Presentation on theme: "Annual Self Assessment Workshop for Employees"— Presentation transcript:
1 Annual Self Assessment Workshop for Employees [WELCOME PARTICIPANTS; INTRODUCTIONS.]THIS WORKSHOP IS DESIGNED TO HELP YOU UNDERSTAND THE LABORATORY’S PERFORMANCE AND CAREER MANAGEMENT PROCESS – PMP FOR SHORT. THIS PROCESS IS USED FOR ALL NON-REPRESENTED EMPLOYEES.Annual Self AssessmentWorkshop for EmployeesOCFO 2014
2 What This Session Will Cover Overview of the Performance Management Process (PMP)Annual Performance Review ProcessOverview of FormsAnnual Self Assessment FormYour Next StepsHERE’S WHAT THIS SESSION WILL COVER.FIRST, I’LL PROVIDE AN OVERVIEW OF PMP.THEN, I’LL COVER THE OVERALL ANNUAL PERFORMANCE REVIEW PROCESS AND THE VARIOUS FORMS INCLUDED.THEN, I’LL FOCUS ON THE FORM THAT EMPLOYEES NEED TO COMPLETE: THE SELF ASSESSMENT FORM, WITH EXAMPLES FOR SCIENTISTS AND NON-SCIENTISTS. I’LL ALSO DISCUSS THE OPTIONAL CAREER DEVELOPMENT PLAN FORM THAT YOU MAY WANT TO COMPLETE DEPENDING ON YOUR SITUATION.FINALLY, I’LL TALK ABOUT YOUR NEXT STEPS.
3 Overview of PMP - Objective To help foster performancethat leads to discovery, innovation, efficiencies and resultsLET’S TURN TO THE OVERVIEW OF PMP.IT’S IMPORTANT TO UNDERSTAND THAT THE OBJECTIVE OF PMP IS TO HELP FOSTER PERFORMANCE THAT LEADS TO DISCOVERY, INNOVATION, EFFICIENCIES AND RESULTS.
4 Overview of PMP - Focus on Relationship Need useful, open, and honest discussionsbetween supervisors and employeesAT THE CORE OF PERFORMANCE MANAGEMENT, THERE SHOULD BE USEFUL, OPEN AND HONEST CONVERSATIONS BETWEEN SUPERVISORS AND EMPLOYEES TO CLARIFY WORK EXPECTATIONS AND DISCUSS PERFORMANCE AND CAREER DEVELOPMENT. PMP WAS DESIGNED TO EMPHASIZE THOSE CONVERSATIONS.THESE DISCUSSIONS ARE A SHARED RESPONSIBILITY. IT TAKES BOTH YOU AND YOUR SUPERVISOR TO MAKE THEM MEANINGFUL.
5 Annual Performance Review - Required/Core Elements Performance expectations and goals that align with Lab/Division/group goalsEmployee Self-Assessment – Non Rep Employees OnlyAnnual Performance Review – written and conversation100% completion rate of Annual Performance ReviewsPerformance rating scaleDiscretionary ElementsDivisionDivision and/or position competenciesSupervisorEmployee peer and/or subordinate feedbackCareer development conversationEmployeePMP INCLUDES THE FOLLOWING REQUIRED, CORE ELEMENTS: [REVIEW ELEMENTS.]THE PROCESS WAS ALSO DESIGNED WITH THE FOLLOWING DISCRETIONARY ELEMENTS SINCE OUR DIVISIONS HAVE A VARIETY OF SUCCESSFUL WAYS TO REVIEW PERFORMANCE:EACH DIVISION DECIDES WHETHER TO USE A RATING SCALE IN EVALUATING EMPLOYEES, AND WHETHER TO EVALUATE EMPLOYEES BASED ON COMPETENCIES, WHICH ARE SKILLS, ABILITIES AND OTHER CHARACTERISTICS THAT CONTRIBUTE TO SUCCESSFUL PERFORMANCE. [EXPLAIN WHAT YOUR DIVISION IS DOING.]EACH SUPERVISOR HAS THE OPTION OF OBTAINING FEEDBACK ABOUT EMPLOYEES FROM THEIR PEERS AND/OR SUBORDINATES. PMP INCLUDES A PEER REVIEW FORM FOR THAT PURPOSE. EACH SUPERVISOR ALSO HAS THE OPTION OF CONDUCTING A CAREER DEVELOPMENT CONVERSATION WITH EMPLOYEES, AND PMP INCLUDES A CAREER DEVELOPMENT PLANNING FORM FOR THAT PURPOSE.EACH EMPLOYEE HAS THE OPTION OF INITIATING A CAREER DEVELOPMENT CONVERSATION WITH THE SUPERVISOR IF DESIRED, AND TO COMPLETE THE CAREER DEVELOPMENT PLANNING FORM
