ePerformance for Managers OPB State Personnel Administration ePerformance for Managers OPB

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

ePerformance System Admin Training Introductions Georgia Performance Management Process 2009 7 7

Introductions Name Agency Expectations

ePerformance System Admin Training Overview Georgia Performance Management Process 2009 9 9

ePerformance System Admin Training Overview 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 for HR, managers, and employees. Georgia Performance Management Process 2009 10

Performance Management The Philosophy and Strategy ePerformance System Admin Training Performance Management The 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. Georgia Performance Management Process 2009 11 11 11

Components of Performance ePerformance System Admin Training 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. Georgia Performance Management Process 2009 12

The 4 Phases Performance Planning Performance Coaching Performance Establish Desired Results Performance Coaching Create Desired Results Competencies Goals Responsibilities Individual Development Plan Observation 2-Way Feedback Documentation Ongoing Development Performance Recognition Acknowledge Results Performance Evaluation Measure Desired Results Flexibility Achievement Personal Growth Challenging Work Review Documentation 5-Point Rating Scale Management Approval Annual Meeting

ePerformance Tool 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

Performance Management New Components of the Plan 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 planning Employee Self-Evaluation

The Performance Plan Section 1 – Statewide Core Competencies Section 2 – Individual Goals/Competencies Section 3 – Responsibilities Section 4 – Individual Development Plan

Ratings Ratings 1. Unsatisfactory Performer 2. Successful Performer – Minus 3. Successful Performer 4. Successful Performer – Plus 5. Exceptional Performer

5-Point Rating Scale 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 Rated New hire or transfer within five months of end of performance period

Employee Performance Plan Sections Rated at end of performance period Plan Specifics Employee Performance Plan Sections Section Pre-Populated Required Rated at end of performance period Section 1: Statewide Competencies Core Competencies (all employees) Leadership Competencies (managers with direct report employees) Yes Section 2: Individual Goals/Competencies No Optional Section 3: Job Responsibilities Not Rated Section 4: Individual Development Plan

Plan Weighting Employee Performance Weight Guidelines Section Pre-Populated Required Weighting Rated at end of performance period Section 1: Statewide Competencies Core Competencies (all employees) Leadership Competencies (managers with direct report employees) Yes 25% to 100% (25%) Section 2: Individual Goals/Competencies No Optional 0% to 75% (50%) Section 3: Job Responsibilities Not Rated Section 4: Individual Development Plan Not Weighted

Weighting Examples Example #1: Sections 1-3 are evaluated   Section 1: Statewide Core Competencies 25% Section 2: Individual Goals/Competencies 60% Section 3: Job Responsibilities 15% Total 100% Example #2: Sections 1-2 are evaluated Section 1: Statewide Core Competencies 30% Section 2: Individual Goals Competencies 70% Section 3: Job Responsibilities Not Rated

ePerformance System Admin Training Performance Management e-Performance System Flow 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 Administrator by Agency Manager and Employee Manager Manager’s Manager Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation Georgia Performance Management Process 2009 22 22

Performance Management Timeline ePerformance System Admin Training 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 Georgia Performance Management Process 2009 23

ePerformance System Admin Training Pre-Planning Georgia Performance Management Process 2009 24 24

Performance Management Timeline Pre-Planning ePerformance System Admin Training Performance Management Timeline Pre-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) June July Aug Dec Jan June July Jan Review organizational charts Review reporting relationships Review employee level information Review employee e-mail addresses Communications Provide training refresher for managers Georgia Performance Management Process 2009 25

ePerformance System Admin Training Performance Management e-Performance System Flow 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 Administrator by Agency Manager and Employee Manager Manager’s Manager Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation Georgia Performance Management Process 2009 26 26

ePerformance System Admin Training Create Documents Georgia Performance Management Process 2009 27 27

Performance Management Timeline Create Documents ePerformance System Admin Training Performance Management Timeline Create Documents Create Documents (HR Admin) Pre-Planning (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 Georgia Performance Management Process 2009 28

ePerformance System Admin Training Create Documents Section Pre-Populated Updates Default Weight Statewide Core Competencies Yes No 25% Goals/Objectives Add/Delete 50% Job Responsibilities Individual Development Plan None Georgia Performance Management Process 2009 29

ePerformance System Admin Training Behavioral Competencies Statewide Competencies Section I Core Competencies (all employees) Leadership Competencies (people managers & other leaders) Customer Service Teamwork and Cooperation Results Orientation Accountability Judgment and Decision Making Talent Management Transformers of Government Additional Behavioral Competencies Section II Communication Conflict Management Creativity & Innovation Cultural Awareness Flexibility Initiative Negotiation and Influence Professional Development Project Management Teaching Others Team Leadership Talent Management Transformers of Government *HIPAA 30 Georgia Performance Management Process 2009 30 30

ePerformance System Admin Training System Walkthrough Create Documents System Walkthrough Georgia Performance Management Process 2009 31

ePerformance System Admin Training Planning Phase Georgia Performance Management Process 2009 32 32

Performance Management Timeline Planning Phase ePerformance System Admin Training Performance Management Timeline Planning Phase Planning Phase (Mgr & EE) Pre-Planning (HR Admin) Create Documents (HR Admin) 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 Georgia Performance Management Process 2009 33

ePerformance System Admin Training Performance Management e-Performance System Flow 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 Administrator by Agency Manager and Employee Manager Manager’s Manager Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation Georgia Performance Management Process 2009 34 34

ePerformance System Admin Training System Walkthrough Planning Phase System Walkthrough Georgia Performance Management Process 2009 35

Performance Management Timeline Performance Notes ePerformance System Admin Training Performance Management Timeline Performance Notes Performance Notes (Mgr & EE) Pre-Planning (HR Admin) Create Documents (HR Admin) Planning Phase (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 Georgia Performance Management Process 2009 36

ePerformance System Admin Training Performance Management e-Performance System Flow 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 Administrator by Agency Manager and Employee Manager Manager’s Manager Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation Georgia Performance Management Process 2009 37 37

ePerformance System Admin Training System Walkthrough Performance Notes System Walkthrough Georgia Performance Management Process 2009 38

ePerformance System Admin Training Evaluation Phase Georgia Performance Management Process 2009 39 39

Performance Management Timeline Evaluation Phase ePerformance System Admin Training Performance Management Timeline Evaluation Phase Annual Evaluation (EE, Mgr, Mgr Mgr, HR Admin) 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) Jan June July Aug Dec Jan June July Employee Self-Evaluation Manager Evaluation Approval Process Georgia Performance Management Process 2009 40

ePerformance System Admin Training Performance Management e-Performance System Flow 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 Administrator by Agency Manager and Employee Manager Manager’s Manager Coaching and Feedback throughout the Performance Period Complete Employee Self-Evaluation Georgia Performance Management Process 2009 41 41

ePerformance System Admin Training Evaluation Phase 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 Georgia Performance Management Process 2009 42

ePerformance System Admin Training System Walkthrough Evaluation Phase System Walkthrough Georgia Performance Management Process 2009 43

ePerformance System Admin Training Resources Georgia Performance Management Process 2009 44 44

ePerformance System Admin Training Resources 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 45 Georgia Performance Management Process 2009 45

ePerformance System Admin Training Assistance Georgia Performance Management Process 2009 46 46

ePerformance System Admin Training Assistance Rosa Spencer OPB HR System Administrator 47 Georgia Performance Management Process 2009 47

ePerformance System Admin Training ??? Questions ??? Georgia Performance Management Process 2009 48

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