Welcome the students. Confirm they’re in the right classroom!!

Welcome to the WV National Guard Technician Performance Appraisal Program!!!
Welcome the students. Confirm they’re in the right classroom!! Introduce yourself and the other instructors.

Administrative Notes Parking Lot Ground Rules Cell phones Breaks
Student Materials - Student Guide - Word Find - NGB 430’s - Note Pads - 3X5 cards Computer - Monitor ON/OFF Switch - Log In / Password - CAC requirement - Use of Microphones Ground Rules - Monitors ON/OFF when directed - Cell phones off or on “stun”

Administrative Notes System access issues: CMSgt Michael Miller DSN / Hierarchy updates/can’t see reporting chain: SGT Andrew Jenkins DSN / PAA support: SGT Jennifer Campbell DSN /

Administrative Notes More information

Course Overview AGENDA Intro to the WVNG Performance Appraisal Program
Learning Goals and Objectives My Biz PAA Overview Writing Effective Critical Elements Writing Effective Self Assessments My Workplace PAA Tool Familiarization Here are the areas that we will be covering today.

S Agenda Time Line ------Begin 0730 -----Break -----Lunch
Due to the fluid nature of conducting hands on / interactive training; we don’t have an established timeline. We will take breaks and lunch as we go. Break End

Learning Goals and Objectives
Log-In and navigate the My Biz/My Workplace & Performance Appraisal Application tools Develop mission objectives and write three (3) critical elements for an employee using Work Center Descriptions or Position Descriptions. Enter the mission objectives and critical elements into the PAA software tool. PG 7

Evaluate whether or not the critical elements satisfy either the SMART or MARST criteria by collaborating with teammates to review, revise, and finalize critical elements. Understand what a Self Assessment is and how to write one. PG 7

End State The Employee/Supervisor J1 HRO
Leave the training today understanding how to develop your performance appraisal for FY-11 with the support of your supervisor/employee. Have an approved performance plan in the Performance Appraisal Application (PAA) on 01 OCT 10. J1 HRO Conduct initial training for technician employees and supervisors on the PAA. On 01 OCT 10, 70% of technician employees have an approved appraisal program in PAA.

Participant Guide Need to Know Nice to Know Where to Go Materials
Need to know – white pages These are your interactive pages. We will be using these as we go along in the course. - Page 4 = Points of Contact - Page 5/6 = Notes - Page 7/8 = “AHA” Items. Those things you pick up today that just amaze you that you didn’t know it or didn’t think about it before! Nice to know – purple This is supporting information as we go along today. It is intended to help you with your steps as you navigate this new program. - Page 57 = MyBiz/MyWorkplace Guide - Page 79 = Employee Guide to PAA - Page 87 = Supervisors Guide to PAA - Page 99 = “The boss’s boss Guide to PAA” Where to go – yellow This area is for reference material. It - Page 107 = Links and Websites - Next you will find a current copy of the TPR 430 and when complete will include an approved copy of the MNNG Regulation which is currently in development. - The Last Yellow Page in the section. Please rip it out of your book and keep that near your work station. Throughout the class please annotate your thoughts about areas of improvement or those items you like and believe we should ensure we maintain in the class. We will ask you to turn this in at the end of the course today.

Human Resource Specialist (Info Sys)
MY WORKPLACE MY BIZ CMSgt Scott Miller Human Resource Specialist (Info Sys)

My Biz – All Technicians have a My Biz account
My Biz – All Technicians have a My Biz account. Think of it as “My Pay” for Personnel actions. My Workplace – All Supervisors will have a My Workplace account. Only those Supervisors that have Technicians as subordinates will need to access the My Workplace Application.

Defense Civilian Personnel Data System (DCPDS)Portal at site: https://compo.dcpds.cpms.osd.mil
You can only be access My Biz / My Workplace from a .mil computer When registering remember: EMPLOYEE ID/USER ID WILL ALWAYS BE YOUR SSN WITH HYPHENS EXAMPLE:

MY WORKPLACE My workplace provides the supervisor the ability to access their employees' personnel-related information. Such as position and assignment data, personnel actions, suspense actions and performance plans.

MY BIZ Provides the technician the ability to access their personnel data and the also change/update certain data items such as; Work Information Training and Education US Fed Language US Fed Ethnicity and Race Category Emergency Contact Information

My Biz and My Workplace are the tools used to access the new Performance Appraisal Application

QUESTIONS?

Implementing the West Virginia National Guard Technician Performance Appraisal Program

Introduction and Overview
Performance Appraisal Program and the “Five Rating Level Evaluation Method” Performance Appraisal Process What Changes What Does Not Change

Performance Appraisal Program
ACTIVITY INDIVIDUAL INDIVIDUAL GROUPS Tell students to: Individually write down two things you’d like to see in a performance appraisal program For example my two are: See the good ole boy system killed Want the two beer lunch brought back Then go into groups and discuss your two things with your group. Assign a group leader – tallest / youngest / whatever Report back the top two for your group GROUPS What things would you like to see in a Performance Appraisal Program? Example: My Two! Good ole boy!

