1. Welcome to the Writing Performance Plan Elements & Standards Workshop

2. 2 Workshop Objectives Clarify the supervisor’s responsibilities under the revised Performance Appraisal System Develop skill in writing performance plans that – include elements that are tied to the Institution’s strategic goals – include a clear description of the Successful level of performance, including meaningful, achievable, measurable, and fair standards – as an option, include a clear description of the Outstanding level of performance

3. 3 Ground Rules Willingness to listen and participate Agree to maintain confidentiality of issues discussed Ask questions if unclear Cell phones and Blackberries off or on vibrate Any Others?

4. 4 Background Changes reflect Smithsonian desire to make performance appraisal program meaningful Changes reflect the direction that the Federal government is taking (President’s Management Agenda) Changes reflect recommendations of SI’s Performance Appraisal Committee

5. 5 Plans: Sets Goals & Measures Monitors: Measures and Provides Feedback Develops: Trains; Addresses Poor Performance Rates: Summarizes Performance Rewards: Recognizes And Rewards Good Performance Performance Management’s Five Key Components

6. 6 Supervisor Responsibilities Include employee in the development of their Performance Plan Ensure completion of Performance Plans and Appraisals within specified timeframes Provide specific and fair feedback based on the performance standards Provide employees with opportunities to enhance skill and knowledge Encourage employees to stretch to perform at higher levels

7. 7 All Elements of Performance Plans Must Link to the Smithsonian Institution’s Strategic Goals Goal 1: Increased Public Engagement: Diffusion of Knowledge Goal 2: Strengthen Research: Increase of Knowledge Goal 3: Enhanced Management Excellence Goal 4: Greater Financial Strength Employees see the connection between their work and the goals and mission of the Institution

8. 8 A Performance Element is a major task, goal or responsibility of an employee’s position A Critical Element is defined as being a work task or responsibility of such importance that unacceptable performance would result in a performance rating of Unacceptable. Critical elements must describe work that is within the employee’s control. Critical elements cannot describe a group’s performance.

9. 9 Good Elements Tie to Strategic Goals Tie to Position Description Are succinct (usually not more that one line) Are clear and understandable Do not include measures or standards

10. 10 Sample Elements Supervision and Guidance Funds Management Customer Service Designs for Capital Improvements and Operation Changes Liaison to U.S. Congress and Executive Branch

11. 11 Accurate and Fair Appraisals Help Ensure High Performance Employee appraisals are used to Recognize top performers Identify developmental needs Identify and address deficiencies in performance The basis of fair and accurate appraisals is meaningful, achievable, measurable, and fair standards

12. 12 Performance Rating System Changed to Four Rating Levels Successful: Meets Expectations Highly Successful: Frequently Exceeds Expectations Outstanding: Consistently Exceeds Expectations ********************************************************************* Unacceptable: Does not perform at acceptable level on one or more elements

13. 13 Successful—Meets Expectations Tasks and accomplishments are completed in a successful manner and reflect considerable skill and efficiency Timeframes are met or occasionally exceeded. Accomplishments directly contribute to meeting organizational goals.

14. 14 Highly Successful—Frequently Exceeds Expectations Tasks and accomplishments are often completed in advance of timeframes. Due to the individual’s initiative and foresight, accomplishments regularly extend beyond the described element or assignment and significantly contribute to exceeding organizational goals.

15. 15 Outstanding--Consistently Exceeds Expectations Performance requirements are consistently surpassed and completed in advance of timeframes. Due to individual’s leadership, initiative, and/or creativity, accomplishments consistently extend beyond the expected outcomes and results. Accomplishments have a direct and significant impact on exceeding organizational goals and establishing new directions, priorities, or work processes

16. 16 Unacceptable Does not perform at acceptable level on one or more elements Work at this level of performance should be discussed with the employee as soon as possible and steps taken to improve performance

17. 17 A Performance Standard is a work requirement that identifies the measures that will be used to evaluate performance. Performance standards must be objective, measurable, and clearly describe and communicate the results that must be achieved in order to meet expectations.. At a minimum, every performance element must have performance standards written at the “Successful” level.

