Welcome to the Performance Appraisal System Update.

Welcome to the

Performance

Appraisal

System Update

Purpose

To present and explain changes to the Smithsonian Institution’s Performance Appraisal System by focusing on Four Key Messages

For copy of slides and related documentation:

http://ohrweb.si.edu/docs/pm.htm

Key Message One: We are Changing the Performance Management System to Ensure that the Smithsonian Institution Excels in Achieving its Mission:

Create a results oriented performance culture that helps employees understand and carry out their role in the achievement of the organization’s strategic goals

Create a process for managers and employees to receive accurate and constructive feedback on their performance in order to develop the skills and knowledge needed to successfully excel in carrying out their assignments and responsibilities

Key Message One

Impact

Allows individual units to establish milestones and measures to track their progress on program performance goals that contribute toward achievement of the Institution’s mission and strategic goals

Holds supervisors accountable for administration of the Performance Appraisal System by basing their rating on how successful they are in completing the plans of their employees

Clearer understanding of how an employee’s effort contributes to the achievement of unit and Institution’s strategic goals

Key Message Two: All Elements of Performance Plans Must Link to the Smithsonian Institution’s Strategic Goals

Goal 1: Increased Public Engagement: Diffusion of Knowledge: Enlarge the Smithsonian’s audience and improve the quality of its impact on its audience

Goal 2: Strengthen Research: Increase of Knowledge: Pursue scientific advances, discovery, and scholarship in the natural and physical sciences, arts, humanities, and social sciences

Goal 3: Enhanced Management Excellence: Modernize management systems by bringing each of them to a level of quality and sophistication appropriate to an organization of the size and complexity of the Institution

Goal 4: Greater Financial Strength: Provide financial support essential to achieving the Institution’s goals

Key Message Two

More about Performance Plans

Elements of Performance Plans describe primary duties

Elements are appropriate to description and level of position

Non-critical elements are no longer in Performance Plans

Plans reviewed annually to note any changes in element expectations

Plans include measures or standards that are credible, achievable, and fair

Plans clearly describe the Successful level of performance

Managers are encouraged to also write a description of the Outstanding level of performance

All manager and supervisor plans include an element addressing managerial or supervisory responsibilities, including accountability for the performance of their employees

Key Message Three: Accurate and Fair Appraisals Help Ensure High Performance

Employee appraisals are used as a basis for

Recognizing top performers Identifying developmental needs Identifying and addressing deficiencies in

performance

Key Message ThreeLinking plans to goals and creating more measurable standards will result in the following:

“Successful” level seen as a positive rating Employees will receive feedback that will lead to

growth in job-related skills Increased motivation to perform at higher level Poor performance will be addressed Increased morale based on realistic ratings and

connection to Smithsonian goals

Key Message Four: System provides for formal and informal communication between employees and supervisors throughout the year

Employees are involved in the development of their Plans

Employees must receive at least one progress review during the performance appraisal period

If at any time during the rating cycle an employee’s performance on any element is in danger of falling below the Successful level, the rating official must take remedial action to assist the employee in improving his/her performance

Unit performance expectations are communicated through performance plans and employee ratings impact overall unit performance

Management exercises accountability and oversight for individual and organizational performance

Key Message FourPerformance 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

Key Message Four 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.

Key Message Four 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.

Key Message FourOutstanding--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

Key Message Four

Unacceptable

Does not perform at acceptable level on one or more elements

Appraisal Process

Appraisal period begins October 1 and ends September 30 of the following year

The supervisor rates each performance element based on the

level of accomplishment

Ratings reflect consistent performance of standards

Each of the four performance levels is assigned a weight of 0-3

The average weight of all elements is the summary rating, unless any element is rated “Unacceptable”

If any element is rated “Unacceptable”, then the summary rating must be “Unacceptable” regardless of numeric average

Summary Rating Example

Numeric value of ratings Summary Conversion Table 0 – Unacceptable 1.0– 1.5 = Successful 1 – Successful 1.6– 2.5 = Highly Successful 2 – Highly Successful 2.6– 3.0 = Outstanding 3 – Outstanding

Employee receives the following appraisal: Performance Element #1 – Successful (1 point) Performance Element #2 – Highly Successful (2 points) Performance Element #3 – Highly Successful (2 points) Performance Element #4 – Successful (1 point) Numeric score is 6. This score is divided by the number of performance

elements (4) which gives the summary rating of 1.5. This converts to a summary rating of Successful.

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

Employee Responsibilities

Participate in the development of their Performance Plan

Perform assignments in a skillful and efficient manner

Seek opportunities to enhance skill and knowledge

Stretch to perform at higher levels

Supervisor Responsibilities

Include employee in the development of their Performance Plan

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

Frequently Asked Questions

Q: How will the changes affect Cost-of-Living, Within-Grade, or Quality Step increases?

A: All employees will receive a Cost-of-Living increase. Within-Grade increases will be approved if an employee’s performance is Successful or above. Quality Step increases require that the most recent rating of record is an Outstanding

Frequently Asked Questions

Q: How will the changes affect Cost-of-Living adjustments and Merit Salary Increases for Trust employees?

A: Trust employees will receive the Cost-of-Living adjustment as approved by the Smithsonian. Employees will be eligible to receive Merit Salary Increases based on a rating of Successful or above and the availability of funding. Two step Merit Salary Increases require that the most recent appraisal rating is an Outstanding

Frequently Asked Questions

Q: How will Performance Awards be affected by these changes?

A: A Performance Award is a one-time lump sum cash award based on an employee’s performance and may be given to an employee whose summary rating is at the Highly Successful level or above

Frequently Asked Questions

Q: What happens if an employee’s performance falls below acceptable?

A: If at any time during the performance cycle, the supervisor determines that the employee’s performance is unacceptable for any element, a Performance Improvement Plan (PIP) must be prepared and communicated to the employee.

The PIP must allow 30 days for the employee to demonstrate acceptable performance.

Frequently Asked Questions

Q: How will I be evaluated for 2006

A: Employees will be evaluated using the performance plan that was established in the outgoing performance appraisal system.

Frequently Asked Questions

Q: When will the Performance Plans for 2007 be due?

A: Supervisors are responsible for having the 2007 Performance Plans in place within 60 days of doing the 2006 appraisal.

Next Steps

Half day training workshops will be offered to all supervisors throughout the Smithsonian Institution beginning in October.

For further information on performance management: http://ohrweb.si.edu/docs/pm.htm

Summary

Changes to the Performance Appraisal System will help ensure the Institution achieves its mission

Performance elements link to Strategic Goals

Clear measurable standards and accurate and fair appraisals help ensure high performance

Employee-Supervisor communication is critical to a successful implementation of these changes

Any Questions?

Please Complete the Evaluation Form -

Thank You