rating is below standard or unacceptable
Standard City Evaluations...
General Information• employee must acknowledge receipt
– if they refuse, note that “employee refused to sign,” and initial it by your notation
• employee may ask for a review– by the agency review officer
• designated by the appointing authority
– by the Director of Personnel (or designee)– by the Civil Service Board (if they feel
their was prejudice or bias involved)
Standard City Evaluations
General Information...• only rate the categories relevant to
the employee’s job– for example, don’t rate them on “Ability
as a Supervisor” if they don’t supervise
• if there is no category for an important element of their performance, include it under “Factors Not Listed Above”– for example, “adaptability” may be an
important factor in your organization
Standard City Evaluations
General Information...• be aware that the categories overlap
– one aspect of performance usually should not dominate the rating (the halo effect)• this is true whether the performance in a
given category is outstanding or unacceptable
– for example, the employee may be extremely hard working but lack necessary skills
– or, conversely the employee may be highly proficient, but have such poor interpersonal skills that they are unable to work effectively
• if a specific area is not addressed, satisfactory performance is assumed
Standard City Evaluations
General Information...• when rating an aspect of performance,
use common sense and judgement– rather than using the boxes to make your
decision, decide first, then enter a rating
• clarify your rating with additional comments as needed– if the rating you enter doesn’t accurately
reflect the employee’s performance, use comments to expand on the rating
Standard City Evaluations
Rating Definitions• Standard: the employee is performing up
to the required standard– as opposed to “average” performance– standard means “good and substantial”
• Above Standard: the employee is working above your expectations for a thoroughly competent employee
• Outstanding: the employee is consistently performing well above standard
Standard City Evaluations
Rating Definitions• Short of Standard: the employee is not
performing up to the required standard– improvement is needed to reach standard– the employee is “just getting by”
• Unacceptable: the employee’s performance is so far below standard that their work is of little value (or is actually a detriment) to the organization– improvement is urgently needed
Standard City Evaluations
The Overall Rating• There is no set formula to follow
– because each job and organization is different
• Think about the employee’s performance in the broadest terms; put the form aside for a moment and ask yourself…– the employee’s value to the organization– whether you appreciate their performance– what best describes their overall performance
• …then check it against the item ratings
Standard City Evaluations
The Overall Rating (cont.)• after assigning an overall rating and
checking it against the item ratings…– see whether the two make sense together– if not, ask yourself why
• make adjustments to item ratings if necessary• add additional categories/comments if
necessary
– don’t let the tail wag the dog• the form is a tool for you to use• assign an overall rating based on common
sense, not because “the form made you do it”
Performance Planning Appraisal
• AKA:– Goal-based performance evaluation– Goal setting and evaluation– Setting expectations– Performance-based budgeting– ?– ?
Performance Planning Appraisal
• Instead of set rating categories…– the categories are job-specific– the categories may change
• according to changes in the job• according to changes in the organization
– the expectation of what constitutes “standard” performance is based on:• agreed upon performance goals set each
year• a shared understanding of the categories
Performance Planning Appraisal
• Categories are often weighted– according to the percentage of total
work time they consume as part of a work year according to their criticality to the stated mission of the organization
– based on other factors, such as• how recently an assignment was made• whether the category requires new skills
Performance Planning Appraisal
• Rating levels are similar to standard– Outstanding/Superior– Highly Effective/More than Satisfactory– Satisfactory/Good– Needs Improvement– Unsatisfactory/Not Meeting Job
Standards
• PPA is a process, not an event– meetings must occur to set goals, etc.– changes often occur mid-year
Summary• Evaluations are:
– a valuable tool in training and supervision– as important to the employee as to the
supervisor– a way to acknowledge good work– not the same as disciplinary action– performed using a variety of methods– crucial for probationary employees– the basis for step increases– a possible factor during reduction-in-force