6 Overview of Performance Management Process (PMP) PMP Cycle LBNL MissionLab/Division/Group GoalsEmployee Performance & Job Development GoalsEmployee Career Development GoalsMay / JuneAnnual Performance Review Process*Employees complete Self-Assessment*Employees complete/update Career Development Plan (Optional)*Employees propose SMART performance, job development, & career development goalsJanuary/FebruaryMid-Year Performance Discussions*Supervisors summarize performance and progress on goals*Goals revised as neededAugust / SeptemberAnnual Conversation*Supervisors meet with employees to discuss performance and development*Supervisors and employees agree on SMART performance goals for new year*Optional: Employee Career Development FormJune / July*Supervisors complete Annual Performance Review Summary*Supervisors propose SMART performance, job development, & career development goalsOngoing Feedback & CoachingOngoing Feedback & CoachingOngoing Feedback & CoachingOngoing Feedback & Coaching
7 Annual Performance Review - Review and Approval Process Department ManagementJuly- Compare ratings within Departments- Approve reviewsOCFO Key Performance AspectsAdditional Performance FactorsALL EMPLOYEESJob Knowledge & Skills / Technical ExpertiseQuality, ProductivityInterpersonal Effectiveness, Teamwork, Customer ServiceCommunicationsCreativity, Innovation, FlexibilityInitiative, Problem Solving, JudgmentSUPERVISORS & MANAGERSLeadershipManagementPerformance GoalsJob Development Goals - improvementsPerformance relative to peersUnanticipated projectsSpecial projects / assignmentsCustomer feedbackALTHOUGH THE DOE HAS FROZEN INCREASES FOR THIS YEAR, WE ARE REQUIRED BY OUR CONTRACT TO HAVE ANNUAL WRITTEN REVIEWS. AND ALTHOUGH THOSE REVIEWS WILL NOT IMPACT SALARY INCREASES THIS YEAR, THEY WILL BE INCLUDED IN THE RECORDS OF AN EMPLOYEE’S PERFORMANCE AND WILL BE CONSIDERED WHEN SALARY INCREASES BEGIN AGAIN.HERE’S HOW REVIEWS ARE REVIEWED AND APPROVED.DURING JUNE AND JULY, ONCE THE SUPERVISOR COMPLETES AND SUBMITS THE REVIEW, DIVISION MANAGEMENT WILL COMPARE EACH EMPLOYEE’S PERFORMANCE WITH THAT OF HIS OR HER PEERS, CONSIDERING THE FOLLOWING ASPECTS OF PERFORMANCE [REVIEW LIST – ADJUST BASED ON YOUR DIVISION’S SPECIFIC PERFORMANCE CONSIDERATIONS]. IF NEEDED, MANAGEMENT WILL RECOMMEND ADJUSTMENTS TO THE REVIEWS, THEN APPROVE THEM.DURING AUGUST AND SEPTEMBER, DIVISION MANAGEMENT WILL IDENTIFY THE HIGH AND LOW PERFORMERS AND PRESENT THE LISTS TO LABORATORY SENIOR MANAGEMENT. THE LABORATORY WILL THEN REPORT ITS REVIEW COMPLETION RATE TO THE DOE.Division Management- Compare ratings at Division level- Report completions to DOE/UCAugust/September
8 Annual Performance Review – Overview of Forms Combined Self-Assessment /Annual Review Summary Form – Non Rep Employees OnlySelf-Assessment completion required for all non-represented employees5-Rating structureEmployees complete Self-Assessment section and submit via Google Tool by June 13, 2014Represented EmployeesMay complete the PRD Self-Assessment Form – encouraged but not requiredDue via Google Tool by June 13, 2014HERE’S THE NON-SCIENTISTS & NON-ENGINEERS FORM. [POINT OUT THAT THIS FORM HAS A DIFFERENT COLOR AND FEWER SECTIONS TO COMPLETE.]