Benefits A performance appraisal system that encourages the fair and equitable evaluation of employees based on performance and results. Program shall provide for employee participation in program development, implementation, and application. A Higher level review ensures equitable and consistent application of, and compliance with, performance management requirements by all subordinate raters. TPR 430, National Guard Technician Performance Appraisal Program: Requires all States to comply with the new TPR 430, the Five Rating Level Evaluation Method Appraisal Cycle: Annually 1 October – 30 September New Terms: some examples – PAA – Performance Appraisal Application Tool Summary Level Pattern: 5 Levels (Level 1 = Unacceptable; thru Level 5 = Outstanding) One Mandatory Interim Review: documented in the Performance Appraisal Application Tool Mandatory Supervisory Critical Element Close Out Assessments: Narrative assessment used in the final annual rating of record. New NGB Form 430, Performance Appraisal: electronically generated in DCPDS, MyBiz/MyWorkplace PG 11

TPR 430 Prescribes a Five Rating Level Evaluation Method Clarifies the procedures, and requirements for documentation of the Performance Appraisal Program Prescribes the use of the New NGB Form 430 (Performance Appraisal), to be used with My Biz & My Workplace The Roles and Responsibilities Take a minute to read this slide – have students read it themselves – we’ll go into more detail in a moment TPR 430, National Guard Technician Performance Appraisal Program: In the back of the booklet Requires all States to comply with the new TPR 430, the Five Rating Level Evaluation Method Appraisal Cycle: Annually 1 October – 30 September New Terms: some examples – PAA – Performance Appraisal Application Tool Summary Level Pattern: 5 Levels (Level 1 = Unacceptable; thru Level 5 = Outstanding) One Mandatory Interim Review: documented in the Performance Appraisal Application Tool Mandatory Supervisory Critical Element Close Out Assessments: Narrative assessment used in the final annual rating of record. New NGB Form 430, Performance Appraisal: electronically generated in DCPDS, MyBiz/MyWorkplace Handout TPR 430 Where To Go PG 12

Critical Element(s) An expression of performance expectations in the performance plan that are linked to the organization’s goal(s) and mission(s). Each employee shall have their work assignments or responsibilities described in their performance plan as a critical element(s).

Five Rating Level Evaluation Method
Rating Critical Elements 5 Outstanding – Outstanding performance in one or more critical element(s) and excellent performance for all other critical element(s). 4 Excellent – Excellent performance in one or more critical elements(s) and fully successful performance for all other critical element(s). 3 Fully Successful – Overall fully successful performance. 2 Marginal – Below fully successful performance for one or more critical element(s), but at least marginal performance for all critical element(s). 1 Unacceptable – Fails to meet at least the marginal performance standard in one or more critical element(s). NR Not Rated – Employee did not have opportunity to perform the critical element because it became obsolete or could not be accomplished due to extenuating circumstances. PG 13

Rating of Record Average Rating Range Rating of Record Rating of Record Descriptor 4.51 to 5.00 5 Outstanding 3.51 to 4.50 4 Excellent 2.51 to 3.50 3 Fully Successful 2.00 to 2.50 2 Marginal 1 on any critical element 1 Unacceptable 3 critical elements are to the benefit to the employee. When averaged together it’s easier to obtain an overall outstanding rating. Example in the book on page Provide examples of average with 4 critical elements and with only 2 critical elements. Example: The old appraisal system you had to have ALL Outstanding (Superior) to get QSI’s. This system makes it easier to get QSI’s & SSP’s. Rating of Record Exercise PG 14

Valued performance will be rewarded What Your Rating of Record Means Performance Rating Employees are eligible to receive… 5 - Outstanding Quality Step Increase Sustained Superior Performance Time Off Award 4 - Excellent 3 - Fully Successful 2 - Marginal Counseling, Mentoring, Coaching Increased Supervisory Assistance 1 - Unacceptable Performance Improvement Plan (PIP) PG 15

Performance Appraisal Process
Planning Higher Level Reviewer Supervisor Employee Supervisor Understands mission Reviews/revises Critical Elements Uses working Critical Element field on form Defines mission Develops Critical Elements Uses working Critical Element field on form Reviews performance plan for equity among employees in same occupation, and salary. Approves performance plan for employee Revises Critical Elements Cuts and pastes into Critical Element field on form F I N A L Basically two processes: Planning & Monitoring, Developing, Rating, Rewarding Monitoring, Developing, Rating, Rewarding Self Assessment Interim Review Performance Appraisal Rating is the basis for personnel actions.

Self Assessment A self assessment is an employee’s narrative description of accomplishments related to the critical elements identified on the employee’s performance plan. The self assessment should provide the supervisor with a clear picture of the employee’s perception of his or her own performance and contributions. Page 20 in booklet

What Changes Annual Appraisal Cycle: 1 October – 30 September HRO recommends at least 3 Critical Elements Mandatory Supervisory “Critical Element” Rating of Record: Level 1 thru Level 5 Mandatory Interim Review Self Assessment New NGB Form 430 (Performance Appraisal) PAA accessed through My Biz and My Workplace What happens between the 6 months time frame (1 April – 1 October) when employees are not rated? A memo has it DoD M, SC430.AP Appraisal Periods ---SC430.AP Performance appraisal programs shall establish an official appraisal period during which performance shall be monitored and for which a rating of record shall be prepared. The programs shall generally designate appraisal periods so that employees shall be provided a rating of record on an annual basis. TPR 430, para 2-1 states: “The appraisal period will be on an annual basis with the appraisal year; normally October 1 through September 30 each year.” *States have the flexibility to establish another appraisal period after negotiating with their bargaining unit. DoD M, SC430.AP Summary Level --- SC430.AP Each performance appraisal program shall provide a method for deriving and assigning a summary level from one, and only one, of the following patterns based on appraisal of performance on critical elements and, where applicable, non-critical elements New Term: PAA – Performance Appraisal Application Tool PG 16

