PERFORMANCE PLANNING AND EVALUATION

Annual Review Process

Georgi Lowe

UWSA Office of Human Resources & Workforce Diversity

Not Just Once a Year….Acknowledge performance on a regular

basisDocument performance you observe

(good and bad) to include in the annual performance evaluation

Review and update PD and related performance standards when significant changes occur (additional duties, new technology, etc.)

Purpose Communicate performance standards

to employeeProvide feedback to employee on his or

her work performanceIdentify training or development needed

To improve performanceTo prepare for anticipated changes in the unit

Increase or maintain expected levels of productivity

Effective Performance Evaluations

Employee understands the purpose and knows the importance of the evaluation to him or her and the organization

Performance standards are measurable and clearly related to the PD and organizational goals

Supervisor clearly states performance, good or bad

Both the supervisor and the employee actively participate in the process

Performance StandardsSMART goalsSpecific

Address work performance, not personalityCover significant aspects of the job (based on PD)Results-based

Measurable Observable – how will you know when success is achieved?

Attainable Within the employee’s controlCan be a ‘reach’ but not extreme or impossible

Relevant Important to work unit and job responsibilitiesAligned with strategic objectives

Trackable – measured over time‘By when’ should the goal be met?

Performance Planning1. Using the employee’s PD, identify key

responsibilities, goals or primary tasks of the position

2. Identify measurable and objective performance standards that reflect the minimum level of performance considered acceptable for the key responsibilities

3. Identify how you will measure performance in relation to the performance standards

Performance Planning (cont.)

4. Discuss with employee to ensure that s/he understands the performance standards and the process for how performance will be measured.

5. Encourage employee input into the planning document and incorporate appropriate suggestions

6. Clarify questions employee may have7. Supervisor and employee sign the

planning document

Performance Evaluation 1. Detail performance results Review any documentation, work product,

feedback Indicate whether performance standards

were met Include narrative of why or why not, and how

well; comment on accomplishments, contributions

Be specific; don’t give mixed messages

2. Identify specific actions for improvement, if necessary

3. Document objectives for next evaluation period (usually the following year)

Content Although the performance evaluation is

based on the PD, it is not necessarily a laundry list of tasks. Identify the key responsibilities.

Be clear in the rating in the results column. Examples: satisfactory, unsatisfactory, meets expectations, exceeds expectations, does not meet expectations or not applicable

Disciplinary action taken during an evaluation period is not included in the performance evaluation

Meeting with the EmployeeSchedule in advanceMay ask employee to do self-evaluation

prior to meeting or provide employee with questions to consider for discussion at the meeting

Put employee at ease and review general objectives for the evaluation process

Listen and respect the employee’s opinion. Clarify and resolve important points

Meeting with the Employee (cont.)Review and discuss performance results in

depth including a discussion of any barriers which affected the employee’s ability to meet the standards

Determine whether revisions need to be made to the PD and/or standards for next evaluation period

Discuss training that might be helpful to the employee, either to improve performance or attain career goals

Inform employee that s/he may document his or her comments or disagreement regarding the evaluation and those comments will become part of the official record

After the Meeting Finalize the evaluation, revising if necessary,

based on discussions with the employee Obtain employee’s signature acknowledging

that the meeting was held; provide copy to employee and forward original to HR office

Finalize plan, including standards, for next evaluation period; discuss with employee and obtain signature

If necessary, revise PD (after discussion with HR)

Continue open communication regarding job performance