9 Annual Performance Review – Overview of Forms Career Development Plan FormOptional FormCan submit to supervisor along with Self-AssessmentOpportunity to create a plan for long-term learning and growthFor review and discussion – does not need to go in personnel fileRepresented employees can also use as career development planning toolIN ADDITION TO THE SELF ASSESSMENT, YOU HAVE THE OPTION OF COMPLETING A CAREER DEVELOPMENT PLAN FORM AND PROVIDING IT TO YOUR SUPERVISOR WHEN YOU SUBMIT YOUR SELF ASSESSMENT.CAREER DEVELOPMENT IS MORE PERSONAL TO YOUR LONG-RANGE INTERESTS AND MAY OR MAY NOT INVOLVE THE LABORATORY. SO, IT IS YOUR RESPONSIBILITY TO INITIATE A CAREER DEVELOPMENT CONVERSATION WITH YOUR SUPERVISOR.THIS CAREER DEVELOPMENT PLAN FORM ENABLES YOU TO SET GOALS AND THINK THROUGH SOME ACTIONS FOR YOUR CAREER DEVELOPMENT, SUCH AS EXPLORING A RELATED AREA OF SCIENCE OR ATTENDING A CONFERENCE IN A DIFFERENT FIELD IN SEARCH OF COLLABORATION OR DIFFERENT RESEARCH OPPORTUNITIES.WE ENCOURAGE YOU TO DISCUSS YOUR CAREER DEVELOPMENT PLAN, OR WHICHEVER PARTS ARE APPROPRIATE, WITH YOUR SUPERVISOR. YOU CAN ALSO COPY YOUR GOALS FROM THIS FORM ONTO YOUR SELF ASSESSMENT FORM. IN ADDITION, YOU MAY WANT TO SHARE THIS FORM WITH A MENTOR OR COLLEAGUE WHO HAS EXPERTISE IN CERTAIN AREAS RELEVANT TO YOUR LONG-RANGE INTERESTS.THIS FORM IS OPTIONAL AND FOR YOUR DEVELOPMENT ONLY. IT WILL NOT BE INCLUDED IN YOUR PERSONNEL FILE WITH YOUR PMP REVIEW.ALTERNATIVELY, YOUR SUPERVISOR MAY ASK FOR YOU TO BE PREPARED TO DISCUSS YOUR CAREER DEVELOPMENT INTERESTS DURING YOUR REVIEW CONVERSATION. THIS FORM CAN HELP YOU PREPARE FOR THAT DISCUSSION.
10 Self Assessment Form – Importance / How to Prepare Opportunity to highlight position, professional and career-related accomplishmentsGather information…Last year’s performance review: goals for year being reviewedDownload Separate Guidance Sheet – Non Rep Employees OnlyKey accomplishmentsSpecific examples/comments from customers & peersIdeas for next year’s goalsBEFORE YOU BEGIN COMPLETING THE FORM, YOUR FIRST STEP IS TO GATHER ALL THE INFORMATION YOU’LL NEED, INCLUDING:YOUR PERFORMANCE, JOB DEVELOPMENT AND CAREER DEVELOPMENT (IF ANY) GOALS FOR THE YEAR BEING REVIEWEDANY NOTES OR RECORDS OF YOUR KEY ACCOMPLISHMENTSSPECIFIC EXAMPLES THAT ILLUSTRATE YOUR PERFORMANCE, INCLUDING ANY COMMENTS FROM YOUR CUSTOMERS AND PEERSANY IDEAS YOU MAY HAVE WRITTEN DOWN FOR NEXT YEAR’S GOALSANY NOTES REGARDING ADDITIONAL ISSUES YOU WANT TO DISCUSS
12 Self Assessment Form – Detailed Review This section will be prefilled for you. Verify information.NEXT I’LL REVIEW THE SELF ASSESSMENT FORM IN DETAIL. [HAND OUT FORM.]YOU’LL BEGIN ON PAGE 1 OF THE FORM BY FILLING OUT THE BACKGROUND INFORMATION REQUESTED, INCLUDING YOUR NAME AND SO ON.