What Does Not Change The Trial & Probationary Ratings and Periods Postponement of Annual Ratings of Record Supervisor Communicating Performance Plans Below Fully Successful or Unacceptable Performance Performance Improvement Plans (PIP) The Appeal Process In the Five Rating Level Evaluation Method - What Does Not Change Trial/Probationary Ratings Postponement of Annual Rating of Record Communicating Performance Plans Below Fully Successful/Unacceptable Performance Performance Improvement Plans Appeal Process PG 17

AHA! Matching Exercise Review and Revisit PG 18
Assign the matching exercise. Give them 3-5 minutes to complete. Then obtain input from the students on the right answers. Ie. “What did you get for benefit”…. Benefit – Higher level review that ensures fair and equitable evaluations for employees based on performance NGB Form 430 – Automated Performance Appraisal form Outstanding – Rating of Record PIP – Unacceptable performance is awarded one of these Regulation – TPR 430 NGT Performance Appraisal Program Self Assessment – Employees narrative of accomplishments Critical Element – An expression of performance expectations in the performance plan Tower – city with the lowest recorded temperature in MN Marginal - Below fully successful performance for one or more critical elements Supervisors Access – My Workplace Employee Access – My biz PG 18

Questoions?

Organizational Goals and Objectives

Planning Higher Level Reviewer Supervisor Employee Supervisor Understands mission Reviews/revises Critical Elements Uses working Critical Element field on form Defines mission Develops Critical Elements Uses working Critical Element field on form Reviews performance plan for equity among employees in same occupation, and salary. Approves performance plan for employee Revises Critical Elements Cuts and pastes into Critical Element field on form F I N A L Earlier this morning you saw this chart when we introduced the overall Performance Management Program to you. We are now going to focus on those areas highlighted in red which are still in the initial planning phase where the employee and supervisor are developing the initial requirements for the upcoming year. Monitoring, Developing, Rating, Rewarding Self Assessment Interim Review Performance Appraisal Rating is the basis for personnel actions.

Developing Mission Objectives Your Organization Your Section Your Objectives
So how do we define our INIDIVIDUAL mission objectives?

Mission Objectives Mission - an operation or duty assignment that is assigned by a higher headquarters Critical Element – an action that, if not accomplished to the specified standard, results in a serious adverse effect upon the organization’s mission accomplishment First we must understand a couple of definitions. For those of you in the operations or maneuver community, the definition of a mission is very similar. The Critical Element is then much like a KEY TASK! If I or We are not successful in accomplishing it, the organization could fail. PG 21

WV Mission Mission: “Provide World Class forces, trained and equipped, to execute Missions for National or State Command Authorities”

…Montani Semper Liberi
WV National Guard: Vision: “Fort West Virginia, the center of the community, where the Nation’s best Soldiers & Airmen live, work & serve; while performing the Nation’s toughest tasks” …Montani Semper Liberi

How our mission objectives flow
West Virginia National Guard Maintenance Group We all receive guidance from a higher authority right? Here in MN we get ours from the Adjutant General correct? Where does he get his guidance? Thus – Guidance is modified and designed to meet our needs here in MN, so the TAG provides his guidance to: J4 DOL – or your Directorate – Department of Logistics (Army) / Group commander (Air) He or she may provide that to the CSMS or Wing Maintenance Group - MXS – Wing maintenance squadron – maintenance facility at the air wing CSMS / Squadron Mechanic

Where do I find the info?? Where do you find the mission / critical elements for your job Use your position description (PD) Supervisor should have your PD Page 69 & 70 in booklet Employees and supervisors need to ensure that this PD reflects the position that you are performing. Supervisors should pay attention to block 20 which certifies that your employee is really performing this PD rather than some other PD or position.

Information for your critical elements
Where do I find the info?? Information for your critical elements Introduction – mission portion of the PAA

PD70752000 Surface Maintenance Mechanic Supervisor
This position is located in the Joint Forces Headquarters—State, Logistics Directorate (J-4), Surface Maintenance Facility. The purpose of this position is to provide overall direction and coordination of subordinate work activities and functions. Participates with management officials in the planning and establishment of long-range work requirements and schedules. Serves as the highest-level subject matter expert in the organization for work accomplished. Work activities and functions are typically controlled through two or more levels of supervision. So as a sample, we have the introduction paragraphs of some supervisors in sequence down to you the employee. Here is COL Parins, who is the shop supervisor for the combined support maintenance shop at Camp Ripley.

PD 70746000 Surface Maintenance Mechanic Supervisor
This position is located in the Joint Forces Headquarters—State, Logistics Directorate (J-4), Surface Maintenance Facility. The purpose of this position is to supervise workers directly or through subordinate leaders and/or supervisors in accomplishing work of the function. Plans work operations of great scope, complexity, and administrative authority. Determines the sequence, priority, and time for performance of operations within the limits of broad work schedules and time limits. Immediately under COL Parins are his subordinate shop supervisors.

PD 70743000 Surface Maint Mechanic Leader
This position is located in the Joint Forces Headquarters—State, Logistics Directorate (J-4), Surface Maintenance Facility. The purpose of this position is to serve as a working leader of three or more Surface Maintenance Mechanics, WG Performs mechanic duties such as maintenance, troubleshooting, repair, inspection, and/or overhaul of a variety of complex combat, tactical, commercial, and special purpose vehicles and equipment having complicated mechanical and non-mechanical systems with a variety of interconnected systems. Within those subordinate shops, we have leads who provide guidance and work objectives and immediate supervision to mechanics on the floor.

