Welcome to the

Writing Performance Plan

Elements & Standards Workshop

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Workshop Objectives

Clarify the supervisor’s responsibilities under the revised Performance Appraisal System

Develop skill in writing performance plans that – include elements that are tied to the Institution’s

strategic goals– include a clear description of the Successful

level of performance, including meaningful, achievable, measurable, and fair standards

– as an option, include a clear description of the Outstanding level of performance

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Ground Rules

Willingness to listen and participate Agree to maintain confidentiality of issues

discussed Ask questions if unclear Cell phones and Blackberries off or on

vibrate Any Others?

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Background

Changes reflect Smithsonian desire to make performance appraisal program meaningful Changes reflect the direction that the Federal government is taking (President’s Management Agenda) Changes reflect recommendations of SI’s Performance Appraisal Committee

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Plans: Sets Goals & Measures

Monitors: Measures and Provides

Feedback

Develops: Trains;Addresses

Poor PerformanceRates: SummarizesPerformance

Rewards: RecognizesAnd Rewards Good

Performance

Performance Management’s Five Key Components

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Supervisor Responsibilities

Include employee in the development of their Performance Plan

Ensure completion of Performance Plans and Appraisals within specified timeframes

Provide specific and fair feedback based on the performance standards

Provide employees with opportunities to enhance skill and knowledge

Encourage employees to stretch to perform at higher levels

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All Elements of Performance Plans Must Link to the Smithsonian Institution’s Strategic Goals

Goal 1: Increased Public Engagement: Diffusion of Knowledge

Goal 2: Strengthen Research: Increase of Knowledge

Goal 3: Enhanced Management Excellence Goal 4: Greater Financial Strength

Employees see the connection between their work and the goals and mission of the Institution

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A Performance Element is a major task, goal or responsibility of an employee’s position

A Critical Element is defined as being a work task or responsibility of such importance that unacceptable performance would result in a performance rating of Unacceptable.

Critical elements must describe work that is within the employee’s control.

Critical elements cannot describe a group’s performance.

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Good Elements

Tie to Strategic GoalsTie to Position DescriptionAre succinct (usually not more that

one line)Are clear and understandableDo not include measures or

standards

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Sample Elements

Supervision and Guidance Funds Management Customer Service Designs for Capital Improvements and

Operation Changes Liaison to U.S. Congress and Executive

Branch

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Accurate and Fair Appraisals Help Ensure High Performance

Employee appraisals are used to Recognize top performers Identify developmental needs Identify and address deficiencies in performance

The basis of fair and accurate appraisals is meaningful, achievable, measurable, and fair standards

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Performance Rating System Changed to Four Rating Levels

Successful: Meets Expectations

Highly Successful: Frequently Exceeds Expectations

Outstanding: Consistently Exceeds Expectations

********************************************************************* Unacceptable: Does not perform at acceptable level

on one or more elements

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Successful—Meets Expectations

Tasks and accomplishments are completed in a successful manner and reflect considerable skill and efficiency

Timeframes are met or occasionally exceeded.

Accomplishments directly contribute to meeting organizational goals.

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Highly Successful—Frequently Exceeds Expectations

Tasks and accomplishments are often completed in advance of timeframes.

Due to the individual’s initiative and foresight, accomplishments regularly extend beyond the described element or assignment and significantly contribute to exceeding organizational goals.

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Outstanding--Consistently Exceeds Expectations

Performance requirements are consistently surpassed and completed in advance of timeframes.

Due to individual’s leadership, initiative, and/or creativity, accomplishments consistently extend beyond the expected outcomes and results.

Accomplishments have a direct and significant impact on exceeding organizational goals and establishing new directions, priorities, or work processes

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Unacceptable

Does not perform at acceptable level on one or more elements

Work at this level of performance should be discussed with the employee as soon as possible and steps taken to improve performance

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A Performance Standard is a work requirement that identifies the measures that will be used to evaluate performance.

Performance standards must be objective, measurable, and clearly describe and communicate the results that must be achieved in order to meet expectations. .

At a minimum, every performance element must have performance standards written at the “Successful” level.

