1. Performance Development Plan (PDP) Training
Presented by
The Evergreen State College
Human Resource Services

2. What to Expect from this Training
Supervisors will learn how to…
Complete the PDP forms;
Set work expectations;
Support employees in setting goals; and
Assess work performance.
Employees will learn how to…
Participate in the PDP process; and
Get the most out of performance evaluations.

3. Why do PDPs? Measure/enhance performance;
Foster professional development/career growth;
Set development goals;
Recognize exceptional performance; and
Comply with the Classified Collective Bargaining Agreement.

4. What PDPs are not for
Performance evaluations will not be used to initiate personnel actions such as:
Transfer;
Promotion; or
Discipline.

5. Collective Bargaining Agreement – Performance Evaluations
Article 6.2 Evaluation Process
A. 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. Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter. Notification will be given to a probationary or trial service employee whose work performance is determined to be unsatisfactory.

6. The PDP Forms The PDP is two separate forms Form 1: Planning Phase
To be complete at the beginning of the evaluation period.
Form 2: Assessment Phase
To be completed at the end of the evaluation period.

7. The PDP Forms PDP Instructions
In addition to this training, there are instructions that provide guidance on how and when to complete PDP forms.
The Instructions are located at the Human Resource Services website.

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

9. Filling out the Planning Phase PDP
Preliminary Steps
The supervisor identifies the linkage of employee’s position to organizational mission. This information goes in the Position Linkage With Organizational Mission and Goals space.

10. Filling out the Planning Phase PDP
Preliminary Steps continued
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.

11. 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 to accomplish in order to be successful during the evaluation time period?
The expected results should be stated in measurable or observable terms, to the degree possible.

12. 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 during the spring.
Sarah will continue to provide HR support to people involved in staff recruitments.

13. 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?

14. 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 providing guidance on the Classified and Exempt recruitment processes.

15. 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?

16. 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.

17. Filling out the Planning Phase PDP Training and Development
Employee: Think about what training and/or development would help you perform your job duties.
Supervisor: Have a conversation with the employee about what training and/or development would be beneficial and possible.

18. Filling out the Planning Phase PDP Goals and Opportunities
Goal setting should be a collaborative process between employee and supervisor;
Keep goals job related;
Motivate employees to identifying appropriate goals; and
Encourage employees to prioritize their goals.

19. 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?

20. 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.

21. Filling out the Planning Phase PDP
Section 2: Acknowledgment and Filing
Part 1: Acknowledgment of Performance Plan
The supervisor and employee sign Section 2, Part 1 to record that they have discussed the Planning Phase PDP at the beginning of the performance period.

22. Filling out the Planning Phase PDP
Section 2: Acknowledgment and Filing
Part 2: Filing
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 official personnel file in Human Resource Services.

23. Form 2: Assessment Phase
Performance Assessment

24. Filling out the Assessment Phase PDP
Preliminary Steps
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.

25. 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.

26. 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.

27. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
A. Key Results Assessment
To what degree did the employee accomplish the expected results and how well were they done?

28. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
A. Key Results Assessment
Examples of Results Expected:
Sarah successfully prepared a PDP PowerPoint and gave a well attended training that got great feedback.
Sarah consistently provided excellent support to several recruitments which resulted in successful hires.

29. 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?

30. 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 demonstrated good information delivery skills when using PowerPoint to develop a PDP training presentation.
Sarah continued to demonstrate remarkable communication skills when conducting recruitments.

31. 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?

32. 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.

33. Filling out the Assessment Phase PDP
Section 1: Performance Assessment
Part 2: Performance Feedback
D. Other Performance Feedback
Other relevant information may be included in this part such as: special achievements, comments about strong performance under unanticipated difficult work place circumstances, etc.

34. 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.
Sarah demonstrated excellent turnaround time when working on recruitments.

35. 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.

36. 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.

37. 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 official personnel file in Human Resource Services.

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

39. Sample PDP Timelines New Hire (Probationary Period):
Employee is hired on January 1st and the Planning Phase PDP is completed right away.
Prior to June 30th the Assessment Phase PDP is completed. A new Planning Phase PDP should be done at that time.
The following June, the Assessment Phase PDP is completed and a new Planning Phase PDP is completed.
What happens the following June?

40. Sample PDP Timelines
Q. What are the timelines for employees serving Trial Service or Transition Review periods?
A. It depends!
While the steps in the Performance Review process and the forms are the same for each period, the length of time varies! Work with Human Resource Services to make sure you are correctly following the current CBA.

41. Update Job Descriptions
Job descriptions should be updated any time there is a change to:
Essential Job Functions;
Knowledge, Skills and Abilities;
Desired Qualifications; or
Conditions of Employment.
If the job description is revised during the PDP process, attached the revised job description to the PDP submitted to Human Resource Services.

42. Suggestions
Fill out the PDP forms electronically. The fields within the form will expand automatically as you type.
Use Outlook to set up reminders for each phase of the Performance Evaluation process.
Other suggestions from the group?

43. Remember to do Performance Development Plans!
The supervisor will discuss the evaluation with the employee;
The employee must have an opportunity to provide feedback on the evaluation;
Keep job descriptions up to date; and
Remember to do Performance Development Plans!

44. Questions / Discussion