ePerformance for Managers

OPB

State Personnel Administration

Welcome

The Georgia Performance Management Process

Course Overview

This course presents managers with an overview of the fundamentals of the Georgia Performance Management Process, including a familiarization with the functions aligned with use of the ePerformance tool for managing employee performance.

Course Information

• Course is full day– 9:00 a.m. – 12 p.m.– Breaks as needed

• Course materials are provided– Georgia Performance Management Overview– General Timeline– Job Aids

• In-class demonstration – ePerformance tool

Agenda

• Introductions• Overview• Pre-Planning Process• Create Documents• Planning Phase• Evaluation Phase• Resources• Assistance• Questions

7

Introductions

Introductions

• Name

• Agency

• Expectations

9

Overview

10

An effective performance management process is structured to ensure two-way communication between a manager and an employee to determine job responsibilities, performance requirements, accomplishments and areas for improvement in meeting job requirements.

The system is designed to provide a systematic consistent method for administering the performance management process. The tools have been created to help promote continuous performance conversations throughout the performance year and provide on-going documentation forHR, managers, and employees.

Overview

11

Performance ManagementThe Philosophy and Strategy

Philosophy• Performance management is a process to help drive overall State and Agency goals to

successful outcomes through effective goal setting, performance monitoring and measurement, and rewards for performance.

Strategy• Measure employee performance based on accomplishment of goals and demonstration

of competency proficiency that can impact State and Agency outcomes.• Develop a consistent core Statewide performance management process, system, and

tools that are “fair, simple and easy to use.”• Hold managers and employees accountable for results delivered through active

performance feedback, and development opportunities.• Provide managers with the skills and tools necessary to differentiate performance and

allocate compensation and development rewards appropriately based on performance, budget, and other relevant factors.

• Educate both managers and employees on how to do effective performance management.

12

Components of Performance

Performance management assesses employees’ strengths and areas for improvement that

serves to further develop employees within the organization. To do this, performance

management focuses on two main measure of success: “What” gets accomplished and “How”

it gets accomplished.

“What” employees accomplish is measured against specific goals, responsibilities, and objectives. These include:

• Goals that are linked to the State’s and the Agency’s mission, visions and goals. • Goals that are linked to specific job responsibilities • Special projects and activities assigned to the individual

“How” employees meet performance expectations is measured against competencies, which are those knowledge, skills, behaviors, attributes and other characteristics needed by employees to successfully achieve goals. These include:

• Core competencies required of all state employees and additional leadership competencies

• Additional competencies that are important to successful performance

Developmental Goals are objectives, projects, tasks, activities, training, and other opportunities that are set every year and focus on the continued development of employees, whether for their current role or a future role in the Agency or the State.

• Competencies

• Goals

• Responsibilities

• Individual Development Plan

• Flexibility

• Achievement

• Personal Growth

• Challenging Work

• Review Documentation

• 5-Point Rating Scale

• Management Approval

• Annual Meeting

• Observation

• 2-Way Feedback

• Documentation

• Ongoing Development

PerformanceEvaluation

MeasureDesired Results

PerformanceRecognition

AcknowledgeResults

PerformanceCoaching

CreateDesired Results

PerformancePlanning

EstablishDesired Results

The 4 Phases

Performance Management System The Georgia Performance Management Process

is supported by the PeopleSoft (PS) Performance Management System

Web-based self-service performance management application for managers, employees, and human resources (HR) administrators

Used for performance planning, collaborating, communicating, assessing and monitoring purposes

ePerformance Tool

15

Former Performance Management Process Enhanced Performance Management Process

Paper forms and filing required Web-based and “paperless”

Goals based on job responsibilities Goals aligned with agency strategic objectives

Statewide responsibilities Statewide core & leadership competencies

Stand alone software

•Software networked and integrated with current products•Traceable and auditable

Focused on job responsibilities and job description

Focuses on goals and competencies

Inconsistent process enterprise-wide Common, integrated process

3-point rating scale 5-point rating scale [differentiation]

Employee–no access to performance plan Employee access to performance plan

Employee not always involved in development of plan

Employee part of the performance planningEmployee Self-Evaluation

Performance ManagementNew Components of the Plan

The Performance Plan

Section 1 – Statewide Core Competencies

Section 2 – Individual Goals/Competencies

Section 3 – Responsibilities

Section 4 – Individual Development Plan

Ratings

1. Unsatisfactory Performer

2. Successful Performer – Minus

3. Successful Performer

4. Successful Performer – Plus

5. Exceptional Performer

Ratings

Rating Label Description

5 Exceptional Performer

Employee exceeded all performance expectations. Employee was an exceptional contributor to the success of the department and the State of Georgia. Employee demonstrated role model behaviors.

