Performance and Career Management Process

1. Performance and Career Management Process OCFO Monthly Managers Meeting May 21, 2012; June 4, 2012 Neli Lopez

2. AGENDA • 2011 PMP Survey Results • Discussion • Action Plans • 2012 PMP Process • Annual Review Form & Self-Assessment • Competencies • Schedule • Training • Resources

3. 2011 PMP Survey: Who Participated OCFO Distribution of respondents was very diverse: - Years of Service - Supervisor vs. non-supervisor

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

5. 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

6. Employee/Supervisor Conversations 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

7. Employee/Supervisor Conversations • 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

8. Additional Conversation Resources 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

9. Additional Conversation Resources 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

10. 2012 OCFO PMP Calendar • 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

11. 2012 OCFO PMP Training Calendar • New this year • BLI Performance Review Discussion Workshop – required for all supervisors

12. 2012 PMP Process • 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

13. 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

14. 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

15. 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

16. 2012 PMP Process • Copy from last year and add any updates

17. 2012 PMP Process • 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

18. 2010 PMP Process - Tips Hey, what’s this all about? I thought I was doing great? ? • 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?

19. 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

20. 2012 PMP Process • 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. Motivating Ongoing Coaching

21. 2012 PMP Process • 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

22. 2012 PMP Process SMART Goals 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

23. 2012 PMP Process • Peer Review Form • Optional form you can use to gather peer feedback • Resource you can draw from when completing the Annual Review Summary

24. 2012 PMP Process • Career Development Plan Form • Optional form employee can submit along with Self Assessment • Opportunity to create a plan for long-term learning and growth

25. 2012 PMP Process Questions?