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NG Technician Performance Management

NG Technician Performance Management. Missouri National Guard Technician Supervisor Course. NGB Technician Performance Appraisal Program Regulation (TPR) 430,Effective 5 Nov 2009. Performance Management Performance Appraisal Program Requirements Performance Plan/Interim Review/Appraisal

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NG Technician Performance Management

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  1. NG Technician Performance Management Missouri National Guard Technician Supervisor Course

  2. NGB Technician Performance Appraisal Program Regulation (TPR) 430,Effective 5 Nov 2009 Performance Management Performance Appraisal Program Requirements Performance Plan/Interim Review/Appraisal Performance Application Tool (PAA) Writing Effective Critical Elements Writing Effective Self Assessments

  3. PERFORMANCE MANAGEMENT A well-written performance plan is an effective management tool. • Allows the performance management system to work for you, the individual and the organization. • Gives you the ability to deal effectively with performance problems when they come up. • A well utilized performance plan facilitates the equal and fair management of all employees. • Ensures technician has clear understanding of critical elements and required standards for meeting successful mission.

  4. OBJECTIVE OF PERFORMANCE APPRAISAL PROGRAM • Meaningful and efficient method to evaluate the individual and organizational performance • Planning, monitoring, developing and evaluating performance • Indentify accountability for accomplishments • Encourage technicians employee involvement and to take responsibility to continuously improve performance, support team endeavors, develop professionally and perform at full potential

  5. Performance Management • Five Rating Level Evaluation Method applied to other related regulations, including but not limited to: Within Grade Increase Incentive Awards Reassignments Reductions in Grade or Removals Promotions Reduction in Force

  6. Performance Appraisal Rating Period • Annual Appraisal Cycle: 1 Oct – 30 Sep • New Hire Technician has one year Trial/Probationary rating period from date of hire thru 365 days. EXAMPLE: 12 Nov 2016 thru 11 Nov 2017 Next rating period 12 Nov 2017 thru 30 Sep 2018 • Minimum period of performance is 120 days under an approved Performance Plan.

  7. Performance Appraisal Rating Period • Periods during which an employee is in a non-pay status (leave without pay, absence without leave) do not apply toward the 120 day period. • Permanent, Indefinite and Term-Temporary technician only. Temporary technicians hired for 365 days or less do not receive performance appraisals.

  8. Trail/Probationary Period • New Technicians are carefully observed and appraised during this period. • For retention beyond this period, the technician’s work performance must be minimal rating of Fully Successful (Level 3). • If retention is not recommended, supporting documentation must be forwarded to HR who will advise supervisors of appropriate action(s) to remove the technician from federal service.

  9. Trail/Probationary Period • Initiation of a written removal action may be effected any time during a trial/probationary period. • Recommend contacting HRO no later than the 9th month. If supervisors waits too late the technician cannot be removed for a performance less than fully successful. • Technician serving Trial/Probationary Period will not be given an official performance appraisal until after completing 12 months of service.

  10. Procedures for Technician on Detail or Temporary Promotion covering 120 days or more • Technician detailed or on temporary promotion to another position, either with the same or with a different supervisor, a written performance plan must be established for the position before the detail starts. • Gaining supervisor shall complete annual rating of record considering the closeout assessment of losing supervisor.

  11. Procedure for Detail or Temporary Promotion 120 days or less • Short term detail or temporary promotion the annual rating of record is completed by the supervisor/rater of permanent position. • Must consider the closeout assessment completed by the temporary supervisor.

  12. Postponement of Annual Rating of Record • Supervisor or technician is newly-assigned (less than 120 days). • Technician has not been performing the regular assigned work because of extended detail or absence. • Technician is absent at the end of a rating period due to a work related injury.

  13. Postponement of Annual Rating of Record • If technician has not worked under an approved performance plan for at least 120 calendar days the Postponement should not be extended any longer than necessary to permit 120 calendar days under the performance plan. • If technician is deployed, technician’s last rating of record will be used for official purposes until the technician returns to duty and is observed for at least 120 calendar days under an approved performance plan.

  14. Performance Plan • Align Performance Plan with Strategic Goals. • Performance expectation include goals or objectives that set general or specific targets at the individual, team and/or organizational level. • Organizational, occupational, or other work requirements, such as standard operating procedures, operating instructions, manuals, internal rules and directives, and/or other instructions that are generally applicable and available to the employee

  15. Performance Plan • Particular work assignments, responsibilities or other instructions may be used to amplify performance expectations. • Work assignments may specify the quality, • quantity, accuracy, timeliness, or other expected • characteristics of the completed assignment. • Position description, mission and goals are used to establish critical elements.

