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Performance Management System for Non-Supervisory Employees End of First Rating Cycle Briefing

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Performance Management System for Non-Supervisory Employees End of First Rating Cycle Briefing 9/30/06 U. S. DEPARTMENT OF ENERGY Oak Ridge Office – PowerPoint PPT presentation

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Title: Performance Management System for Non-Supervisory Employees End of First Rating Cycle Briefing


1
Performance Management System for
Non-Supervisory Employees End of First Rating
Cycle Briefing 9/30/06
  • U. S. DEPARTMENT OF ENERGY
  • Oak Ridge Office

2
Coverage
  • DOE Non-Supervisory Employees in Competitive
    Service General Schedule and Excepted Service
    positions

3
2006 End of Year Process
  • September 30, 2006 End of rating cycle
  • Rating Period 1/01/06 to 9/30/06 for most
    employees
  • October 23, 2006 Deadline for finalizing
    performance ratings (unless extended to meet
    minimum 90 days)
  • October 27, 2006 Deadline for submitting
    completed appraisals to HR
  • Minimum appraisal period - 90 calendar days.

4
2006 End of Year Process cont
  • Can only be extended up to 45 days
  • If unable to meet 90 days with a 45 day extension
    employee gets assumed ME
  • October 30, 2006 Deadline for new performance
    plans to be in place for FY 2007
  • December 31, 2006 Deadline for payment of FY
    2006 performance awards

5
Key Features
  • Four-Level Performance Appraisal System
  • Significantly Exceeds Expectations
  • Meets Expectations
  • Needs Improvement
  • Fails to Meet Expectations
  • Standards Written at the Meets Expectations
    Level

6
Key Features (cont.)
  • Two to Five Critical Elements assigned variable
    weights to reflect their relative degree of
    importance
  • 1. Specific Job Responsibilities
  • One Four Critical Elements
  • ORO Mandatory Four Elements
  • Elements weighted 30, 30, 15, 15 (ORO)

7
Key Features (cont.)
  • 2. Employee Attributes Critical Element
  • Five Attributes
  • Attribute 1 Responsibility and Accountability
  • Attribute 2 Communication
  • Attribute 3 Teamwork
  • Attribute 4 Innovation/Quality Improvements
  • Attribute 5 Customer Service
  • All Attributes weighted at 2 points (ORO)

8
ORO Elements and Weights for Non-supervisory
Employees
  • 4 Job-Specific Elements
  • Weights 30, 30, 15, 15
  • Employee Attributes
  • Weights All weighted at 2 points

9
Employee Responsibilities for Appraisal
  • Reporting on the status of assignments during the
    year, including any problems which may prevent
    their successful completion
  • Maintaining records on work outputs for use
    during progress reviews and appraisal

10
Rating/Reviewing Official Responsibilities
  • Provide subordinates opportunity for input to
    rating
  • Coordinate rating with reviewing official, other
    management, and HR as needed
  • Ratings MUST be concurred with by the reviewing
    official prior to discussion with employee
  • Conduct an appraisal meeting/discussion with the
    employee to provide the performance appraisal
  • Assure that the organizations performance
    ratings correspond to organizational productivity
    or effectiveness

11
DERIVING FINAL RATINGS
12
Assigning Weights to Critical Elements
  • Total weight assigned to all critical elements
    must equal 100 by using the following
    proportions
  • Specific Job Responsibilities Critical Elements
    90
  • Employee Attributes Critical Element 10

13
Weights for Critical Elements
  • Weights were initially assigned during the plan
    development stage.
  • Weights may be adjusted, along with other related
    factors, during the progress review stage,
    consistent with Mgmt policy.
  • Weights may need to be re-distributed for the
    final performance rating if no opportunity to
    perform under one or more elements.

14
Weights for Critical Elements (cont)
  • Coordinate with HR before adjusting weights.
  • Weight for unused job specific element will be
    distributed to other job specific elements.
  • Weights for Attributes should not be
    redistributed.