PD 70637000 SURFACE MAINT MECHANIC
This position is located in the Joint Forces Headquarters—State, Logistics Directorate (J-4), Surface Maintenance Facility. The purpose of this position is to troubleshoot, repair, maintain, inspect, and/or overhaul a variety of complex combat, tactical, commercial, and special purpose vehicles and equipment having complicated mechanical and non-mechanical systems with a variety of interconnected systems. And we now then have the individual mechanic/employee.

Critical Element(s) An expression of performance expectations in the performance plan that are linked to the organization’s goal(s) and mission(s). Each employee shall have their work assignments or responsibilities described in their performance plan as a critical element(s). Have class read to themselves as a review

TPR 430, Performance Management
Five vs. Three Tier Rating Level Evaluation Method Clarifies the procedures, and requirements for documentation of the Performance Appraisal system Hidden for Rebecca Have groups format a summary of the roles & responsibilities of: HRO / Higher Level Reviewer / Supervisor / Employee TPR 430, National Guard Technician Performance Appraisal Program: (was unacceptable, successful, and superior) Requires all States to comply with the new TPR 430, the Five Rating Level Evaluation Method Appraisal Cycle: Annually 1 October – 30 September New Terms: some examples – PAA – Performance Appraisal Application Tool Summary Level Pattern: 5 Levels (Level 1 = Unacceptable; thru Level 5 = Outstanding) One Mandatory Interim Review: documented in the Performance Appraisal Application Tool Mandatory Supervisory Critical Element Close Out Assessments: Narrative assessment used in the final annual rating of record. New NGB Form 430, Performance Appraisal: electronically generated in DCPDS, MyBiz/MyWorkplace

Planning Higher Level Reviewer Supervisor Employee Supervisor Revises Critical Elements Cuts and pastes into Critical Element field on form Reviews performance plan for equity among employees in same occupation, and salary. Approves performance plan for employee Understands mission Reviews/revises Critical Elements Uses working Critical Element field on form Defines mission Develops Critical Elements Uses working Critical Element field on form F I N A L Hidden for Rebecca The performance rating is a basis for personnel actions to include: Within Grade Increases/Step Increases (5 CFR Parts 531 and 532). Incentive Awards (5 CFR Part 451) Reassignments, Reductions in Grade or Removals (5 CFR Part 430). Promotions (5 CFR Part 335 and TPR 300(335)). Reduction in Force (TPR 300 (351)). Monitoring, Developing, Rating, Rewarding Self Assessment Interim Review Performance Appraisal Rating is the basis for Actions such As awards

Employee’s Responsibilities
For success employees should: _________ in the development of ______ ________ Identify and ______ their accomplishments Participate in _______ _______and the ____ __ ___ ___________ Participate Critical Elements Record Hidden - Rebecca -Participate critical elements Record your accomplishments on your personal journal (electronic or hard copy) Provide self-assessment input at the Interim review and end of year assessments Interim Review End Of Year Assessments

Employee’s Responsibilities
Understanding how your job relates to the success of the organizations goals and mission Hidden Rebecca Fill in the blanks

Rater’s Responsibilities
Ensure employees attend training Develop critical elements aligned to the mission ______________ Provide __________ to employees Foster and ________ excellent performance Address poor performance COMMUNICATE FEEDBACK Hidden Rebecca Critical Elements aligned to the mission goals and objectives Communicate performance expectations to employees and hold them accountable for achieving them Provide employee feedback—at least one interim review REWARD

Higher Level Reviewer Responsibilities
Stay in the performance process goals to subordinate supervisors and consistent application INVOLVED COMMUNICATE Hidden Rebecca Be involved in the performance management process throughout the rating period Ensure equitable and consistent application of, and compliance with, performance management requirements by all subordinate raters EQUITABLE

Requirements for Critical Elements
Critical elements must be linked to the mission HRO recommends a minimum of 3 critical elements All supervisors have a supervisory mandatory ritical element Critical elements must be in either the SMART or MARST format Additional mandatory critical element for supervisors found in TPR 430, page 13, appendix B, B-1.a. MN NG will be providing a different / required critical element in the next few months (MN Specific). Who can tell me what SMART/MARST stands for?? SMART and MARST are the same, but MARST is for WG because of the emphasis on Measurable and SMART is GS with an emphasis on Specific S M A R WG GS T PG 24

Develop Critical Elements Using SMART / MARST Format
SMART / MARST is a framework for developing (and evaluating) Critical Elements SPECIFIC MEASURABLE ALIGNED Think of critical elements as goals Why should our goals/critical elements be SMART? - increases understanding of what is expected/required - gives greatest opportunity for success Example: I’m going to lose weight (what are the chances of success?) I’m going to lose 10 lbs (getting better) I’m going to lose 10 lbs to pass my height/weight requirement I’m going to lose 10 lbs in 3 months to pass my height/weight requirement so I am eligible for promotion REALISTIC / RELEVANT TIMED PG 25

Critical Elements Are Specific
Define an observable action, behavior, or achievement Link to a level of performance, frequency, percentage, or other number Are specific regarding the description of the result (not the activities to achieve that result) Page 47 in workbook has an example with what is Specific in Red Specific: What do you want your employee to accomplish? Make it as clear and specific as you can, so there is no ambiguity about the result. At the end of the year, can you answer the question, “Has he or she achieved this goal?” PG 26

Example “Specific” Critical Element
(Employee Folder) Provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days, for more complex situations an initial response should be given in 5 – 7 business days and updated until resolved. Provides responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. Hidden - Rebecca Specific: What do you want your employee to accomplish? Make it as clear and specific as you can, so there is no ambiguity about the result. At the end of the year, can you answer the question, “Has he or she achieved this goal?”

