1. ePerformance for Managers OPB
State Personnel Administration
ePerformance for Managers OPB

2. Welcome

3. The Georgia Performance Management Process

4. Course Overview
This course presents managers with an overview of the fundamentals of the Georgia Performance Management Process, including a familiarization with the functions aligned with use of the ePerformance tool for managing employee performance.

5. Course Information Course is full day 9:00 a.m. – 12 p.m.
Breaks as needed
Course materials are provided
Georgia Performance Management Overview
General Timeline
Job Aids
In-class demonstration
ePerformance tool

6. Agenda Introductions Overview Pre-Planning Process Create Documents
Planning Phase
Evaluation Phase
Resources
Assistance
Questions

7. ePerformance System Admin Training Introductions
Georgia Performance Management Process 2009 7 7

8. Introductions
Name
Agency
Expectations

9. ePerformance System Admin Training Overview
Georgia Performance Management Process 2009 9 9

10. ePerformance System Admin Training
Overview
An effective performance management process is structured to ensure
two-way communication between a manager and an employee to
determine job responsibilities, performance requirements,
accomplishments and areas for improvement in meeting job
requirements.
The system is designed to provide a systematic consistent method for
administering the performance management process. The tools have
been created to help promote continuous performance conversations
throughout the performance year and provide on-going documentation for
HR, managers, and employees.
Georgia Performance Management Process 2009 10

11. Performance Management The Philosophy and Strategy
ePerformance System Admin Training
Performance Management The Philosophy and Strategy
Philosophy
Performance management is a process to help drive overall State and Agency goals to successful outcomes through effective goal setting, performance monitoring and measurement, and rewards for performance.
Strategy
Measure employee performance based on accomplishment of goals and demonstration of competency proficiency that can impact State and Agency outcomes.
Develop a consistent core Statewide performance management process, system, and tools that are “fair, simple and easy to use.”
Hold managers and employees accountable for results delivered through active performance feedback, and development opportunities.
Provide managers with the skills and tools necessary to differentiate performance and allocate compensation and development rewards appropriately based on performance, budget, and other relevant factors.
Educate both managers and employees on how to do effective performance management.
Georgia Performance Management Process 2009 11 11 11

12. Components of Performance
ePerformance System Admin Training
Components of Performance
Performance management assesses employees’ strengths and areas for improvement that
serves to further develop employees within the organization. To do this, performance
management focuses on two main measure of success: “What” gets accomplished and “How”
it gets accomplished.
“What” employees accomplish is measured against specific goals, responsibilities, and objectives. These include:
Goals that are linked to the State’s and the Agency’s mission, visions and goals.
Goals that are linked to specific job responsibilities
Special projects and activities assigned to the individual
“How” employees meet performance expectations is measured against competencies, which are those knowledge, skills, behaviors, attributes and other characteristics needed by employees to successfully achieve goals. These include:
Core competencies required of all state employees and additional leadership competencies
Additional competencies that are important to successful performance
Developmental Goals are objectives, projects, tasks, activities, training, and other opportunities that are set every year and focus on the continued development of employees, whether for their current role or a future role in the Agency or the State.
Georgia Performance Management Process 2009 12

13. The 4 Phases Performance Planning Performance Coaching Performance
Establish
Desired Results
Performance
Coaching
Create
Desired Results
Competencies
Goals
Responsibilities
Individual Development Plan
Observation
2-Way Feedback
Documentation
Ongoing Development
Performance
Recognition
Acknowledge
Results
Performance
Evaluation
Measure
Desired Results
Flexibility
Achievement
Personal Growth
Challenging Work
Review Documentation
5-Point Rating Scale
Management Approval
Annual Meeting

14. ePerformance Tool Performance Management System
The Georgia Performance Management Process is supported by the PeopleSoft (PS) Performance Management System
Web-based self-service performance management application for managers, employees, and human resources (HR) administrators
Used for performance planning, collaborating, communicating, assessing and monitoring purposes

15. Performance Management New Components of the Plan
Former Performance Management Process
Enhanced Performance Management Process
Paper forms and filing required
Web-based and “paperless”
Goals based on job responsibilities
Goals aligned with agency strategic objectives
Statewide responsibilities
Statewide core & leadership competencies
Stand alone software
Software networked and integrated with current
products
Traceable and auditable
Focused on job responsibilities and job description
Focuses on goals and competencies
Inconsistent process enterprise-wide
Common, integrated process
3-point rating scale
5-point rating scale [differentiation]
Employee–no access to performance plan
Employee access to performance plan
Employee not always involved in development of plan
Employee part of the performance planning
Employee Self-Evaluation

16. The Performance Plan Section 1 – Statewide Core Competencies
Section 2 – Individual Goals/Competencies
Section 3 – Responsibilities
Section 4 – Individual Development Plan

17. Ratings Ratings 1. Unsatisfactory Performer
2. Successful Performer – Minus
3. Successful Performer
4. Successful Performer – Plus
5. Exceptional Performer