13 Self Assessment Form – Goals Section List the goals you were expected to accomplish during the performance year being reviewedCut and paste from last year’s review – that’s it!!If supervisor added additional goals, remember to include themIf goals changed throughout the year, add new ones; explain why goals changedTHE FIRST PART OF THE FORM FOCUSES ON THE PERFORMANCE YEAR BEING REVIEWED.IN SECTION 1, RECAP THE GOALS YOU WERE EXPECTED TO ACCOMPLISH FOR THIS PERFORMANCE YEAR.PERFORMANCE GOALS ARE THE EXPECTATIONS AND GOALS FOR YOUR POSITION.JOB DEVELOPMENT GOALS ARE SKILLS OR DEVELOPMENT NEEDED IN ORDER TO ACHIEVE PERFORMANCE GOALS.CAREER DEVELOPMENT GOALS ARE OPTIONAL, BROADER GOALS FOR YOUR LONG-TERM LEARNING AND GROWTH. YOU OR YOUR SUPERVISOR MAY HAVE INITIATED A CONVERSATION ABOUT CAREER GOALS DURING LAST YEAR’S PERFORMANCE REVIEW CONVERSATION OR SOMETIME DURING THE YEAR.
14 Self Assessment Form – Goals Example Cut and paste (or copy) from last year’s performance review: For Next Performance Year - Employee Goals (Sections 10a and 10b)HERE’S AN EXAMPLE OF HOW MARIE, AN ADMINISTRATIVE SPECIALIST, MIGHT HAVE DESCRIBED HER GOALS.[BRIEFLY REVIEW GOALS. NOTE THAT MARIE INCLUDES SPECIFICS AND DATES WHERE APPLICABLE. POINT OUT THAT HER JOB DEVELOPMENT GOAL INCLUDES A STATEMENT ABOUT HOW SHE WILL APPLY WHAT SHE HAS LEARNED.]
15 Self Assessment Form – Performance Summary Section Highlight key accomplishmentsKeep it simple: should not be a recap of your position description or what you do day-to-dayStart by addressing your performance on last year’s goals:Was the goal completed on time? If not explain why.Self-assess how you performed each goal, including OCFO goals, using the OCFO Performance Review / Ratings Guidelines.How did the accomplishment support or impact Lab/Division/Department goals?Significant accomplishmentsSpecial challengesUnanticipated projects. What was the impact?What are you particularly proud of? Why? What was the impact?Did you improve in any area(s)?Awards: also put in Section 12 of formIN SECTION 2, PERFORMANCE SUMMARY, BRIEFLY DESCRIBE YOUR PERFORMANCE AGAINST GOALS AND MOST SIGNIFICANT ACCOMPLISHMENTS.COMMENT ON THE IMPACT OF THESE ACCOMPLISHMENTS (THE VALUE OF YOUR EFFORTS TO YOUR DEPARTMENT, DIVISION, OR THE LABORATORY AS A WHOLE).ALSO HIGHLIGHT NOTEWORTHY ACCOMPLISHMENTS REGARDING YOUR JOB DEVELOPMENT AND CAREER DEVELOPMENT GOALS, AS WELL AS OTHER ACCOMPLISHMENTS THAT REFLECT ON YOUR PROFESSIONAL OR TECHNICAL STANDING.IF YOU AND YOUR SUPERVISOR DISCUSSED PARTICULAR PERFORMANCE ISSUES THIS YEAR, RECAP THOSE ISSUES ALONG WITH ANY PROGRESS YOU MADE TOWARD IMPROVEMENT.
16 Self Assessment Form – Performance Summary Example The highlighted sections links to goals and describes the impact of the accomplishments.See handouts for additional tips.See example Self-Assessment on HR Performance Management website.HERE’S HOW MARIE, THE ADMINISTRATIVE SPECIALIST, COMPLETED THIS SECTION.FIRST, SHE TIED HER ACHIEVEMENTS TO HER GROUP’S GOAL.THEN, SHE NOT ONLY LISTED WHAT SHE HAD DONE, BUT ALSO INCLUDED FEEDBACK SHE RECEIVED ON HER PERFORMANCE.SHE ALSO COMMENTED ON THE IMPACT OF THE TIME MANAGEMENT WEBINAR SHE HAD TAKEN, INDICATING HOW MUCH TIME IT IS SAVING HER EACH WEEK.