Critical Elements Are Measurable
Provide a method to allow tracking, recording, and validation of quality of a specific behavior, action, or outcome Define: Quantity (how many) Time (how long) Quality (how good) Resources (how much) M A R S T Page 47 in Workbook has an example of measurable in Red PG 27

Example “Measurable” Critical Element
(Employee Folder) Provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days, for more complex situations an initial response should be given in 5 – 7 business days and updated until resolved. Provides responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. Hidden Rebecca Measurable: What are you going to measure? If you don’t know what you are going to measure, and how you will measure, it is pointless to be specific.

Critical Elements Are Aligned
A direct connection is made between the employee’s work, unit’s goal, and the organization’s mission Critical Elements ensure all are working toward shared goals All critical elements in the organization pull in the same direction Managers/supervisors need understanding of their own goals, objectives and critical elements before they can work with their employees to establish theirs S M A R T M A R S T PG 28

Aligned Critical Element
Provides accurate and timely advice and guidance on an “as needed basis” to headquarter staff and managerial accountants in the field – resolving normal issues/inquiries in less than 7 business days, for more complex situations an initial response should be given within 7 business days and updated until resolved. Provides responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. WV National Guard Vision/Mission Brigade / Airbase Vision/Mission BN / Squadron Vision / Company / Mission Hidden - Rebecca Relevant Team/Section Mission Alignment

Critical Elements Are Realistic/Relevant
Realistic: Goals and objectives achievable with the resources and personnel available, and within the available time Relevant: Goals and objectives are important to the employee & organization Responsibility must be appropriate to employee’s grade S M A R T M A R S T Page 48 in workbook demonstrates aligned and realistic/relevant – not highlighted in red in their book. Below is the verbiage that should be red Realistic/relevant: Is it realistic and relevant? “Realistic” questions whether the critical element is doable and whether it is within the employee’s control. “Relevant” asks whether it is a high priority. GS7 – Under limited supervision provides accurate and timely advice and guidance Prepares responses for supervisor’s review to questions and inquiries GS11 Provides accurate and timely advice Independently prepares responses to questions and inquiries MUST BE APPROPRIATE FOR EMPLOYEE’S GRADE PG 29

“Realistic/Relevant” Examples
(Employee Folder) GS07 – Under limited supervision provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days. Prepares responses for supervisor’s review, to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. GS11 – Provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days, for more complex situations an initial response should be given in 5 – 7 business days and updated until resolved. Independently prepares responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. Hidden - Rebecca Make meaningful performance distinctions among employees. Realistic/relevant: Is it realistic and relevant? “Realistic” questions whether the critical element is doable and whether it is within the employee’s control. “Relevant” asks whether it is a high priority.

Critical Elements Are Timed
Established start and/or end dates are defined Specific dates (e.g., March 15) are preferred over relative descriptions of time (e.g., 6 months) Milestones can be included M A R S T Examples: Specific Time – by December 10 Relative to another event – 6 months after… Recurring – quarterly, bi-weekly Timed: Put in the timeline for expected results. For long-term projects that require more than one rating cycle to accomplish, critical elements should identify what results are expected within the rating cycle PG 30

“Timed” Example Provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days, for more complex situations an initial response should be given in 5 – 7 business days and updated until resolved. Provides responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements. Hidden - Rebecca Timed: Put in the timeline for expected results. For long-term projects that require more than one rating cycle to accomplish, critical elements should identify what results are expected within the rating cycle

Critical Elements vs Task Descriptions
Focus on the results and contribution Describe “what” the person will accomplish Employee responsible for outcome Task Descriptions: Focus on the tasks or activities completed Describe “how” the person will do the work Manager ultimately responsible for the outcome Lets look at the difference between a critical element and a task A task is specific on how to do something. For a critical element, we care about the end result, not the specific details of how we get there What NOT how There is an example on next slike PG 31

Are these SMART/MARST? Complete the installation of 150 new computers in the DOIM Office, by the second week of September. Provide a monthly progress report, with information on completed work and anticipated obstacles, in the last week of each month. Ensure that the DA Form 2062 issuing the new computer to the PC user is signed by the user and forwarded to the Property Book Officer in 2-3 workdays of signature. Chose a group, have the group leader give their response for the first one. See if other groups agree or disagree, discuss if needed and move onto the second one ****Use this slide to also discuss LARGE BUCKET**** Capture the large bucket items – the 75 – 85% of what you actually spend your time doing to accomplish your job. A critical element WILL NOT BE the item you do once a week that takes you 10 minutes. If this project is going to take at least 9 months to accomplish, then they should be 2-3 of the critical elements, however, if this project is only going to take 3 months, all 3 of these should e lumped into one Critical Element PG 32

(When Reviewing the Performance Plan)
Questions to Consider (When Reviewing the Performance Plan) Are the critical elements vague? Can the critical elements be measured or verified? Are the critical elements too complex or unnecessarily long? Does each critical element have a timeline? Do the critical elements emphasize appropriate aspects of the work? Are there too many or too few critical elements? PG 33

Critical Element Exercise 1
Table Top Exercise Critical Element Exercise 1 Using the Example SMART/MARST Critical element found on page of your student guide., And using the descriptions of each of the sub-components of the Critical Element found on pages in your student guide, Have them work in groups and determine if each of the Critical Elements on the next page are SMART. Why are they or why are they not. Allow 15 minutes for them to evaluate all 3. Groups SMART

Critical Element Exercise with
Table Top Exercise Critical Element Exercise with PDs Exercise 1 If they want: Have students break into groups of similar PD’s to write one critical element (Marst/Smart). They may work alone if they want Have them work on 1 Critical Element Tell them we are going to share with the group when done (this will help ensure they actually take it seriously and work on it) Give a good 20 minutes, may need more time, see where everyone is at after 20 min Have volunteers share / record on butcher block (Give a prize, candy or something to those who share) Record a few of the critical elements create in class on the white board. Conduct detailed analysis of those develop in class. - Is it measurable? Is the measurement detailed enough? Is it written at the Success Objective three? Depending on the time, have them work on their other 2 NOW have them enter both of the critical elements they developed for their PD into the PAA system. Large Bucket items? Your PD? What do you do?