18. 5-Point Rating Scale Rating Label Description 5 Exceptional Performer
Employee exceeded all performance expectations. Employee was an exceptional contributor to the success of the department and the State of Georgia. Employee demonstrated role model behaviors. 4
Successful Performer-Plus
Employee met all and exceeded most (more than 50%) of the established performance expectations. 3
Successful Performer
Employee met all performance expectations and may have exceeded some (less than 50%). Employee was a solid contributor to the success of the department and the State of Georgia. 2
Successful Performer-Minus
Employee met most (more than 50%), but failed to meet some (less than 50%) performance expectations. Employee needs to further improve in one or more areas of expected job results or behavioral competencies. 1
Unsatisfactory Performer
Employee did not meet all or most (more than 50%) of the established performance expectations. Employee needs significant improvement in critical areas of expected job results or behavioral competencies. NR
Not Rated
New hire or transfer within five months of end of
performance period

19. Employee Performance Plan Sections Rated at end of performance period
Plan Specifics
Employee Performance Plan Sections
Section
Pre-Populated
Required
Rated at end of performance period
Section 1: Statewide Competencies
Core Competencies (all employees)
Leadership Competencies (managers with direct
report employees)
Yes
Section 2: Individual Goals/Competencies No
Optional
Section 3: Job Responsibilities
Not Rated
Section 4: Individual Development Plan

20. Plan Weighting Employee Performance Weight Guidelines Section
Pre-Populated
Required
Weighting
Rated at end of performance period
Section 1: Statewide Competencies
Core Competencies (all employees)
Leadership Competencies (managers
with direct report employees)
Yes
25% to 100%
(25%)
Section 2: Individual Goals/Competencies No
Optional
0% to 75%
(50%)
Section 3: Job Responsibilities
Not Rated
Section 4: Individual Development Plan
Not Weighted

21. Weighting Examples Example #1: Sections 1-3 are evaluated
Section 1: Statewide Core Competencies 25%
Section 2: Individual Goals/Competencies %
Section 3: Job Responsibilities 15%
Total %
Example #2: Sections 1-2 are evaluated
Section 1: Statewide Core Competencies 30%
Section 2: Individual Goals Competencies 70%
Section 3: Job Responsibilities Not Rated

22. ePerformance System Admin Training
Performance Management e-Performance System Flow
Initiate Evaluation Process – Performance Document Creation
Establish Evaluation Criteria – Planning Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s Performance
Consolidate Feedback into Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administrator by
Agency
Manager and Employee
Manager
Manager’s Manager
Coaching and Feedback throughout the
Performance Period
Complete Employee Self-Evaluation
Georgia Performance Management Process 2009 22 22

23. Performance Management Timeline
ePerformance System Admin Training
Performance Management Timeline
Pre-Planning
(HR Admin)
Create Documents
(HR Admin)
Planning Phase
(Mgr & EE)
Performance
Notes
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Jan
June
July
Aug
Dec
Jan
June
July
Georgia Performance Management Process 2009 23

24. ePerformance System Admin Training Pre-Planning
Georgia Performance Management Process 2009 24 24

25. Performance Management Timeline Pre-Planning
ePerformance System Admin Training
Performance Management Timeline Pre-Planning
Pre-Planning
(HR Admin)
Create Documents
(HR Admin)
Planning Phase
(Mgr & EE)
Performance
Notes
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
June
July
Aug
Dec
Jan
June
July
Jan
Review organizational charts
Review reporting relationships
Review employee level information
Review employee addresses
Communications
Provide training refresher for managers
Georgia Performance Management Process 2009 25

26. ePerformance System Admin Training
Performance Management e-Performance System Flow
Initiate Evaluation Process – Performance Document Creation
Establish Evaluation Criteria – Planning Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s Performance
Consolidate Feedback into Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administrator by
Agency
Manager and Employee
Manager
Manager’s Manager
Coaching and Feedback throughout the
Performance Period
Complete Employee Self-Evaluation
Georgia Performance Management Process 2009 26 26

27. ePerformance System Admin Training Create Documents
Georgia Performance Management Process 2009 27 27

28. Performance Management Timeline Create Documents
ePerformance System Admin Training
Performance Management Timeline Create Documents
Create Documents
(HR Admin)
Pre-Planning
(HR Admin)
Planning Phase
(Mgr & EE)
Performance
Notes
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Jan
June
July
Aug
Dec
Jan
June
July
Create Performance Documents
Annual and Mid-Year
Communication to Managers/EEs – develop and distribution
Cascade Goals to Managers from Agency Heads
Georgia Performance Management Process 2009 28

29. ePerformance System Admin Training
Create Documents
Section
Pre-Populated
Updates
Default Weight
Statewide Core Competencies
Yes No
25%
Goals/Objectives
Add/Delete
50%
Job Responsibilities
Individual Development Plan
None
Georgia Performance Management Process 2009 29

