Employee Performance Communication System (EPCS)

“Building a Performance Culture”

Bernadette Fowler, Program ManagerPerformance Management Program

Office of Human Capital ManagementApril 2009

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Commitment to Performance Culture

The Office of Human Capital Management continues its effort to align the Center’s results with OPM, EEOC, and Agency regulatory and policy requirements and the Center’s initiative to “Build a Performance Culture.”

Performance management review results were shared with all supervisors to continue development in the effective administration of the performance management practices.

This presentation focuses on appraising performance and the impact of appraisal ratings.

Current Issues

• Rating Requirements: Reassignment, Detail and Matrix Assignments

• Requests for Reconsideration• Impact of Performance Appraisal Ratings• Recognition• Events Timeline• Additional Reminders

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Reassigned, Detailed, and Matrix-Assigned Staff

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Written input and feedback required when assignment is in excess of 90 days (60 for GESTA) .

The supervisor of record always issues the rating. If plan is in place min rating period, consider input from losing supervisor. If less than min period, appraisal will be basedon assessment from losing supervisor.

Provides a written assessmentto the gaining supervisor if employee was on a plan for the minimum appraisal period prior to detail or reassignment.

Provides input to planand accomplishmentsfor appraisal.

Request for Reconsideration

Administrative GESTA AFGE WAMTC

Step 1See EPCS NPR or Performance Appraisal Article

Request w/in 15 cal days orally or in writing by Rater or Reviewer

Reply within 10 days

Request w/in 30 cal days thru Rater by the Reviewing

Reply within a reasonable time (14 calendar days)

Request w/in 15 cal days thru Rater by ReviewerMeet w/in 7daysReply w/in 10 workdays

Request w/in 15 cal days

Reply within a reasonable time (14 cal days)

Step 2See AGP NPR 3771.1 or Negotiated Grievance Procedure

Written grievance w/in 5 days to Director, OHCM, copy to Labor Relations Officer

Final decision within 30-90 days

Written grievance w/in 10 workdaysto “Director Of” cc LRO

Decision w/in 15 workdays

Written grievance w/in 7 cal days to “Director Of” cc LROMeet w/in 15 cal daysDecision 10 w/in workdays

Written grievance w/in 10 workdays to “Director Of” cc LRO

Decision w/in 15 workdays

Step 3 Grieve w/in 10 workdays to Ctr Dir cc LROFinal Decision w/in 20 workdays

Grieve in 7 cal days to Ctr Dir cc LROMeet in 15 cal daysFinal Decision in 15 cal

Grieve in 10 workdays to Ctr Dir cc LROFinal Decision in 20 workdays

Arbitration w/in 20 cal days w/in 20 workdays w/in 30 days 5

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Distinguished Accomplished Fully Successful Needs Improvement*

Unacceptable*

Appraisal-based awards

•Cash and/or•Time Off

•Cash and/or•Time Off

•Cash and/or•Time Off

Not eligible Not eligible

Pay Eligible for Quality Step Increase (QSI)

Automatic Within grade Inc

Automatic Within grade increase

Automatic within grade increase

•Within grade increase denied *

•Within grade increase denied*

Corrective Action

•Letter of Counseling*

•WGI Denial*

•Counseling*•WGI Denial*•PIP*•Reassignment*•Demotion*•Removal*

Reduction in Force (avg of most recent 3 ratings)

20 years of service credit

16 years of service credit

12 years of service credit

No service credit

No service credit

Impact of Performance Appraisal

*Call OHCM whenever performance is below Fully Successful to ensure appropriate follow on actions are accomplished.

RecognitionRating Level Award Percentage Range

Distinguished 2.75 – 3.75 %

Accomplished 1.5 – 2.5 %

Fully Successful 0 – 1 %

Managing within Your Budget:•Cash•Time Off•Combination of Cash and Time Off•Option of not rewarding Fully Successful performance•Consistency required

•The Performance Awards Calculation Tool (PACT) can help

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Closeout Schedule for Performance Cycle

TimeframeNLT

Supervisory Tasks

May 6 & May 12 PACT Refresher Briefs: May 6, 9-11:30, E100B; May 12, 1-3:30 p.m., E100B

May 15 - Request employee’s list of accomplishments- Request feedback from customers and matrix/detail supervisors- Analyze results- Finalize ratings

June 12 Complete Appraisal Discussions

June 19 - Upload ratings into NOPs (NASA Org Profile Sys) http://nasapeople.nasa.gov/nops/default.htm

August 1 - Recognize sustained performance (Use PACT to determine cash and/or Time Off Awards)

- Effect QSIs (within 120 days of the end of the performance cycle)

Performance Awards Calculation Tool (PACT)

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• To access PACT beginning May 1st:• https://pact.gsfc.nasa.gov/

• Reminder - Log in requires the RSA token password and number

• Instruction manual, information & updates:• OHCM website: http://ohcm.gsfc.nasa.gov

• Tool Refreshers / Briefings:• May 6th, 9:00 – 11:30 am; Bldg. 1, Room E100B• May 12th, 1:00 – 3:30 pm; Bldg. 1, Room E100B• Sign up in SATERN to attend a session

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Appraisal Closeout Reminders

• Ensure employee is under the plan for the minimum appraisal period 90 days or 120 days(AFGE) before assigning a rating of record.

– Note: If a new or reassigned employee’s plan was issued by March 1 (Feb 1 for AFGE-covered EE’s) by extending the rating period by no more than 30 days (May 31) to ensure the minimum appraisal period is met.

• Address accomplishments, work samples specific to each performance element (include customer feedback) and training/development needs (offer an Individual Development Plan) during appraisal discussions.

• Discuss Needs Improvement and Unacceptable ratings with OHCM to ensure appropriate follow-up actions are accomplished.

• Ensure Distinguished Summary Ratings are supported by “Significantly Exceeds” ratings for all rated critical and non-critical elements.

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Appraisal Closeout Reminders (Cont’d)

• The appraisal narrative should reflect actions and results linked to each performance element to support all summary ratings.

• Reviewing Official approval is required for Distinguished, Needs Improvement and Unacceptable ratings.

• Inform OHCM of appraisal reconsideration requests (informal grievances) in addition to formal grievances.

• Make meaningful distinctions when rewarding achievements based upon the performance appraisal rating.

• Purge records in the Employee Performance File dated greater than 4 years.

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Summary Ratings MatrixPERFORMANCE

ELEMENT RATINGS

Overall Appraisal Summary Ratings

Distinguished Accomplished Fully Successful Needs Improvement

Unacceptable

Significantly Exceeds (SE) Expectations

All elements (critical & non-critical) rated SE Expectations

Exceeds Expectations

All elements (critical & non- critical) rated no lower than Exceeds Expectations

Meets Expectations No element (critical or non-critical) rated below Meets Expectations

Needs Improvement Any element is rated below Meets Expectations*

Fails to Meet (FTM) Expectations

*Any critical element rated FTM Expectations

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OHCM Points of Contact

• Bernadette Fowler, Program Manager, Performance Management Program (301)286-4998

• Lori Moore, Awards Officer, (301) 286-5087

• Khrista White, Employee Relations Specialist, PACT Tool, Poor Performance (301) 286-9059

• Dyron Gunter, Human Capital Specialist, Employee Performance Files and NASA Organizational Profile System (NOPS) (301) 286-8052