Develop Critical Elements Using SMART / MARST Format
SMART / MARST is a framework for developing (and evaluating) Critical Elements SPECIFIC MEASURABLE ALIGNED Think of critical elements as goals Why should our goals/critical elements be SMART? - increases understanding of what is expected/required - gives greatest opportunity for success Example: I’m going to lose weight (what are the chances of success?) I’m going to lose 10 lbs (getting better) I’m going to lose 10 lbs to pass my height/weight requirement I’m going to lose 10 lbs in 3 months to pass my height/weight requirement so I am eligible for promotion REALISTIC / RELEVANT TIMED

Questions?

Writing Effective Self Assessments
Good Afternoon, today we will be talking about Writing Effective Self Assessments. On page 51 in Tech Performance Appraisal Program Booklet

Self Assessment The performance management program establishes a link between the organization’s mission and goals and the individual employee’s contribution to mission and goal accomplishment.

Overview What is a Self Assessment Writing a Self Assessment
How to Identify Significant Accomplishments Helpful Hints - Things not to do Performance Appraisal Application (PAA) tool Journal Application Agenda Discuss the timeline of when you should journal and when it becomes a self assessment. Upon the approval of the performance appraisal plan from employee, supervisor, higher level reviewer: Conduct self assessment: At the interim period (6 months o/a March/April) At the end as an appraisal period (SEP/OCT).

Why Advocate for Myself?
Why should I advocate for myself? Discussion – I’d like you to discuss amongst your table and come up with 2-3 reasons why you should advocate for yourself, is there anything I can clarify?

Advocating for Oneself
Advocating for yourself is an opportunity to: Highlight your most significant achievements. Offer your perspective on your performance. Present details of achievements and obstacles overcome. It is a narrative description of your accomplishments. You will not be rated on your writing skills. Employee self assessment is YOUR opportunity to emphasize your accomplishments. Don’t take this lightly - the information you relay to your supervisor will be vital to your success. You will not be rated on your writing skills. Your self assessment serves to remind your supervisors of your significant accomplishments and provide an opportunity for further discussion between you and your supervisor about your performance. It does not relieve your supervisor of there duties. PG 39

Get Started Review your organization goals and critical elements
Review records of your work ( s, memos, project files, productivity records) PG 39

Establishing a Recording System
folder Word Document Notes on planner or calendar File folder Journal – Tool in the Performance Appraisal Application GO ME! Maintain copies of letters, memos or correspondence which can be referred to a later date. At the end of the week – If there was anything worthy of documenting – I open an , write about the event using the STAR format which we will talk about in a few minutes and then just send it to myself and put it in the folder – it’s my simplest way of staying organized. Word Document – on desktop – just open it up and jot down a few things every couple of weeks. For the people that aren’t always on the computer or don’t always have access – we’ve developed a Self Assessment Document that is easy to use – you could have a folder at your desk or somewhere in your work facility and fill one of the sheets out by hand every couple of weeks or month. ***Journal Tool – supervisor does not have access to look at your journal*** page 77 in booklet Journal writing tip: use bullets with quantifiable data Do a hands on and have students enter info in the journal Self Assessment on page 77 in Tech Performance Appraisal Program Booklet PG 39

Follow the STAR: Situation Task Activity/Action Result PG 39
S: describe the conditions under which you achieved your critical elements T: describe what you did during the year to create the results you achieved A: include additional activity R: what you accomplished, what you produced. Note that soldiers don’t need to take notes. This information is already provided to them in the Nice to Know section of the booklet on page 74 Make sure it relates back to your critical elements. PG 39

Things NOT to Do Position Description Critical Elements
Terms & Acronyms Supervisor Don’t take the sentences directly out of your PD – change it up and make it fit what YOU did. When in doubt – spell it out.

Things to Consider… Highlight performance Make the connection
You don’t want to talk about EVERY detail of your job, just your most significant accomplishments. Always make sure you are making the connection of what you did with how those actions matter to the organization. Make the connection between what was done and WHY those actions matter to the organization. Highlight performance by detailing the most significant achievements for the year.

Significant Accomplishment Characteristics
Difficult Controversial One of a kind First time High visibility Large volumes Short deadlines So, what are you going to write about?? You’re going to take a look at the task or situation and decide whether it fell into any of these categories… Tell soldiers they don’t need to take notes on this because the information is already provided under Characteristics of Significant Accomplishments: found on page 74 in booklet

Writing Self Assessment
Table Top Exercise Writing Self Assessment Exercise 1 Groups SMART

Self Assessment Questions?