4 Successful Performer-Plus Employee met all and exceeded most (more than 50%) of the established performance expectations.

3 Successful Performer

Employee met all performance expectations and may have exceeded some (less than 50%). Employee was a solid contributor to the success of the department and the State of Georgia.

2 Successful Performer-Minus

Employee met most (more than 50%), but failed to meet some (less than 50%) performance expectations. Employee needs to further improve in one or more areas of expected job results or behavioral competencies.

1 Unsatisfactory Performer

Employee did not meet all or most (more than 50%) of the established performance expectations. Employee needs significant improvement in critical areas of expected job results or behavioral competencies.

NR Not RatedNew hire or transfer within five months of end of performance period

5-Point Rating Scale

Employee Performance Plan Sections

SectionPre-

PopulatedRequired

Rated at end of performance

period

Section 1: Statewide Competencies

Core Competencies (all employees)

Leadership Competencies (managers with direct report employees)

Yes Required

Section 2: Individual Goals/Competencies No Optional

Section 3: Job Responsibilities Yes Optional

Not Rated Section 4: Individual Development Plan No Optional

Plan Specifics

Employee Performance Weight Guidelines

SectionPre-

PopulatedRequired Weighting

Rated at end of

performance period

Section 1: Statewide Competencies

Core Competencies (all employees)

Leadership Competencies (managers with direct report employees)

Yes Required 25% to 100%

(25%)

Section 2: Individual Goals/Competencies No Optional 0% to 75%

(50%)

Section 3: Job Responsibilities Yes Optional 0% to 75%

(25%)

Not Rated Section 4: Individual Development Plan No Optional Not Weighted

Plan Weighting

Weighting Examples

22

Complete Employee Self-

Evaluation

Initiate Evaluation Process – Performance

Document Creation

Establish Evaluation Criteria – Planning

Phase and Agreement

Revise

Complete Evaluation Criteria (Planning Phase)

Manager Approval Required

Complete Manager’s Evaluation of Employee’s

Performance

Consolidate Feedback into

Manager’s Evaluation

Obtain Manager’s Manager Approval

Obtain HR’s Approval

Conduct Review with Employee

Acknowledge and Finalize Review

HR Administratorby

Agency

Manager and Employee

Manager and

Employee

Manager

Manager and Employee

Manager’s Manager

HR Administrator

Manager and Employee

Performance Managemente-Performance System Flow

Coaching and Feedback throughout the

Performance Period

23

Performance Management Timeline

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance Notes

(Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Jan June July Aug Dec Jan June July

24

Pre-Planning

25

Performance Management TimelinePre-Planning

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance Notes

(Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Jan

June July Aug Dec Jan June July

• Review organizational charts

• Review reporting relationships

• Review employee level information

• Review employee e-mail addresses

• Communications

• Provide training refresher for managers

26

Complete Employee Self-

Evaluation

Initiate Evaluation Process – Performance

Document Creation

Establish Evaluation Criteria – Planning

Phase and Agreement

Revise

Complete Evaluation Criteria (Planning Phase)

Manager Approval Required

Complete Manager’s Evaluation of Employee’s

Performance

Consolidate Feedback into

Manager’s Evaluation

Obtain Manager’s Manager Approval

Obtain HR’s Approval

Conduct Review with Employee

Acknowledge and Finalize Review

HR Administratorby

Agency

Manager and Employee

Manager and

Employee

Manager

Manager and Employee

Manager’s Manager

HR Administrator

Manager and Employee

Performance Managemente-Performance System Flow

Coaching and Feedback throughout the

Performance Period

27

Create Documents

28

Performance Management TimelineCreate Documents

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance Notes

(Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Jan June July Aug Dec Jan June July

• Create Performance Documents– Annual and Mid-Year

• Communication to Managers/EEs – develop and distribution

• Cascade Goals to Managers from Agency Heads

29

Section Pre-Populated UpdatesDefault Weight

Statewide Core Competencies

Yes No 25%

Goals/Objectives No Add/Delete 50%

Job Responsibilities Yes Add/Delete 25%

Individual Development Plan

No Add/Delete None

Create Documents

Customer Service Teamwork and Cooperation Results Orientation Accountability Judgment and Decision Making

Talent Management Transformers of Government

Professional Development Project Management Teaching Others Team Leadership Talent Management Transformers of Government*HIPAA

