1. My HR Competency-Based Performance Development 101

2. Welcome Competency-Based Performance Development 101 Trainer: Tanya Tourangeau Performance_Development@gov.nt.ca

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

4. 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

5. ePerformance & Competencies

6. How does this apply to current cycle? 15/16 EEs Paper form Managers ePerformance 16/17 EEs* ePerformance Managers ePerformance *Except casuals and teachers under the NWTTA

7. 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.” A 2012 Survey by San Francisco-based rewards and recognition consulting firm, Achievers, reported that 98% of 645 HR managers believe yearly evaluations are not useful.

8. GNWT’s Competency-Based Performance Development Program

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

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

11. 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

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

13. 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.

14. How does the GNWT Competency-Based Performance Program work?

15. Core Competencies GNWT Core Competency Wheel

16. GNWT’s 6 Core Competencies I. Leadership Excellence 1. Authentic Leadership 2. Systems Thinking 3. Engaging Others II.Management Excellence 4. Action Management 5. People Management 6. Sustainable Management

19. Competency-Based Performance Development Annual program that involves: Setting Performance Goals and Objectives Developing a Learning Plan Ongoing Feedback and Coaching Evaluation based on objectives, goals, and competencies

20. 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

21. 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.

22. 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

23. 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

24. 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.

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

27. 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?

28. SMART Goals & Objectives

29. 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.

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

33. 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.

34. Work Objective Objective One: Assist unit in preparing for DIIMS by organizing shared drive folders/documents into ARCS/ORCS file classification by October 2016. Consult with Records Clerk on file definitions & meet with staff regarding their files and the appropriate placement of file.

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

36. GNWT Core Competencies Leadership Excellence Authentic Leadership Systems Thinking Engaging Others Management Excellence Action Management People Management Sustainable Management

37. Employee Job Competencies Core CompetencyJob Competencies Authentic Leadership Takes Responsibility for Own Behavior Contributes to a positive work environment Systems ThinkingLinks operational activities to larger goals Sees patterns when problem solving and decision making Engaging OthersBuilds RapportConnects with others Action Management Gets the work done and accepts change Monitors work towards goals and prepares for change People Management Manages self and works well with others Acts as a key team player and supports learning in others Sustainable Management Uses resources responsiblyIdentifies and advocates for resource effectiveness

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

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

42. 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.

43. 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.

46. 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.

47. Feedback

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

49. 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.

50. Monthly Check-in Example “Let’s talk about how you are progressing with Visa statements. Do you understand the monthly process? Have you viewed the UPK? Have you signed up for the training? Are you coordinating with staff to get their receipts/invoices? What are your next steps” Provide feedback, and coaching if necessary.

51. Constructive Feedback

52. 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, but 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…….”

53. Evaluation

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

55. Evaluate 1.Work Objectives 2.Competencies

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

58. 12 ratings (6 Core Competencies) The ratings of all foundation and growth competencies form the overall performance rating.

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

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

65. 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

66. 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.

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

68. 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.

69. 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

70. ePerformance & Competencies April 2016- mandatory for 16/17 My HR- website for GNWT EEs UPK (HRIS User Manuals) training guides Training- eLearning & Regions

71. Performance_Development@gov.nt.ca Thank you!