MY Workplace / My Biz Performance Appraisal Application (PAA) Inputting the Critical Elements in My Workplace

Overview This Overview focuses on:
Establishing and approving the Performance Plan, Interim Review and Appraisal from within the National Guard Performance Appraisal Application The Employee creates the Performance Plan The Rating Official reviews and approves the Performance Plan The Rating Official transfers to the Higher Level Reviewer for approval The Employee creates an Interim Review The Rating Official reviews and approves the Interim Review The Employee creates a Self Assessment The Rating Official reviews, approves, and rates the employee The Rating Official documents communication to the employee of the rating

Tab Interface Tabs guide you through the process. The tabs are the same for employees, Rating Officials and Higher Level Reviewers. Below are the primary tabs. Select this tab to view and print selected portions or the Performance Plan Select this tab to create, update and view a Performance Plan Select this tab to approve a plan Select this tab to update or view your Plan Details Select this tab to input your Mission Goals Select this tab to input your job objectives

Establishing a Performance Plan - Employee
The Need Help link will give you information on what is available on the page where you are located. To create a new Performance Plan: Select Choose a Plan Type Select National Guard (Title 32) Select Go This table includes information on the status of existing plans. From this screen you can view and update existing plans. From the Main Page the employee can create and review the Performance Plan, transfer a plan in progress to the Rating Official, view and print the entire plan after it is created and track the status of the plan.

Plan Details-Employee
Begin Here From this page the employee can build a new plan, change the Rating Official and Higher Level Reviewer, copy an existing plan or return to Main Page.

Plan Details –Employee
This shows current employee information

Plan Details-Employee
You can change your Rating Official, Higher Level Reviewer or both with one click. When you are done, select the Next button or the Mission Goals tab to build your plan. From this page the employee can transfer the plan to the Rating Official for review once it is established, track progress of the plan, change the appraisal type and date and change the Rating Official and/or Higher Level Reviewer.

Mission Goals-Employee
This page provides information regarding your Organization’s goals and priorities. Either the Rating Official or the employee can provide this information. Select the Next button to continue.

Job Objectives-Employee
This page provides details about the status of the job objectives. The employee may add, update and view the job objectives. Select Add Job Objective button.

The Job Objective Number auto populates You can change the start date to reflect the period of performance You may copy and paste or type your Job Objective On this page the employee may copy and paste from another application or type a job objective. When the employee is done they can Save it, Save and Add Another Job Objective, or Save and Return to the Job Objectives Tab. Repeat this process until all of the job objectives are created. When complete select Save and Return to Job Objectives Tab.

From this page the employee can add weights to the job objectives, update, add or delete a job objective. When your job objectives are complete click on the Next button.

Approvals and Acknowledgments- Employee
This screen details the status of the approval and acknowledgment process. This page displays information regarding the status of the Performance Plan. From this page the employee may complete a step if it is highlighted, transfer the plan to the Rating Official, track progress or return to the Main Page. Select the Transfer to Rating Official button to continue.

Transferring to Rating Official
From this page the employee will transfer the Performance Plan to the Rating Official for review and approval. If the employee sends it using the Transfer to Rating Official with Notification option, the text box appears in the body of an delivered to his/her . The address must be updated in My Biz or My Workplace for this functionality to work.

Select the ‘Return to Previous’ button to continue with the process
Track Progress Select the ‘Return to Previous’ button to continue with the process This page displays the status of the Performance Plan throughout the cycle.

Approving a Performance Plan – Rating Official
To review and approve a performance plan: Select the employee plan. Select Update from the drop down menu. Select the Go button. This table includes information on the status of existing plans. From this screen you can view and update existing plans. From the Main Page, the Rating Official can create, update and review the employee’s Performance Plan, transfer a plan to the employee, view and print the entire plan after it is created and track the status of the plan.

From this page the Rating Official would begin to review the plan. Select the Next button to continue.

From this page the Rating Official would review the Mission Goals. Select the Next button to continue.

60 40 From this page the Rating Official can add weights to the employee’s job objectives. The Rating Official can also update, add or delete a job objective. Select the Update button to continue.

On this page the Rating Official may copy and paste or type a job objective. When the Rating Official is done he may Save it, Save and Update Another Job Objective, or Save and Return to the Job Objectives Tab. The process is repeated until all job objectives have been reviewed. Select the Save and Return to Job Objectives Tab to continue.

From the Approvals and Acknowledgments tab, using Option A, the Rating Official can transfer the plan to the Higher Level Reviewer for review.

Using Option B, the Rating Official can document Higher Level Reviewer concurrence. The Rating Official completes this step once they have reviewed the plan and are ready for second-level review.

Track Progress This page displays the status of the Performance Plan throughout the cycle.

Approving a Performance Plan – Higher Level Reviewer
From this Main Page, the Higher Level Reviewer can review the employee’s Performance Plan, view and print the entire plan after it is created and track the status of the plan. Select the Go button to continue.

On this page the Higher Level Reviewer can review the plan details, track progress or return to the Main Page. Select the Next button to continue.

On this page the Higher Level Reviewer can review the mission goals, track progress or return to the Main Page. Select the Next button to continue.

From the Job Objectives Tab the Higher Level Reviewer can view the job objectives. Select the Next button to continue.

The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Approve button to approve the plan.

Select the Yes button to Approve the Performance Plan.

From the Main Page, the Rating Official can now begin to approve the plan. Select the Go button to continue.

The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Start button to continue.

At this point the Rating Official can document communication to the employee and the acknowledgment, or transfer the plan to the employee to acknowledge.

Select the Yes button to continue to step 4.

The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Start button to continue.

At this point the Rating Official is documenting the acknowledgment of the plan. Select the Save button then transfer the plan to the employee.

Interim Review- Employee
From this page the employee can track progress, change the Rating Official and Higher Level Reviewer or return to the Main Page. At this point, also notice that the Interim Reviews and Annual Appraisal Tabs are now available. Select the Interim Reviews Tab to begin the Interim Review.

From this page the employee can create an Interim Review by selecting the Create Interim Review button.