Communication Conflict Management Creativity & Innovation Cultural Awareness Flexibility Initiative Negotiation and Influence

Core Competencies(all employees)

Leadership Competencies(people managers & other leaders)

Additional Behavioral CompetenciesSection II

Statewide CompetenciesSection I

30

Behavioral Competencies

31

Create Documents

System Walkthrough

32

Planning Phase

33

Performance Management TimelinePlanning Phase

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance Notes

(Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Jan June July Aug Dec Jan June July

• Establish Employee Goals and Objectives– Cascade goals to employees

• Create Individual Development Plans

34

Complete Employee Self-

Evaluation

Initiate Evaluation Process – Performance

Document Creation

Establish Evaluation Criteria – Planning

Phase and Agreement

Revise

Complete Evaluation Criteria (Planning Phase)

Manager Approval Required

Complete Manager’s Evaluation of Employee’s

Performance

Consolidate Feedback into

Manager’s Evaluation

Obtain Manager’s Manager Approval

Obtain HR’s Approval

Conduct Review with Employee

Acknowledge and Finalize Review

HR Administratorby

Agency

Manager and Employee

Manager and

Employee

Manager

Manager and Employee

Manager’s Manager

HR Administrator

Manager and Employee

Performance Managemente-Performance System Flow

Coaching and Feedback throughout the

Performance Period

35

Planning Phase

System Walkthrough

36

Performance Management TimelinePerformance Notes

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance

Notes (Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr,HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr,HR Admin)

Jan June July Aug Dec Jan June July

• Record employee accomplishments throughout the year

37

Complete Employee Self-

Evaluation

Initiate Evaluation Process – Performance

Document Creation

Establish Evaluation Criteria – Planning

Phase and Agreement

Revise

Complete Evaluation Criteria (Planning Phase)

Manager Approval Required

Complete Manager’s Evaluation of Employee’s

Performance

Consolidate Feedback into

Manager’s Evaluation

Obtain Manager’s Manager Approval

Obtain HR’s Approval

Conduct Review with Employee

Acknowledge and Finalize Review

HR Administratorby

Agency

Manager and Employee

Manager and

Employee

Manager

Manager and Employee

Manager’s Manager

HR Administrator

Manager and Employee

Performance Managemente-Performance System Flow

Coaching and Feedback throughout the

Performance Period

38

Performance Notes

System Walkthrough

39

Evaluation Phase

40

Performance Management TimelineEvaluation Phase

Pre-Planning (HR Admin)

Create Documents (HR Admin)

Planning Phase (Mgr & EE)

Performance Notes

(Mgr & EE)

Mid Year Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Performance Notes

(Mgr & EE)

Annual Evaluation

(EE, Mgr, Mgr Mgr, HR Admin)

Jan June July Aug Dec Jan June July

• Employee Self-Evaluation

• Manager Evaluation

• Approval Process

41

Complete Employee Self-

Evaluation

Initiate Evaluation Process – Performance

Document Creation

Establish Evaluation Criteria – Planning

Phase and Agreement

Revise

Complete Evaluation Criteria (Planning Phase)

Manager Approval Required

Complete Manager’s Evaluation of Employee’s

Performance

Consolidate Feedback into

Manager’s Evaluation

Obtain Manager’s Manager Approval

Obtain HR’s Approval

Conduct Review with Employee

Acknowledge and Finalize Review

HR Administratorby

Agency

Manager and Employee

Manager and

Employee

Manager

Manager and Employee

Manager’s Manager

HR Administrator

Manager and Employee

Performance Managemente-Performance System Flow

Coaching and Feedback throughout the

Performance Period

42

There are nine steps in completing a Performance Evaluation:

1) Employee Self-Evaluation

2) Manager Evaluation

3) Manager Submits for Approval

4) Manager’s Manager Approval

5) HR Administrator Approval

6) Manager has performance discussion with employee

7) Manager changes document status to “Available for

Review” and “Review Held”

8) Employee “acknowledges” the review was held

9) Manager Completes/Closes-Out Performance Evaluation

Evaluation Phase

43

Evaluation Phase

System Walkthrough

44

Resources

45

ePerformance Materials• Includes user guides, quick references and

communications available on the SPA website (www.spa.ga.gov)

– From the SPA homepage, follow this navigational path:

• Click ePerformance link on the Human Resource Center list; select materials as applicable

– HR System Administrator– Manager– Employee

Resources

46

Assistance

47

Rosa SpencerOPB HR System Administrator

Assistance

48

???

Questions

The End