Ppt Performance Management

LG earning @ DFAS

rowth&

Lesson 2: Policy and Context

May 1, 2002 Lesson 2: Slide - 2

Lesson Objectives

At end of lesson, you will be able to– Describe the performance management cycle and

place performance standards within the cycle– Define critical and noncritical elements– Describe key DFAS and OPM policies for developing

performance standards


Lesson Agenda

Five key topics– Performance management cycle overview– Performance standards development– Critical elements vs. noncritical elements – Performance standards support DFAS Balanced

Scorecard (BSC)– Performance standards within DFAS policy


What Is Performance Management?

It is a systematic process of– Planning work and setting expectations– Continually monitoring performance– Developing the capacity to perform– Periodically rating performance in a summary fashion– Rewarding good performance


Performance Management Cycle

Planning

Rewarding

Rating

Developing

Monitoring



Planning

Planning

• Set Goals

• Establish and communicateelements and standards



Monitoring

Monitoring

• Measure performance

• Provide feedback

• Conduct progress review



Developing

Developing

• Address poor performance

• Improve good performance



Rating

Rating

• Summarize performance

• Assign the rating of record



Rewarding

Rewarding

• Recognize and reward good performance


What Is A Performance Plan?

DFAS definition The written record of an employee’s critical and

noncritical elements and performance standards.


What Is A Performance Plan? (cont’d)

Employee Performance Plan

Performance Elements Tells employees WHAT they have to do

Performance Standards Tells employees HOW WELL they have to do it

Critical Element A major component of a job, which consists of 1 or more duties and responsibilities that contribute to accomplishing organizational goals and objectives that is of such importance that unacceptable performance in the element would result in unacceptable performance in the position.

Non-Critical Element A major component of a job that does NOT meet the definition of a critical element, but is important enough to warrant appraisal and assignment of an element rating


What Is A Performance Standard?

Definition– A statement of the expectations or requirements

established by management for each critical and noncritical element at the rating level “Met.”

Includes factors such as– Quality– Quantity– Timeliness– Manner of Performance


Performance Standards

Determining standards - focusing on outcomes– Quality - Identify who will rate performance; list

factors that rater will look for; state what rater will use to verify “Met”

– Quantity - List the units to be tracked and determine range of number that represents “Met”

– Timeliness - Determine acceptable number of times employee can fail and be “Met”

– Manner of performance - Best if addressed as part of another element to avoid conduct or attendance issues


Performance Standards

Performance standards must be– Legally sufficient– Developed with workload requirements of

organization and position in mind– Reasonable, capable of being exceeded– Adequate enough to inform employee– Considered a “living document”– Objective


When To Develop Performance Plans

Planning

Rewarding

Rating

Developing

Monitoring


How Do Performance Standards Link With DFAS’s Goals?

DFAS’s Strategic Goals

Program’s Annual Performance Plan Goals

Work Unit Products & Services

Individual Employee Products & Contributions

Individual Employee’s Performance Standards


What Is A Performance Element?

Tells employees WHAT they have to do Two types of performance elements used by

DFAS– Critical Elements– Noncritical elements


What Are Critical And Noncritical Elements?

Critical Element Definition An assignment or responsibility of such importance

that unacceptable performance in that element would result in a determination the employee’s overall performance is unacceptable.

Noncritical Element Definition A dimension or aspect of individual team, or

organizational performance, exclusive of a critical element, that is used in assigning a summary level rating


Critical Element - Characteristics

A critical element can– Reflects basic purpose of position– Cause considerable adverse consequences if not

performed properly– Require large amount of position’s time– Be a grade-determining factor– Repeatedly be performed in some positions– Be used to describe only an individual employee’s

performance


Critical Element – Requirements And Practices

Number of required critical elements in performance plans– Non-bargaining unit employees - minimum of 2 – Bargaining unit employees - minimum of 3

DFAS recommends odd number of critical elements

No maximum limit - large number becomes unwieldy


Noncritical Element - Characteristics

A noncritical element is– Not based on performance actions– Used to measure group performance– The importance each supervisor places on non-

critical elements is one way to affect summary ratings


How To Develop A Performance Plan

Identify Job Tasks

Group Job Tasks

Determine What Is Missing

Critical or Non-critical

Develop Performance Standards


Step 1: Identify Job Tasks For The Position

Review the DFAS Position Description to identify major job tasks– What would a person in this position do?– How do these tasks relate to your division’s goals?– How do these tasks relate to the agency’s goals?


Job Descriptions Are A Good Start But...

Can be outdated or incorrect Can be too generic Most job descriptions identify activities required

for job Performance plans with elements and standards

measure accomplishments not activities


Step 2: Group Tasks Into Several Major Categories Of Tasks

Should have between 3 and 8 categories These “categories” are the performance

elements Examples of performance elements

– Customer Satisfaction– Technical Administration– Written Products


Step 3: Review/Determine If Any Job Tasks/Elements Are Missing

Are there duties that a person in this position must perform that are not on the list yet?

Are there duties that a person in this position will perform on an infrequent basis, but are still essential to their position?– Example:

Compile voucher processing data for quarterly and annual reports


Step 4: Determine If Specific Elements Are Critical/Noncritical

Must have at LEAST 3 critical elements for bargaining unit employees

If a person in this position performed this element in unacceptable manner, is it so critical that it would result in a rating of unacceptable performance for the position overall? – If so, it’s a critical element– If not, but it’s still essential to this position, it’s a

noncritical element


Exercise

Critical vs. Non-critical Elements Objective: to learn how to distinguish between

critical and noncritical elements; to practice taking an existing job description and writing performance elements

Time: 45 minutes


How Do Performance Standards Link With DFAS’s Balanced Scorecard?

DFAS’s Strategic Goals

Program’s Annual Performance Plan Goals

Work Unit Products & Services

Individual Employee Products & Contributions

Individual Employee’s Performance Standards


DFAS Performance Management Policies

Requirements that apply to bargaining unit employees– Standards must be consistent with job duties and

responsibilities– Employee participation in developing standards and

elements– Objective, fair and reasonable, and job related

appraisals– Regular, informal feedback– Recognition and rewards


DFAS Performance Management Policies (cont’d)

DFAS performance standards requirements– Employee input at beginning of rating period– Audit follow-up– Protecting classified information– Internal Management Control (IMC)



DFAS performance standards requirements– EEO– Inventory Management– Acquisition– Safety– Personnel Management



Agency policies– Every employee must have approved plan; reviewed

annually– Plans must be approved by a higher level official– Plans required for all employees assigned to a

position for 90 days– Employees must have performance plan for at least

90 days before rating can be rendered– New supervisors must review and discuss plans with

employees within 30 days after arrival


Lesson Wrap-up

Performance management cycle has five stages There are 5 steps to develop performance plans There are critical and noncritical performance

elements DFAS uses a Balanced Scorecard to meet

competing needs Effective performance standards lead to success

in Balance Scorecard goals

Ppt Performance Management

Documents

Transcript of Ppt Performance Management