1. Performance Management Process
Kayla Devereaux
October 2009
Hello My name is Kayla Devereaux and I work in the Human Resource Office. I’m here to talk to you about the Performance Management Process. You’re probably thinking what is the pmp. Well we currently call it performance evaluation or performance review. As we look over the new performance management process you will notice some new terminology.

2. Why a new Performance Management Process?
House Bill 2916 was passed by the 2008 Legislature
Two committees were formed
Steering committee
Design committee
When I first heard of this I thought why do we have to change.
It turns out that House Bill 2916 was passed by the 2008 legislature placing into law the creation of a new pay plan for all classified state employees. The bill also included the development of a new performance management process.
Two Kansas committees were formed to develop the new process:
Steering committee – they oversaw and set direction. Comprised of 7 cabinet secretaries or their non-HR designees, 2 HR directors and a senator.
Design committee – designed and developed the new performance management process. Comprised of 10 state employees from a diverse group of occupations and agencies.

3. What is changing Objectives Mid-Year Discussion
Performance Management Factors
More options for overall rating
Timeframe
Read slide

4. Objectives Objectives are required.
Objectives are important because they provide the employee with what will be expected of them to achieve for the year.
Typically in the past Goals and Objectives were rarely done. Well now they are required. Objectives are important because they provide the employee with what will be expected of them to achieve for the year. This is to help eliminate any surprises during the mid-year discussion and annual performance review.
Objectives should be setup in GUS October through December 31st. Objectives can be modified at a later time if needed. We are switching over to the new pmp system so you will for sure have access by October 19th but it will probably be before that. I’ll send out an when we are up and running.
After you’ve setup the objectives in GUS the employees with and GUS access will get an telling them they need to go and view the objectives that have been setup. For the employees that don’t have and GUS access you’ll need to go over the objectives with them.

5. Objectives Goals are generally one of the following types:
Operational/Task goal: A goal may clarify a job duty with more specific, measurable or qualitative criteria, e.g. "Answer each within 1 working day." "Reconcile unit balances by close of business each day."
Performance Improvement goal: A goal may outline specific areas of improvement needed to achieve a rating of "Meets Expectations," e.g. "Improve timeliness by submitting financial report two days after transactions are posted." "No unauthorized absences in the next four weeks."
Developmental goal: A goal may outline specific ways to enhance job skills, e.g. "Improve working knowledge of Excel by attending a workshop within 60 days."
Project goal: A goal may define the desired outcome or milestones to achieve in a project, e.g. "Develop and implement on-line leave reporting system."
Managerial goal: A goal may emphasize specific managerial tasks or characteristics, e.g. "Monitor work assignments by weekly review of project status with staff."
Here are some different types of goals and examples. As you read through the different types you’ll notice that they are very specific to the employees job duties. Also when setting up goals and objectives make sure that they are relevant to what the agency is trying to achieve and that they are attainable. They should be challenging but not unrealistic.

6. Objective examples
Conduct a team building activity at the end of the four quarterly staff meetings that will enhance employees’ understanding of the benefits of working together.
Attend CPR training to obtain annual certification by the end of the fiscal year.
Here are some examples of objectives. Read slide

7. Mid-Year Discussion April 1st through June 30th
The supervisor will discuss with the employee their progress towards the established objectives.
The supervisor will document the mid-year discussion in GUS.
Mid-year discussion is where the supervisor will discuss with the employee their progress towards the established objectives. This will be done April 1st through June 30th. The only time you won’t have to do a mid-year discussion is when an employee is on a probationary or special evaluation period.
The supervisors will document the mid-year discussion in GUS.

8. Mid-Year Discussion
The employee will also have a chance to add comments in GUS. If comments are not added the employee will still need to push the submit button after they’ve read the supervisor comments.
If the employee doesn’t have GUS access – The supervisor will need to print off the Mid-Year Discussion form and write the discussion comments on the form and then give to the employee to have a chance to write comments and sign. Then the form will need to be sent to HRS.
The employee will also have a chance to add comments in GUS on the mid-year discussion.
If the employee doesn’t have GUS access the supervisor will need to print off the Mid-Year discussion form and write down the discussion comments on the form and then give to the employee to have a chance to write any comments and sign. Then the form will need to be sent to HRS.

9. Mid-Year Discussion example
04/15/10 Met with Employee A and discussed his impressions and thoughts around his performance to date. We then reviewed the performance objectives that were on target. These included:
1. He held two quarterly team building activities to date.
2. He had some problems with attendance which have been discussed and was now meeting expectations. He has been attending work on time since discussion.
We also discussed areas for improvement. This included enrolling in CPR training, so that he could renew his certification by the end of the year.
In terms of ongoing communication and feedback, we decided to continue to meet on a monthly basis.
So now that we’ve talked about the Mid-Year discussion here is an example

10. Essential Requirements
Dependability and Agency Values
Unsatisfactory rating will result in an Overall Performance Rating of Unsatisfactory
Let’s take a look at the actual evaluation. You’ll notice that the first 2 are Dependability and Agency Values. On these two the options are either Meets Expectations or is Unsatisfactory. If you mark Unsatisfactory on either of these 2 the employee will receive Unsatisfactory for the overall performance rating.

11. Core Competencies Job Responsibilities Communication Customer Service
Initiative
Teamwork
Core Competencies are listed as 3 -7 on the pmp. Job responsibilities, communication, customer service, initiative and teamwork. You’ll notice that there are a lot more choices or options for you to read over and select from when evaluating.
Also some of the competencies have listed that the EE does not demonstrate any of the levels below; the competency will be included in the ee’s development plan. This means that you will have to add that as one of the objectives for the employee.

12. For Supervisors only Performance Management Leadership
#8 and 9 won’t effect everyone it is only for employees that are supervisors. If the employee that you’re evaluating is not a supervisor then you’ll need to mark Does not apply for #8 and 9.

13. Agency Competencies Safety Care of Equipment
Agency competencies – Safety and Care of equipment. These should look familiar because they’ve been on the performance evaluation for several years.

14. Overall Performance Rating by Supervisor
Unsatisfactory
Needs Improvement
Meets Expectations
Exceeds Expectations
Exceptional
The overall performance ratings are Unsatisfactory, Needs Improvement, Meets Expectations, Exceeds Expectations and Exceptional. So we now have more options on the overall ratings.
I think having more options is going to be great. Sometimes an employee wasn’t quite meeting expectations but you felt that they weren’t unsatisfactory either. Well now this will take care of that problem by having more options.

15. Timeframe Objectives – between October 1st and December 31st
Mid-Year Discussion – between April 1st and June 30th
Evaluation – between October 1st and December 31st
Okay so this is the breakdown when everything is going to need to be done.
Objectives will need to be setup between now and December. Then April 1st you’ll receive notification that you need to do the mid-year discussions and you have until the end of June to get this done. Then October through December all the pmp reviews will need to be done. There are some supervisors that have employees with probationary and special reviews setup so you will be using a different schedule than above to get everything done.
Please remember that we are switching over to the new system so you don’t have access to this for about another week. I’ll everyone when everything is up and running.

16. Performance Review Website
On the website there are instructions for all the processes and here is the link. I’ll this link to everyone also.

17. Questions?