Performance and Career Management Process

OCFO Monthly Managers Meeting

May 21, 2012; June 4, 2012

Neli Lopez

AGENDA

• 2011 PMP Survey Results• Discussion• Action Plans

• 2012 PMP Process• Annual Review Form & Self-Assessment• Competencies• Schedule• Training• Resources

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2011 PMP Survey: Who Participated

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Lab-wide OCFO

Number of respondents

609 72

Number of written comments

375 44

OCFO Distribution of respondents was very diverse:- Years of Service- Supervisor vs. non-supervisor

PMP Process Communication

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Top Narrative Themes•Need for clearer instructions on PMP process within Division•Need for timeliness and a clear schedule

Question Lab-Wide

OCFO

Received good to excellent communication on Lab and/or Division strategic goals

50% 60%

PMP Process Communication

• Action Plan• Publish and adhere to PMP Calendar• Rollout PMP process at Department

Management Team Meetings and/or Department Staff Meetings• Department Heads invite HR to meetings in

month of June

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Employee/Supervisor Conversations

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Top Themes • Employees heard from their managers that they did not value the

PMP process• Improvement needed in regular performance feedback• Improvement needed in development feedback

Question Lab-Wide OCFO

Good to excellent annual conversations 57% 69%

Regular performance feedback 57% 29%

Regular development feedback 47% 11%

Employee/Supervisor Conversations

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• Action Plan• OCFO Supervisors and Managers will initiate performance

conversations during regular one-on-one meetings• OCFO supervisors and managers will initiate career

development conversations, at least annually• BLI Annual Conversation Workshop for Supervisors required

– to be held in Emeryville• BLI Annual Conversation Workshop for Employees optional –

to be held in Emeryville• OCFO to develop Career Development training for

supervisors

Additional Conversation Resources

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BLI Discussion Tool• Performance Conversation Resource Guide

BLI Workshops• Performance Review Discussion Workshops for

Supervisors & Employees• Leading for Results Workshop • Supervisor Scenario Workshop• Understanding Differences Workshops• Career Development Workshops for Employees

Additional Conversation Resources

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On BLI Website:• Online Learning

• Giving and Receiving Performance Feedback, by Peter R. Garber• Performance Management: Key Strategies and Practical

Guidelines, by Michael Armstrong• Coaching for Peak Employee Performance, by Bill Foster and

Karen Seeker

• Assessment Tools• Team Role Assessment• Creative Problem Solving Assessment• Organization Skills Assessment

2012 OCFO PMP Calendar

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Date Action

5/18 Kickoff Announcement Email from CFO

6/4 Rollout Details Email from HR Center

6/5 – 6/15 Rollout by HR during staff meetings

6/22 Self Assessments (combined form) Due

7/31 Annual Reviews (combined form) Due in eRoom

First week of August

High/Low Performer Comparator Discussion

8/10 – 8/31 Reviews and Employee Discussions Finalized

9/1 Signed Reviews Returned to HR Center

New this year• Department Heads responsible for quality of performance reviews• HR will only review low performers

• PMP – Needs Improvement• PRD – Acceptable rating or below

NOTE: This calendar subject to change

2012 OCFO PMP Training Calendar

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Date Action

5/21, 6/4 HR Rollout to Managers & Supervisors

6/7, 6/11, 6/13, 6/14

Self-Assessment Workshops - Emeryville

6/12 Self-Assessment Workshop - Berkeley

6/27, 6/28 Annual Review Summary Workshops – new supervisors/refresher - Emeryville

6/29 Annual Review Summary Workshops – new supervisors/refresher - Berkeley

7/19 BLI Performance Review Discussion Workshops for Supv’s and Employees - Emeryville

7/17, 8/2, 8/14 BLI Performance Review Discussion Workshop for Supervisors - Berkeley

7/18, 7/31, 8/16 BLI Performance Review Discussion Workshop for Employees - Berkeley

New this year• BLI Performance Review Discussion Workshop – required for all supervisors

Required Elements• Performance expectations and goals that align with Lab/Division/group goals• Employee Self Assessment• Annual Performance Review – written and conversation• 100% completion rate of Annual Performance Reviews (DOE/UC requirement)

Discretionary Elements

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2012 PMP Process

Division • Two versions of Annual Review Form to choose from:

– 5-level performance rating scale or

– No rating with Needs Improvement box – OCFO will use

• Division and/or position competencies – OCFO will use

Supervisor

• Employee peer and/or subordinate feedback

• Career development conversation – OCFO will do

Employee • Career development conversation

2012 PMP Process

• PMP Annual Review Summary & Self-Assessment Forms• New Combined PMP Form – see handout• Guidance Sheet - separate document

• Competencies• Rating scale • Imbed into Combined PMP Form

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2012 PMP Process

• Where to find Forms, Guidance, and Calendar• OCFO Website, Human

Resources in the OCFO, Performance Management

• Forms and Calendar will also be attached to rollout email from HR

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2012 PMP Process

• Combined Self-Assessment and Annual Summary Form• Replaces need for three

separate forms: Employee Self-Assessment, Performance Review Summary, and Competencies

• Employee fills out green section

• Supervisor fills out tan section

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2012 PMP Process

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• Copy from last year and add any updates

2012 PMP Process

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• Use only when performance needs improvement in order to meet job requirements/expectations -- serves as formal notification

• Be specific about performance goals not met, what the employee needs to do to improve, and by when

• Use consistent language to corrective action documentation

2010 PMP Process - Tips

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There should be no surprises in the review Do not put a performance problem or issue

in the appraisal that has never been mentioned to the employee

Focus on behaviors Does the overall summary reflect the

detail & vice versa?

Hey, what’s this all about? I thought I was doing great?

2012 PMP Process - Tips

• What to watch out for when writing and reviewing performance reviews:• Avoid colorful and subjective language• Do not provide too much information regarding medical leaves• Do not use personal names – use job titles• Bias – when arbitrary factors may influence the rater to distort

appraisal information• Horn Affect – focusing accomplishment on only negative things,

(such as a missed deadline)• Halo Affect – focusing accomplishments on only positive things • Leniency –all employees get high or low scores• Recency - when more weight is given to recent occurrences and

discounts the employees earlier performance

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2012 PMP Process

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Performance management is not an annual appraisal…

The performance management process is designed to be an interactive exchange between employee and supervisor that occurs throughout the performance year.

The employee and supervisor should additionally have ongoing conversations throughout the year about progress. Goals and expectations can be revised as needed to meet the organizational business needs and goals.

2012 PMP Process

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• Appraisal is aimed a building confidence and competence

• Build respect and responsibility• Provide constructive feedback• Identify ways for employee to succeed• Aligning strategic goals with employee

development• Assist in salary management decisions

2012 PMP Process

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1. Specific – goals should be specific and tangible, they should be detailed enough to provide clear direction

2. Measurable – goals should be measurable, quantity, quality and cost

3. Achievable - goals are attainable given skill level, timeframe and resources

4. Responsible & Relevant – responsible party? who is accountable for achieving result - is the goal in line with needs

5. Timely – goals have a specific time for completion

2012 PMP Process

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Peer Review Form • Optional form you can use to

gather peer feedback

• Resource you can draw from when completing the Annual Review Summary

2012 PMP Process

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Career Development Plan Form • Optional form employee can

submit along with Self Assessment

• Opportunity to create a plan for long-term learning and growth

2012 PMP Process

Questions?

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