15
Computing the Summary Performance Rating
  • Each Element has a numerical weighting
  • Each rating level has an assigned point value
  • Multiplying these gives score for each element
  • Similar sub process for Attributes
  • Add resulting s to get a total
  • Total score dictates summary rating (unless an
    element was rated FME)

16
Computing the Summary Performance Rating (cont)
  • Element and Attribute Rating Levels and Assigned
    Point Values
  • Significantly Exceeds Expectations (SE) 1 point
  • Meets Expectations (ME) .5 point
  • Needs Improvement (NI) 0 points
  • Fails to Meet Expectations (FME) Results in a
    Summary Rating of FME

17
Computing the Summary Performance Rating (cont.)
  • Rating Levels Point Ranges
  • SE 80 - 100
  • ME 50 - 79
  • NI 49 and below
  • FME any score with at
    least 1
  • critical element
    rated FME

18
Computing Summary Performance Ratings
  • Example 1-a
  • Job Specific
  • Critical Element Rating Weight Pts
    Score
  • Recruitment SE 30 1
    30
  • Classification ME 30 .5
    15
  • E/LMR SE 15 1
    15
  • HR E-Systems ME 15 .5
    7.5

19
Computing Attribute Ratings Scores
  • Example 1-b
  • Employee Attributes Element
  • Attribute Rating Weight Pts
    Score
  • Resp Acct SE 2 1
    2
  • Communication SE 2 1 2
  • Teamwork ME 2 .5
    1
  • Innov/ Qual Imp. ME 2 .5
    1
  • Cust Svc ME 2 .5
    1
  • Totals 10
    7pts

20
Computing Summary Performance Ratings
  • Example 1-c
  • Critical Element Rating Weight Pts
    Score
  • Recruitment SE 30 1
    30
  • Classification ME 30 .5
    15
  • E/LMR SE 15 1
    15
  • HR E-Systems ME 15 .5
    7.5
  • Attributes 10
    7
  • Totals 100
    74.5pts

21
Overall Performance Ratings
  • Rating of 74.5 75 ME
  • (Ratings are rounded up)
  • Rating Levels Point Ranges
  • SE 80 - 100
  • ME 50 - 79
  • NI 49 and below
  • FME any score with at
    least 1
  • critical element
    rated FME

22
Performance Awards Eligibility
  • System Provisions
  • Mandatory Awards SE
  • Discretionary Awards ME
  • No Awards NI or FME
  • ORO Policy
  • No Performance awards below SE
  • ME will still be eligible for Special Act Awards

23
Performance Award Amounts
  • ORO Policy on awards to employees rated
    Significantly Exceeds Expectations
  • SE/95-100 pts 5
  • SE/80-94 pts 3
  • ME Eligible for Special Act Award
  • Maximum Performance Award approved locally --
    7,500

24
Timetable
  • September 30, 2006 End of first rating cycle
  • October 23, 2006 Deadline for finalizing
    performance ratings
  • October 27, 2006 Deadline for submitting
    completed appraisals to HR
  • December 31, 2006 Deadline for payment of FY
    2006 performance awards

25
  • If you have any questions about this new
    performance management system, please contact
    your assigned Human Resources Specialist for
    assistance.

26
HR Assigned Specialists
  • Office of Manager Carol Aytes 576-9586
  • Public Affairs Office Carol Aytes 576-9586
  • Diversity Programs Carol Aytes 576-9586
  • Partnerships Program Development Phil Barker
    574-2636
  • Office of Chief Counsel Phil Barker
    574-2636
  • AM Security Emergency Management Edward
    Dunbar 576-0670
  • Office of Nuclear Fuel Supply Edward Dunbar
    576-0670
  • AM Administration Brad Thompson 576-4496
  • AM Environmental Management Jill Stephenson
    576-0677
  • Office of Chief Financial Officer Phil Barker
    574-2636
  • AM Science Phil Barker 574-2636
  • AM Environment, Safety Health Carol Aytes
    576-9586
  • OSTI Adolphus Brown 576-4757
  • PNSO Adolphus Brown 576-4757
  • TJSO Adolphus Brown 576-4757
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