18. 18 Good Standards Are credible, balanced, and fair Are verifiable: describe how the element is going to be measured Measures relate to quantity, timeliness, quality, cost effectiveness, customer satisfaction, innovation, or initiative Are clearly written, using bullets where possible Are succinct (not more that 10-15 words) Equitable and reflect the level of position description Achievable and are within the control of the employee Include objectives and activities of the current year Limited to 5-7 per element

19. 19 Example of Standards: Successful Element: Customer Service Usually communicates clearly, courteously, and effectively with customers (quality) Routinely responds to customers requests with the most accurate and complete information available (completeness) Telephone calls are returned within 3 business days; emails are responded to within 5 business days; formal written correspondence is prepared within 10 business days (time)

20. 20 Example of Standards: Successful Element: Customer Service Whenever possible, elicits customer feedback to improve service (initiative) If cannot immediately answer question, provides follow-up within 3 business days (time) If question requires additional research, keeps customer apprised of progress (quality)

21. 21 Example of Standard: Outstanding Element: Customer Service Exceeds Successful Standard plus two of the following occur Frequently receives praise and/or written commendations from customers On own initiative, assumes and accomplishes a significant amount of work beyond the normal load of assigned duties to achieve customer satisfaction

22. 22 Example of Standard: Outstanding Element: Customer Service Proactively communicates with customer to establish good working relationship and assess customer needs Consistently demonstrates in-depth knowledge of customer programs

23. 23 Group Practice Select one of the elements previously discussed Using the criteria and descriptions above, work together to generate a description of ‘Successful’ performance for this element Work together to generate a description of ‘Outstanding” for this element

24. 24 Group Practice Use Element: Supervision and Guidance Work together to generate a description of ‘Successful’ performance and then Outstanding performance

25. 25 Example of Standards: Successful Element: Supervision and Guidance 60-80% of employees achieve the goals and objectives established in their performance plans Requires little intervention in carrying out daily responsibilities Ensures that employees follow required regulations PAS is executed within established timeframes and according to policy

26. 26 Example of Standards: Outstanding Element: Supervision and Guidance Exceeds Successful Standards plus 2 of the following Over 90% of employees achieve the goals and objectives established in their performance plans Provides mentoring to peers or new supervisors Often identifies and implements suggestions for process improvement Assists another group in achieving its goals without lessening own group’s achievements

27. 27 Writing Standards Practice Work with another person to write a description of the Successful and Outstanding level for an element of one of your employees. The partners should assist each other by asking the “Questions to Consider” and helping to explore the position and element from different perspectives

28. 28 Questions to Consider What does ‘doing’ the job look like? What are the customer’s expectations? What are some examples of the expected behavior? How could someone improve on a process? What’s an example of extraordinary service or an outstanding product? What would ‘wow’ a customer? What could someone do to contribute to the exceeding of the Institution’s goals? What’s an example of when someone did this? How can you measure and capture these results?

29. 29 Supervisor Steps to a Successful Performance Plan Conversation Find a comfortable and neutral setting Clearly state the intent of the conversation: to include their input into the Plan Make the employees feel heard and respected Use active listening skills Seek to understand employee’s point of view Be engaged in the process Be open to feedback….ask for it Use specific examples to support positions Identify specific actions and timeframes for the future

30. 30 Elements of an Appraisal Conversation Clear statement and understanding of purpose of meeting Clear description of current performance level for each element as it relates to the Performance Standards Specific examples that support rating Constructive suggestions for development Reinforcement of positive contribution

31. 31 Development Requirement As part of performance summary Rating officials must note at least two constructive suggestions or strategies to assist the employee in enhancing current performance or reaching new goals. This can include identifying goals for individual development or milestones for potential career growth

32. 32 Summary of Key Points Supervisors are responsible for completing Performance Plans and Appraisals within specified timeframes Performance Plans Must – include elements that are tied to the Institution’s strategic goals – include a clear description of the Successful level of performance, including meaningful, achievable, measurable, and fair standards – as an option, include a clear description of the Outstanding level of performance

33. 33 Supervisor Support What resources would help you in writing Performance Plan elements and standards? What follow-up training would be useful?

34. 34 Any Questions?

35. 35 Please Complete the Evaluation Form Thank You