17 Self Assessment Form – Sections 3 - 12 SafetyRequired training completedSignificant accomplishmentsAny safety issues/improvementsAreas of Strength (Optional)Areas for Development (Optional)Laboratory, Professional & Community ServiceLaboratory, division and other committee workProfessional service activitiesCommunity service activitiesOther service-oriented activitiesSupervisory ResponsibilityFor supervisors onlySections 8 – 11 : Not applicable for Operations employeesAwards and HonorsSPOT Awards receivedIN SECTION 3, LIST YOUR MOST NOTEWORTHY SAFETY ACCOMPLISHMENTS. IF YOU AND YOUR SUPERVISOR DISCUSSED PARTICULAR SAFETY ISSUES THIS YEAR, RECAP THEM HERE, ALONG WITH ANY PROGRESS YOU HAVE MADE TOWARD IMPROVEMENT.IN SECTION 4, DESCRIBE YOUR LABORATORY-WIDE, DIVISIONAL, AND OTHER COMMITTEE WORK, PROFESSIONAL AND COMMUNITY SERVICE ACTIVITIES THAT BENEFIT THE LABORATORY AND/OR SCIENCE, AND OTHER SERVICE-ORIENTED ACTIVITIES, SUCH AS TAKING ON EXTRA DUTIES IN A COWORKER’S ABSENCE, MENTORING, OR CONTRIBUTING TO A STAFF MEMBER’S EDUCATION. FOLLOW THE INSTRUCTIONS ON THE GUIDANCE SHEET FOR HOW TO LIST COMMITTEE WORK.
18 Self Assessment Form – Next Performance Year Goals List your recommendations for next year’s goalsUse SMART goalsCategorize your goals by Performance, Job Development, Career DevelopmentUse bulletsIf you wish to have a career development conversation with your supervisor:Complete and submit a Career Development PlanSummarize your career development goals in this sectionTHE NEXT SECTION IS INCLUDED ON BOTH FORMS. IT FOCUSES ON YOUR PERFORMANCE, JOB DEVELOPMENT, AND CAREER DEVELOPMENT GOALS FOR THE NEXT PERFORMANCE YEAR.LIST YOUR RECOMMENDATIONS FOR YOUR PERFORMANCE GOALS AND JOB DEVELOPMENT GOALS.IF YOU WOULD LIKE TO HAVE A CAREER DEVELOPMENT CONVERSATION WITH YOUR SUPERVISOR, COMPLETE AND SUBMIT A CAREER DEVELOPMENT PLAN IN ADDITION TO THIS FORM AND SUMMARIZE YOUR CAREER DEVELOPMENT GOALS IN THIS SECTION.
19 S M A R T Self Assessment Form – Setting SMART Goals Specific—Make goals precise and tangible to provide clear direction.MMeasurable—If you can’t measure it, you can’t manage it. Establish concrete criteria for measuring progress toward attainment of each goal you set, such as quantity, quality, cost.AAchievable—Choose a goal that is attainable given the current skill level, timeframe, and resources.RRealistic—Devise a plan or way of getting there that makes the goal reasonable. Is the goal in line with the needs of the organization? Is the learning curve realistic or too steep?TTime-bound—State the specific time for completion. Is the timeline reasonable?
20 Self Assessment Form – Final Sections Topics for discussion (optional)Changes to dutiesAdvancementConcernsSignatureSigned after meeting and discussion with supervisorAcknowledges receipt of performance review and that discussion took placeTHESE FINAL SECTIONS APPEAR ON BOTH FORMS.YOU HAVE THE OPTION TO LIST ANY TOPICS YOU WISH TO DISCUSS DURING YOUR ANNUAL REVIEW CONVERSATION. THIS MIGHT INCLUDE CHANGES TO YOUR ASSIGNED JOB DUTIES THAT YOU WOULD LIKE YOUR SUPERVISOR TO CONSIDER; YOUR INTEREST IN ADVANCEMENT; A CONCERN THAT YOU WOULD LIKE TO OBTAIN INPUT ON; AND SO ON.NEXT, YOU’LL SIGN AND DATE THE FORM, THEN SUBMIT IT TO YOUR SUPERVISOR.