This is where the employee‘s Self Assessment is input. This is the place where the employee would input the Interim Review Self Assessment for each one of the job objectives.

After the Interim Review Self Assessments have been entered for each job objective, click the Return to Interim Reviews Tab.

From this page the employee transfers the Interim Review to the Rating Official for review and approval. If the employee sends it using the Transfer to Rating Official with Notification option, the text box appears in the body of an delivered to his/her . The address must be updated in My Biz or My Workplace for this functionality to work.

Interim Review- Rating Official
From the Main Page the Rating Official selects Update from the drop down and then the Go button to begin the Interim Review process.

From the Plan Details page the Rating Official would click on the Interim Reviews Tab to view the Self Assessments.

From this page the Rating Official can update or delete the Interim Review, transfer to the employee, track progress or return to the Main Page. Select the Update button to continue.

This is where the Rating Official would put in the Interim Review Assessment and then select the Return to Interim Reviews Tab at the top of the page.

The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Interim Review. Select the Start button to continue.

At this point the Rating Official can document communication to the employee and the acknowledgment, or the Rating Official can transfer it to the employee to acknowledge the Interim Review.

The Rating Official would select Yes if they are ready to document the employee’s acknowledgment.

The Approvals and Acknowledgments Tab displays details about the approval steps of the employee's Performance Plan. Select the Start button to begin.

The Rating Official is documenting the employee’s acknowledgment of the Interim Review. Once documented, click Save to continue.

The Rating Official selects the Return to Interim Reviews Tab button.

The Rating Official selects Transfer to Employee after the Interim Review is complete.

Annual Appraisal- Employee
To begin the Annual Appraisal the employee selects Update and then the Go button.

The employee would then select the Annual Appraisal Tab.

This is where the employee inputs the Self Assessment. This is where the employee would input their Annual Appraisal Self Assessment for each one of their job objectives.

After completing the Self Assessment for each job objective the employee selects the Transfer to Rating Official button.

From this page the employee transfers the Annual Appraisal to the Rating Official for review and approval. If the employee transfers it using the Transfer to Rating Official with Notification option, the text box appears in the body of an delivered to his/her . The address must be updated in My Biz or My Workplace for this functionality to work.

Annual Appraisal- Rating Official
From the Main Page the Rating Official selects Update and then the Go button to begin reviewing the Annual Appraisal Self Assessments.

From the Plan Details Tab the Rating Official selects the Annual Appraisal Tab.

This is where the employee inputs the Self Assessment This is where the Rating Official inputs the assessment This is the location for the Rating Official to input the Annual Appraisal Assessment and the Job Objective Rating. Click on the Rating of Record Tab to continue.

From this page the Rating Official can rate the job objective. You will also see the average score and the Rating of Record. From here the Rating Official will go to the Approvals and Acknowledgment Tab.

From the Approval and Acknowledgments Tab the Rating Official selects the Start button after the Annual Appraisal Assessments are put in for each job objective.

At this point the Rating Official will begin documenting communication to the employee and the acknowledgment of the Annual Appraisal Rating by selecting the Start button.

From this page the Rating Official documents the communication to the employee of the Annual Appraisal.

The Rating Official selects the Yes button to complete the Annual Appraisal.

The Rating Official selects the Print NG Form 430 to print the document.

Reports and Forms From this Main Page the employee, Rating Official, or Higher Level Reviewer can select the Reports/Forms option to begin viewing or printing selectable reports and forms.

Reports and Forms These are the different areas of the form available to print. Until the Annual Appraisal is complete the Form 430 will be a working copy.

Reports and Forms In order to view or print completed appraisals, select Show Completed Plans and Appraisals from the Main Page. From this area you can search by Appraisal Year and print by selecting the printer icon.

Frequently Asked Questions
What is my user-ID/password? The default is your SSN with dashes – you should only need this on your initial login until you register your CAC. Why can’t I see a see a My Workplace link? Do you supervise technicians? If yes, contact HRO to make sure your organization’s hierarchy is correct. If no, you will not have a My Workplace account. Why can’t I see all of my employees? Only technicians will show up in My Workplace. If you have technician employees that aren’t visible, contact HRO for steps on updating your organization’s hierarchy. Why can’t I update my information? To update information you must click the “Update My Information” link. Clicking on “My Information” is view only. Keep hidden – info is in workbook

Contact Information System access issues: CMSgt Michael Miller DSN / Hierarchy updates/can’t see reporting chain: SGT Andrew Jenkins DSN / All contact information is located in the back of the guide

Questions? Is there anything I can clarify for you?
Page 107 in the booklet lists resources unders the J1 HRO sharepoint page. Also contact the classifiers, SFC Wilson or SMSgt Stickney

Snowball Fight Performance Appraisal Program PG pg 53 Exercise:
Have students complete the 4 questions on page 53 of the booklet. Have everyone stand once they have answered the 4 questions. Then have everyone tear out that sheet of paper (page 53), crumple it and throw it at a target. Then have everyone pick up a snowball and read the answers. PG pg 53

Log-In and navigate the My Biz/My Workplace & Performance Appraisal Application tools Develop mission objectives and write three (3) critical elements for an employee using Work Center Descriptions or Position Descriptions. Enter the mission objectives and critical elements into the PAA software tool. PG 7

Evaluate whether or not the critical elements satisfy either the SMART or MARST criteria by collaborating with teammates to review, revise, and finalize critical elements. Understand what a Self Assessment is and how to write one. PG 7

Closing what can we clarify?
Performance Appraisal Program Closing what can we clarify?

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