30. ePerformance System Admin Training
Behavioral Competencies
Statewide Competencies
Section I
Core Competencies
(all employees)
Leadership Competencies
(people managers & other leaders)
Customer Service
Teamwork and Cooperation
Results Orientation
Accountability
Judgment and Decision Making
Talent Management
Transformers of Government
Additional Behavioral Competencies
Section II
Communication
Conflict Management
Creativity & Innovation
Cultural Awareness
Flexibility
Initiative
Negotiation and Influence
Professional Development
Project Management
Teaching Others
Team Leadership
Talent Management
Transformers of Government
*HIPAA 30
Georgia Performance Management Process 2009 30 30

31. ePerformance System Admin Training System Walkthrough
Create Documents
System Walkthrough
Georgia Performance Management Process 2009 31

32. ePerformance System Admin Training Planning Phase
Georgia Performance Management Process 2009 32 32

33. Performance Management Timeline Planning Phase
ePerformance System Admin Training
Performance Management Timeline Planning Phase
Planning Phase
(Mgr & EE)
Pre-Planning
(HR Admin)
Create Documents
(HR Admin)
Performance
Notes
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Jan
June
July
Aug
Dec
Jan
June
July
Establish Employee Goals and Objectives
Cascade goals to employees
Create Individual Development Plans
Georgia Performance Management Process 2009 33

34. ePerformance System Admin Training
Performance Management e-Performance System Flow
Initiate Evaluation Process – Performance Document Creation
Establish Evaluation Criteria – Planning Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s Performance
Consolidate Feedback into Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administrator by
Agency
Manager and Employee
Manager
Manager’s Manager
Coaching and Feedback throughout the
Performance Period
Complete Employee Self-Evaluation
Georgia Performance Management Process 2009 34 34

35. ePerformance System Admin Training System Walkthrough
Planning Phase
System Walkthrough
Georgia Performance Management Process 2009 35

36. Performance Management Timeline Performance Notes
ePerformance System Admin Training
Performance Management Timeline Performance Notes
Performance
Notes
(Mgr & EE)
Pre-Planning
(HR Admin)
Create Documents
(HR Admin)
Planning Phase
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Jan
June
July
Aug
Dec
Jan
June
July
Record employee accomplishments throughout the year
Georgia Performance Management Process 2009 36

37. ePerformance System Admin Training
Performance Management e-Performance System Flow
Initiate Evaluation Process – Performance Document Creation
Establish Evaluation Criteria – Planning Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s Performance
Consolidate Feedback into Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administrator by
Agency
Manager and Employee
Manager
Manager’s Manager
Coaching and Feedback throughout the
Performance Period
Complete Employee Self-Evaluation
Georgia Performance Management Process 2009 37 37

38. ePerformance System Admin Training System Walkthrough
Performance Notes
System Walkthrough
Georgia Performance Management Process 2009 38

39. ePerformance System Admin Training Evaluation Phase
Georgia Performance Management Process 2009 39 39

40. Performance Management Timeline Evaluation Phase
ePerformance System Admin Training
Performance Management Timeline Evaluation Phase
Annual
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Pre-Planning
(HR Admin)
Create Documents
(HR Admin)
Planning Phase
(Mgr & EE)
Performance
Notes
(Mgr & EE)
Mid Year
Evaluation
(EE, Mgr, Mgr Mgr,
HR Admin)
Performance
Notes
(Mgr & EE)
Jan
June
July
Aug
Dec
Jan
June
July
Employee Self-Evaluation
Manager Evaluation
Approval Process
Georgia Performance Management Process 2009 40

41. ePerformance System Admin Training
Performance Management e-Performance System Flow
Initiate Evaluation Process – Performance Document Creation
Establish Evaluation Criteria – Planning Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s Performance
Consolidate Feedback into Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administrator by
Agency
Manager and Employee
Manager
Manager’s Manager
Coaching and Feedback throughout the
Performance Period
Complete Employee Self-Evaluation
Georgia Performance Management Process 2009 41 41

42. ePerformance System Admin Training
Evaluation Phase
There are nine steps in completing a Performance Evaluation:
1) Employee Self-Evaluation
2) Manager Evaluation
3) Manager Submits for Approval
4) Manager’s Manager Approval
5) HR Administrator Approval
6) Manager has performance discussion with employee
7) Manager changes document status to “Available for
Review” and “Review Held”
8) Employee “acknowledges” the review was held
9) Manager Completes/Closes-Out Performance Evaluation
Georgia Performance Management Process 2009 42

43. ePerformance System Admin Training System Walkthrough
Evaluation Phase
System Walkthrough
Georgia Performance Management Process 2009 43

44. ePerformance System Admin Training Resources
Georgia Performance Management Process 2009 44 44

45. ePerformance System Admin Training
Resources
ePerformance Materials
Includes user guides, quick references and communications available on the SPA website (
From the SPA homepage, follow this navigational path:
Click ePerformance link on the Human Resource Center list; select materials as applicable
HR System Administrator
Manager
Employee 45
Georgia Performance Management Process 2009 45

46. ePerformance System Admin Training Assistance
Georgia Performance Management Process 2009 46 46

47. ePerformance System Admin Training
Assistance
Rosa Spencer
OPB HR System Administrator 47
Georgia Performance Management Process 2009 47

48. ePerformance System Admin Training ???
Questions
???
Georgia Performance Management Process 2009 48

49. The End