21 Your Next StepsVisit the OCFO Performance Management Website for forms, guidance sheets, training info, examplesAvailable nowReview ResourcesOCFO PMP websiteHR Perf Mgmt websiteWorkshop handoutsComplete/submit Self AssessmentJune 13, 2014Performance Review Discussion Workshop – for EmployeesOn the Hill – see handouts for schedulePerformance Review Discussion Workshop – for SupervisorsFor more help, visitTuition Reimbursement WorkshopOther Workshops, Assessment Tools, & Online ResourcesSO THAT’S THE SUMMARY OF THE SELF ASSESSMENT AND CAREER DEVELOPMENT PLAN FORMS. THIS WORKSHOP IS THE FIRST STEP TOWARD HELPING YOU UNDERSTAND PMP. HERE ARE THE NEXT STEPS TO TAKE.FIRST, VISIT THE PERFORMANCE MANAGEMENT PAGE FOR FORMS, GUIDANCE SHEETS AND EXAMPLES.THEN, COMPLETE AND SUBMIT YOUR SELF ASSESSMENT TO YOUR SUPERVISOR BY [DATE].NEXT, CONSIDER TAKING THE ANNUAL PERFORMANCE REVIEW DISCUSSION WORKSHOP [INSERT DATES FOR LAB-WIDE OR DIVISION-SPECIFIC SESSIONS].IF YOU NEED MORE HELP, VISIT THE BLI WEBSITE TO CHECK OUT A VARIETY OF WORKSHOPS AND OTHER RESOURCES:IF YOU WANT TO EXPLORE YOUR CAREER DIRECTION, CONSIDER A CAREER PLANNING WORKSHOP. BLI OFFERS TWO OF THESE SESSIONS: ONE FOR SCIENTISTS AND ONE FOR NON-SCIENTISTS.IF YOU’RE CONSIDERING EDUCATIONAL GOALS AS PART OF YOUR DEVELOPMENT, ATTEND ONE OF BLI’S QUARTERLY TUITION REIMBURSEMENT WORKSHOPS TO LEARN HOW THE LABORATORY CAN HELP.ALSO, KEEP IN MIND THAT BLI OFFERS OTHER WORKSHOPS, ASSESSMENT TOOLS, AND ONLINE RESOURCES FOR ADDITIONAL HELP WITH THESE AND A VARIETY OF OTHER TOPICS.
22 Performance Management Page OCFO Website, Human Resources in the OCFO, Performance ManagementLinks to ResourcesPMP Google SiteHR Perf Mgmt websiteGuidance SheetsExamples of written Self AssessmentsExample of Career Development PlanNOW, HERE’S HOW TO OBTAIN THE FORMS AND SUPPORT MATERIALS.GO TO THE LABORATORY’S A TO Z INDEX AND CLICK ON “PERFORMANCE MANAGEMENT.”YOU’LL SEE ALL THE FORMS LISTED IN THE RIGHT-HAND COLUMN. EACH FORM HAS A SEPARATE GUIDANCE SHEET WITH DETAILED INSTRUCTIONS.YOU’LL ALSO SEE EXAMPLES OF COMPLETED SELF ASSESSMENTS FOR BOTH A SCIENTIST AND A NON-SCIENTIST, AS WELL AS AN EXAMPLE OF A COMPLETED CAREER DEVELOPMENT PLAN.JUST DOWNLOAD AND PRINT THE FORMS YOU WANT.
23 Final ThoughtsKey goal is to help you have more meaningful review conversationsWe hope this workshop helps you to prepareThank you for your involvement and support!IN CONCLUSION, A KEY GOAL OF THIS NEW PROCESS AND SUPPORT IS TO HELP YOU HAVE MORE MEANINGFUL ANNUAL PERFORMANCE REVIEW CONVERSATIONS WITH YOUR SUPERVISOR.WE HOPE THIS WORKSHOP HELPS YOU TO EFFECTIVELY COMPLETE YOUR SELF ASSESSMENT SO YOU ARE WELL-PREPARED FOR THIS DISCUSSION.[REMIND PARTICIPANTS TO COMPLETE THE ONLINE EVALUATION FORM.]THANK YOU FOR YOUR INVOLVEMENT AND SUPPORT.