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Good Standards

Are credible, balanced, and fair Are verifiable: describe how the element is going to be

measured Measures relate to quantity, timeliness, quality, cost

effectiveness, customer satisfaction, innovation, or initiative

Are clearly written, using bullets where possible Are succinct (not more that 10-15 words) Equitable and reflect the level of position description Achievable and are within the control of the employee Include objectives and activities of the current year Limited to 5-7 per element

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Example of Standards: SuccessfulElement: Customer Service

Usually communicates clearly, courteously, and effectively with customers (quality)

Routinely responds to customers requests with the most accurate and complete information available (completeness)

Telephone calls are returned within 3 business days; emails are responded to within 5 business days; formal written correspondence is prepared within 10 business days (time)

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Example of Standards: SuccessfulElement: Customer Service

Whenever possible, elicits customer feedback to improve service (initiative)

If cannot immediately answer question, provides follow-up within 3 business days (time)

If question requires additional research, keeps customer apprised of progress (quality)

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Example of Standard: OutstandingElement: Customer Service

Exceeds Successful Standard plus two of the following occur

Frequently receives praise and/or written commendations from customers

On own initiative, assumes and accomplishes a significant amount of work beyond the normal load of assigned duties to achieve customer satisfaction

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Example of Standard: OutstandingElement: Customer Service

Proactively communicates with customer to establish good working relationship and assess customer needs

Consistently demonstrates in-depth knowledge of customer programs

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Group Practice

Select one of the elements previously discussed

Using the criteria and descriptions above, work together to generate a description of ‘Successful’ performance for this element

Work together to generate a description of ‘Outstanding” for this element

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Group Practice

Use Element: Supervision and Guidance

Work together to generate a description of ‘Successful’ performance and then Outstanding performance

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Example of Standards: SuccessfulElement: Supervision and Guidance

60-80% of employees achieve the goals and objectives established in their performance plans

Requires little intervention in carrying out daily responsibilities

Ensures that employees follow required regulations

PAS is executed within established timeframes and according to policy

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Example of Standards: OutstandingElement: Supervision and Guidance

Exceeds Successful Standards plus 2 of the following

Over 90% of employees achieve the goals and objectives established in their performance plans

Provides mentoring to peers or new supervisors Often identifies and implements suggestions for

process improvement Assists another group in achieving its goals

without lessening own group’s achievements

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Writing Standards Practice

Work with another person to write a description of the Successful and Outstanding level for an element of one of your employees.

The partners should assist each other by asking the “Questions to Consider” and helping to explore the position and element from different perspectives

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Questions to Consider

What does ‘doing’ the job look like? What are the customer’s expectations? What are some examples of the expected behavior? How could someone improve on a process? What’s an example of extraordinary service or an

outstanding product? What would ‘wow’ a customer? What could someone do to contribute to the

exceeding of the Institution’s goals? What’s an example of when someone did this? How can you measure and capture these results?

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Supervisor Steps to a Successful Performance Plan Conversation

Find a comfortable and neutral setting Clearly state the intent of the conversation: to

include their input into the Plan Make the employees feel heard and respected Use active listening skills Seek to understand employee’s point of view Be engaged in the process Be open to feedback….ask for it Use specific examples to support positions Identify specific actions and timeframes for the future

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Elements of an Appraisal Conversation

Clear statement and understanding of purpose of meeting

Clear description of current performance level for each element as it relates to the Performance Standards

Specific examples that support rating Constructive suggestions for

development Reinforcement of positive contribution

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Development Requirement

As part of performance summary

Rating officials must note at least two constructive suggestions or strategies to assist the employee in enhancing current performance or reaching new goals.

This can include identifying goals for individual development or milestones for potential career growth

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Summary of Key Points

Supervisors are responsible for completing Performance Plans and Appraisals within specified timeframes

Performance Plans Must – include elements that are tied to the

Institution’s strategic goals– include a clear description of the Successful

level of performance, including meaningful, achievable, measurable, and fair standards

– as an option, include a clear description of the Outstanding level of performance

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Supervisor Support

What resources would help you in writing Performance Plan elements and standards?

What follow-up training would be useful?

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Any Questions?

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Please Complete the Evaluation Form

Thank You