My HR Competency-Based Performance Development 101

Welcome Competency-Based Performance Development 101 Trainer: Tanya Tourangeau

Competencies 101 ePerformance Competency-Based Performance Development 101 Employee Development & Workforce Planning Training HRIS System Training

Learning Outcomes Develop your understanding and awareness of Competency-Based Performance Development Understand the annual cycle and your role in it Understand how Competency-Based Performance Development assists in career advancement and succession planning

ePerformance & Competencies

How does this apply to current cycle? 15/16 EEs Paper form Managers ePerformance 16/17 EEs* ePerformance Managers ePerformance Except Casuals & Teachers under the NWTTA

Does this sound familiar? “I hate performance reviews!” “My boss doesn’t know what I do.” “I never get any feedback.” “I don’t know what I am being rated on.” “Performance reviews don’t have any effect on my actual performance.”

GNWT’s Competency-Based Performance Development Program

The Roll Out of CBPD Phase 1: Senior Management 2013/2014 Phase 2: Supervisors & Managers 2014/2015 introducedePerformance Phase 3: All Employees 2016/2017

Performance Development Performance development is a broad term that includes performance management and employee development.

Benefits to the Employee:  Employees will know what the job truly entails  Know what competencies need to develop for job success & career advancement  Brings fairness and objectivity into the performance evaluation process

Benefits to the Supervisor: Increases team performance Gives more opportunity to focus on feedback and coaching Evaluations are aligned to expectations and performance throughout the year

Benefits to the GNWT  Increases employee productivity  Increases employee engagement  Reduces costs related to turnover  Contributes to employee retention  Develops employees for succession plans  Provides measures of performance required to meet program, division, department and GNWT goals

How does the GNWT Competency-Based Performance Program work?

Core Competencies GNWT Core Competency Wheel

Competency-Based Performance Development Annual program that involves: Setting Work Objectives Developing a Learning Plan – Learning Goals Communication - Ongoing Feedback & Coaching Evaluation based on objectives, and competencies

Annual Cycle DatesCompetency- Based Performance Development Activities April 1 st Previous Year Ends. Employee can proceed to complete Self-Evaluation. April 15 th Supervisor completes Manager Evaluation May 1 st Employee and Manager meet to review Performance Document May 15 th Employee, Supervisor, and Senior Level all approve Performance Document June 1 st New Fiscal Year Objectives, Competencies, and Learning Plan Goals entered into ePerformance June 30 th Previous Year’s Performance Document must be completed. June – September Regular feedback and check-ins Sept. – November Mid-Year Check In Dec. – March Regular feedback and check-ins April 1 st Previous Year Ends. Employee can proceed to complete Self-Evaluation

Seasonal Cycle DatesCompetency- Based Performance Development Activities Season StartsNew Season Objectives, Competencies, and Learning Plan Goals entered into ePerformance Month 1-2Regular feedback and check-ins Mid-SeasonMid-Season Check In Month 3-4Regular feedback and check-ins Season EndsPrevious Season Ends. Employee can proceed to complete Self- Evaluation, Supervisor to complete Manager Evaluation.

Mid-Year – New Employee DatesCompetency- Based Performance Development Activities Starts New Position October 1st New Position Objectives, Competencies, and Learning Plan Goals entered into ePerformance Month 1-2 (Nov. & Dec.)Regular feedback and check-ins Mid-Term (January)Mid-Term Check In Month 5-6 (February – March)Regular feedback and check-ins March 31 st Previous Year Ends. Employee can proceed to complete Self-Evaluation

Mid-Year – Exiting Employee DatesCompetency- Based Performance Development Activities April 1stNew Position Objectives, Competencies, and Learning Plan Goals entered into ePerformance Month 1-2 (May & June)Regular feedback and check-ins Mid-Term (July)Mid-Term Check In Month 5-6 (August – September)Regular feedback and check-ins October 1stEmployment ends. Employee can proceed to complete Self-Evaluation

Summary of Cycle Set Objectives: What, How, and by When. Define Learning Goals: What competency is being developed or objective is supported, how learning occur, and by when. Provide Feedback and Coaching: Advice from supervisor on what has been done well and what can improved on to be more successful Assess Performance: Employee completes Self- Evaluation and Supervisor completes Manager Evaluation.

Competency-based Performance Development Starting Point Performance Document Created in PeopleSoft

ePerformance Path How to see your documents: Self-Service > Performance Management > Performance Documents > Current Documents How to see your employees documents: Manager Self-Service > Performance Management > Performance Documents > Current Documents

ePerformance Step 1 Complete: Work Objectives Review Competencies Learning Goals (optional)

Goals & Objectives What? Exactly what should the employee be trying to accomplish this fiscal year? How? How will he or she achieve this? When? By when, or how quickly?

