1. Performance Development Plan (PDP) Training
For Classified Staff and
Supervisors of Classified Staff
Presented by
The Evergreen State College
Human Resource Services

2. Introductions Please tell the group: Your name and preferred pronouns
Where you work
Anything specific you want to learn today?

3. What to Expect from this Training
Employees will learn how to:
Participate in the PDP process
Identify professional goals
Get the most out of performance evaluations
Supervisors will learn how to:
Set work expectations and performance goals
Encourage employee participation
Assess work performance
Complete the PDP forms

4. Why do PDPs? Communicate expectations Measure/enhance performance
Foster professional development/career growth
Set and assess performance goals
Recognize exceptional performance
Document areas where improvement is needed
Identify what improvement has been made

5. Collective Bargaining Agreement – Performance Evaluations
Article 6
See Classified Collective Bargaining Agreement for complete article:
Objective
The performance evaluation process gives a supervisor an opportunity to discuss performance goals with employees and assess and review performance with regard to those goals.

6. Collective Bargaining Agreement – Performance Evaluations cont.
Process Overview
The immediate supervisor will meet with an employee at the start of his or her review period to discuss performance expectations.
The employee will receive copies of his or her performance expectations as well as notification of any modifications made during the review period.
The employee will have the opportunity to provide feedback on the evaluation.
Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter.
Reviewing the employee’s performance
Identifying ways the employee may improve his or her performance
Updating the employee’s position description, if necessary
Identifying performance goals and expectations for the next appraisal period
Identifying employee training and development goals and opportunities

7. Types of Review Periods
Probation (new hires)
6 months but can be extended for up to 12 months.
12 months for Campus Police Officers.
Trial Service (promotions, voluntary transfers, or voluntary demotions)
6 months but can be extended for up to 12 months. May be longer for in-training positions.
Transition Review (employee accepts a layoff option or appointment from layoff list)
6 months but can be extended for up to 12 months. May be shortened.
Annual Review (all employees not in a probation, trial, or transition review period)
Meet in the beginning to discuss performance expectations
Meet at the end to evaluate performance

8. Extending Review Periods
A probation, trial, or transition review period allows time for the supervisor to communicate expectations and evaluate technical and behavioral job performance.
A review period may be extended for up to 12 months if the technical and/or behavioral expectations are not being met by the employee.
Supervisors should consult with Human Resource Services prior to extending a review period.

9. What PDPs are not for
Performance evaluations will not be used to initiate personnel actions such as transfer, promotion, or discipline.

10. The PDP Forms The PDP is two separate forms Form 1: Planning Phase
To be complete at the beginning of the evaluation period: Upon hire, transfer, demotion, and annually thereafter.
Form 2: Assessment Phase
To be completed at the end of the evaluation period.
Hand out forms

11. Performance Expectations & Goals Planning
Form 1: Planning Phase
Performance Expectations & Goals Planning

12. Form 1: Planning Phase Process Overview
The supervisor may encourage the employee to draft a Planning Phase PDP of their own.
The supervisor and the employee meet to share their draft Planning Phase PDPs.
The supervisor completes a final Planning Phase PDP.
The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Planning Phase PDP with the employee.

13. Filling out the Planning Phase PDP
Heading information
Fill in the fields at the top of the form
Position Linkage With Organizational Mission and Goals
This may not change much from year to year.

14. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 1: Performance Expectations
A. Key Results Expected
What are the most important job objectives, outcomes, and/or assignments for the employee to accomplish in order to be successful during the evaluation period?
The expected results should be stated in measurable or observable terms, to the degree possible.

15. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 1: Performance Expectations
A. Key Results Expected
Examples of Results Expected:
Sarah will prepare a comprehensive PDP presentation and provide training.
Sarah will continue to administer the applicant tracking system.
Sarah will arrive to work at the scheduled time each workday.

16. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 1: Performance Expectations
B. Key Skills and Abilities Expected
What are the most important skills and abilities the employee must demonstrate to perform their position duties successfully?

17. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 1: Performance Expectations
B. Key Skills and Abilities Expected
Examples of Skills and Abilities Expected:
Sarah must demonstrate skill and ability in using Microsoft PowerPoint to present information in an easy to understand manner.
Sarah must be skilled in using the automated applicant tracking system and be able to assist others in using it.
Sarah will be able to demonstrate good attendance.

18. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 2: Training and Development Goals/Opportunities
What training and development needs, goals, and opportunities should the employee focus on during this performance period?

19. Setting Performance Goals
What are performance goals?
Specific, time-bound, measurable and reasonably attainable
Job related
Examples
Productivity goals
Efficiency goals
Work related educational or personal development goals
Identify how goals will be achieved
Ask for examples of goals and how they will be achieved
Some examples:
Computer skills training
Increase turnaround time through process improvements
Learn more about interpersonal communication or group dynamics

20. Filling out the Planning Phase PDP Training and Development
Employee
Identify your professional goals and how you can achieve them. Plan to discuss your ideas with your supervisor.
Supervisor
Encourage employees to identifying and prioritize appropriate goals.
Help employees identify goals and possible training.
Use section 1, part 2 of the Planning Phase PDP to list the goals and how the employee can achieve them.

21. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 2: Training and Development Goals/Opportunities
Examples of Training and Development Goals/Opportunities:
Sarah should attend Microsoft PowerPoint training.
Sarah’s goal is to improve her public speaking skills by getting feedback from training participants.

22. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 3: Organizational Support
This is for the employee to fill out and is optional.
What suggestions do you have as to how your supervisor, co-workers, and/or management can better support you in your present job and future career goals?

23. Filling out the Planning Phase PDP
Section 1: Performance Expectations and Goals Planning
Part 3: Organizational Support
Examples of Organizational Support:
I would like to cross train with my coworkers so that we can back each other up when needed.
I would like to have bi-weekly meetings with my supervisor to talk about the status of my assignments.

24. Filling out the Planning Phase PDP
Section 2: Acknowledgment and Filing
Part 1: Acknowledgment of Performance Plan
The supervisor, employee, and reviewer sign Section 2, Part 1 at the beginning of the performance period.
(Note: the reviewer is the second line supervisor)

25. Filling out the Planning Phase PDP
Section 2: Acknowledgment and Filing
Part 2: Filing
Original needs to come to HRS. The date the HRS receives the completed, signed form establishes the due date for the Assessment Phase PDP.
The supervisor retains one copy of the Planning Phase PDP form and provides a copy to the employee.
The signed original Planning Phase PDP form is placed in the employee’s personnel file in Human Resource Services.

26. Form 1: Planning Phase PDP
Questions about the Planning Phase PDP form or process?

27. Form 2: Assessment Phase
Performance Assessment

28. Form 2: Assessment Phase
Process Overview
Conduct Interim Reviews as needed.
The supervisor may encourage the employee to draft an Assessment Phase PDP of their own.
The supervisor and the employee meet to share their draft Assessment Phase PDPs.
The supervisor completes a final Assessment Phase PDP.
The supervisor and the employee have a Performance Evaluation meeting where the supervisor shares the final Assessment Phase PDP with the employee.

29. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 1: Interim Reviews (Optional)
As an option, the Interim Reviews part can be used to document performance feedback and/or update expectations during the performance period. Any modifications made during the review period will be shared with the employee.

30. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 1: Interim Reviews (Optional)
Example of an Interim Review:
Sarah and I met in December to discuss her routine tardiness. We discussed ways she could improve by planning her morning routine the night before and setting her alarm clock for an earlier time.

31. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
In general, Part 2 should provide a narrative assessment of the employee’s performance in relation to the content in Section 1, Parts 1 and 2 of the Planning Phase PDP.
The assessment must be based on observed or verified performance.

32. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
A. Key Results Assessment
Met expectations, or not.
Complete assignments, or not.
To what degree did the employee accomplish the expected results and how well were they done?

33. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
A. Key Results Assessment
Examples of Performance Results:
Sarah successfully prepared a PDP PowerPoint and gave a well attended training.
Sarah provided thorough system administration, training to others, and implemented workflows improvements.
Sarah consistently arrived to work minutes late.

34. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
B. Key Skills and Abilities Assessment
How well (or how frequently) did the employee demonstrate the skills and abilities expected?

35. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
B. Key Skills and Abilities Assessment
Examples of Key Skills and Abilities:
Sarah excelled when using PowerPoint to create a training that works in person or as a training tool on the HRS website.
Sarah did very well managing the applicant tracking system. She was determined and detail oriented.
Sarah failed to demonstrate good attendance.

36. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
C. Training and Development
What training was completed?
What development goals were achieved?

37. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
C. Training and Development
Examples of Training and Development:
Sarah attended Microsoft PowerPoint training and demonstrated her new skill and ability by using PowerPoint to create presentations.
Sarah met her goal of improving her public speaking skills by getting great feedback from training participants.

38. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
D. Other Performance Feedback
Other relevant information such as:
Special achievements
Feedback received about the employee’s performance
Areas where improvement may be needed

39. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
D. Other Performance Feedback
Examples of Other Performance Feedback:
Sarah always met deadlines despite a heavy workload.
I received s complementing Sarah’s responsiveness.
Sarah must improve her attendance by arriving to work at the scheduled time each workday.

40. Filling out the Assessment Phase PDP
Section 2: Comments, Signatures and Filing
Part 1: Signatures and Comments
What each Signature means:
Supervisor = Assessment Phase PDP is based on my best judgment.
Employee = Assessment Phase PDP has been discussed with me.
Reviewer = I have reviewed the Planning and Assessment Phase PDPs. The PDP process has been properly followed.

41. Filling out the Assessment Phase PDP
Section 2: Comments, Signatures and Filing
Part 1: Signatures and Comments
Comment sections are provided on the Assessment Phase PDP form.
Comments may also be attached and submitted with the final Assessment Phase PDP.

42. Filling out the Assessment Phase PDP
Section 2: Comments, Signatures and Filing
Part 2: Filing
Same as the Planning Phase: The supervisor retains one copy of the Assessment Phase PDP form and provides a copy to the employee.
The signed original Assessment Phase PDP form is placed in the employee’s personnel file in Human Resource Services.
Date received sets due date for next evaluation.

43. Form 2: Assessment Phase PDP
Questions about the Assessment Phase PDP form or process?

44. Timelines, Suggestions, & Reminders
Useful Information
Timelines,
Suggestions,
& Reminders

45. Sample PDP Timeline New Hire (Probationary Period):
Employee is hired on January 1st. Which PDP form is completed right away?
Planning Phase PDP
Prior to June 30th (6 months after start date), which PDP form is completed?
Assessment Phase PDP
What should happen at the same time?
A new Planning Phase PDP.
What happens the following June (12 months after last review)?
Assessment Phase PDP and a new Planning Phase PDP.

46. Update Job Descriptions
Job descriptions should be updated any time there is a change to:
Position Purpose
Essential Job Functions
Knowledge, Skills, and Abilities
Submit revised job descriptions to Human Resource Services.

47. Suggestions & Reminders
Fill out the PDP forms electronically. The fields within the form will expand automatically as you type.
PDPs can be used to document areas where improvement is needed.
PDPs cannot be used to impose discipline.
Use Outlook to set up reminders for each phase of the Performance Evaluation process.
Other suggestions from the group?

48. Resources Resources available online: This PowerPoint
Written PDP Instructions for Form 1 and 2
PDP Form 1 - Planning Phase
PDP Form 2 - Assessment Phase

49. Remember…
The supervisor will discuss the evaluation with the employee.
The employee must have an opportunity to provide feedback on the evaluation.
Keep job descriptions updated.
Remember to stay up to date on Performance Development Plans!

50. Questions / Discussion