  16. Develop and Communicate Performance Plans • Communication between supervisor and employee is critical to the success of the performance management program. • Performance expectations and year-to-date process should be subject of discussions throughout the year. At least one documented interim review is required.

  17. Performance Plan • Performance expectations will be communicated to the employee in writing within 30 days from start of the rating period, entrance of duty of a new employee, or employee job change. • Each job objective has to be performed for 120 days before end of rating period.

  18. Performance Plan • Employees are always accountable for demonstrating professionalism and standards of appropriate conduct and behavior, such as civility and respect for others. • Performance expectations even if not stated as a critical element include general behavioral expectations for all employees as stated in the Standards of Ethical Conduct.

  19. Requirements for Critical Elements • Critical elements must be linked to the mission • Minimum of 2 critical elements and maximum of 10 critical elements; key responsibilities captured critical elements to define performance expectations • Mandatory Supervisory Critical Elements • Critical elements may be weighted by supervisor or the PAA system will weight equally • Communicate Expected Results • Focus on the results and contribution for the current rating period • Describe “what” the person will accomplish during that current rating period • Employee responsible for outcome

  20. Develop Critical Elements Using the SMART Format • SMART is a framework for developing (and evaluating) Critical Elements Specific Measurable Aligned Realistic/Relevant Timed

  21. Performance Application Tool (PAA) • Web-based tool that supports the performance planning and appraisal process • Documented on automated NGB Form 430 • Journal Page • Tracking System for NG Agency, NGB and DOD Performance Plan Interim Review Performance Appraisal

  22. INTERIM REVIEW • Completed by end of March every rating period. • Mandatory for Supervisor • Not mandatory for Employee but is highly encouraged by management. • Employee completes Interim Review Self assessment based on accomplishments, challenges, failures, etc. to First Line Supervisor. • Supervisor should remind employees to complete self assessment and set a suspense to get it completed and sent to you.

  23. Employee’s Self Assessment using the STAR Form Situation:Describe the conditions under which you achieved your critical elements. Task:Describe what you did during the year to create the results you achieved. Action/Activity:Include additional activities you completed, or actions you took that contributed to your results. Result:Describe what you accomplished.

  24. Weighting Critical Elements • Each critical element may be weighted to indicate importance and effort • Weighting is minimum 10% and increased in increments of 5% • At the end of the performance cycle, the percentages are multiplied to the individual objectives’ rating to produce the overall performance rating • If values aren’t entered, all critical elements are weighted equally • Critical Element 1 — 35% • Critical Element 2 — 20% • Critical Element 3 — 15% • Critical Element 4 — 15% • Critical Element 5 — 15% • Total Weighting = 100%

  25. Weighted Critical Elements

  26. Supervisors - Monitor Performance • For each technician: • Engage in dialogue concerning performance • Conduct one or more documented interim reviews • Maintain performance information • Update critical elements and performance standards if they change • Anticipate and address performance deficiancies • Reinforce effective behavior

  27. Supervisor Self Assessment • Must prepare a written assessment that captures the technicians accomplishments or lack there of, for each critical element. • Supports the appraisal rating that is given to each critical element.

  28. Performance Appraisal Rating • Summary Pattern: Level 1 thru Level 5 5 - Outstanding 4 - Excellent 3 - Fully Successful 2 - Marginal 1 - Unacceptable

  29. Properly Monitoring Performance • Marginal level 2 allows supervisor to deny within grade increase. • Level 1 rating of record does not need to be formally assigned to the employee in order to address performance deficiency • Reinforce strengths and correcting weaknesses • Encourage employees to seek professional and technical training opportunities to enhance the individual and organizational goals as appropriate

  30. Performance Deficiencies • Non-probationary period employee • Provide proactive assistance anytime throughout the rating period • For technician who is performing at or below the Level 2 – marginal rating. • Counseling, increased supervisory assistance, additional training etc.

  31. Performance Improvement Plan (PIP) • Contact HR for guidance • Technician advised in writing and placed on a formal Performance Improvement Plan (PIP) • Period of 90-120 days • Provide document of instances of unacceptable performance and state specifically what must be accomplished to perform above the level 2 rating.

  32. Performance Improvement Plan (PIP) • Can refer to Employee Assistance Program (EAP) • a voluntary program. • If performance continues below level 2 rating in any one critical element, then technician is advised of reassigned, reduced in grade, or removed from employment. • Must give 30 day notice

  33. QUESTIONS?

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