SMART Goals & Objectives

Well-written work objectives: Allow employees to understand what is expected of them Enable supervisors to readily observe, document and coach employees on an ongoing basis Provide employees with a means of self-measuring performance Allow for an accurate comparison of what was done and what was expected

Let’s Apply! Using the Administrative Assistant Job Description as guidance, let’s view two work objectives.

Responsibilities: 1.Provides admin support to JE&OD unit… 2.Provides unit-specific administrative support. 3.*Provides records management and maintenance for the unit’s files… 4.*Provides financial support activities for the unit, ensuring timely payments.

Work Objective Objective One: Assist unit in preparing for DIIMS by organizing shared drive folders/documents into ARCS/ORCS file classification by October Consult with Records Clerk on file definitions & meet with staff regarding their files and the appropriate placement of the files.

Work Objective Objective Two: Assist unit in organizing expenses by coordinating the timely completion of the monthly reconciliation of Visa statements.

Learning Plans Learning goals that are: Job-specific and/or Career advancing

Establishing a Learning Plan 1.Identify a Learning Goal, the Competency (core or general) to be developed or work objective to achieve; 2.Identify the learning experience needed to develop that ability; and 3.Identify the support required to develop and apply that ability.

Learning Plan Goal Example In support of successfully achieving objective one, complete Records Tool Box training within the next three months in the LDC. In support of successfully achieving objective two, view SAM UPKs this week & complete SAM & Visa One training within the next three months.

Step 1 complete Once the Employee enters the goals and objectives, the Supervisor completes the step. Only a Supervisor can re-open this step to allow for the objectives and/or goals to be updated. If no updates are required, Step 2 (evaluation) doesn’t occur until fiscal year end / season ends/ or term ends.

Feedback

Why give Feedback? Provides recognition for work successfully completed Helps employees identify areas for improvement Boost confidence and motivates towards improvement

Monthly Check-in Example “Let’s talk about how you are progressing with ORCS/ARCS. Where are you at? Do you understand the file definitions? Who have you consulted with? Are the folders renamed using the file classification outlined for our Unit? What are your next steps?” Provide feedback, and coaching if necessary.

Constructive Feedback

Constructive Feedback Example “Thank you for providing the update about where you are at with meeting your objectives. You have been here for 4 months & I am aware you have made connections with your co-workers and your demonstrating behaviours in taking responsibility for your own behaviour job competency; still, you haven’t progressed as far I hoped you would with ORCS/ARCS. I appreciate your effort but I would like to help you in achieving the objective outlined in your performance document…….”

Evaluation

ePerformance Step 2 Employee: Completes Self-evaluation Supervisor: Completes Manager Evaluation

12 ratings (6 Core Competencies) The ratings of all foundation and growth competencies form the overall performance rating.

Competency Ratings RatingDefinition Does not meetEmployee hasn’t demonstrated behaviours defined in competency. DevelopingEmployee partially demonstrates behaviours defined in competency. MeetsEmployee demonstrates all behaviours defined in competency. ExceedsEmployee demonstrates all behaviours defined in competency and frequently exceeds expectations.

Step 3 & 4 Review Meeting Held (3) Employee Acknowledgement (4) Reviewing and clicking buttons in ePerformance

Step 5 & 6 Supervisor Submits (5) Supervisor’s Supervisor Approves (6) Reviewing and clicking buttons in ePerformance

Set Objectives, Competencies, & Learning Goals Regular Check- ins and Feedback Mid-year Review Regular Check- ins and Feedback Year-end Evaluation Competency- based Performance Development Annual Cycle

Career Advancement Employees are encouraged identify their career aspirations within their Performance Document. Supervisors can provide guidance by discussing the competencies that need to be developed to be successful and achieve desired position by referencing the Competency Model.

Succession Planning By effectively setting & evaluating objectives, competencies, and learning goals, Supervisors can help develop employees to fill expected, upcoming vacancies.

Responsibilities Solicit feedback from supervisor, clarify feedback, ask for additional direction or examples if necessary Be prepared to discuss goals/objectives from performance document in ePerformance Discuss accomplishments and areas of difficulty Conduct self-evaluation against role expectation and goals at year end/season end/ term end.

Responsibilities Set SMART work objectives and explain how core competencies fit into the employee’s role Make the time to meet with employees Give honest, direct feedback Ask the employee if they are having any issues and help them overcome obstacles they are encountering by coaching them

ePerformance & Competencies April mandatory for 16/17 My HR- website for GNWT EEs UPK (HRIS User Manuals) training guides Training- eLearning & Regions

Thank you!