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LG earning @ DFASrowth
&
Lesson 2: Policy and Context
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May 1, 2002 Lesson 2: Slide - 2
Lesson Objectives
At end of lesson, you will be able to Describe the performance management cycle and
place performance standards within the cycle
Define critical and noncritical elements
Describe key DFAS and OPM policies for developing
performance standards
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Lesson Agenda
Five key topics Performance management cycle overview
Performance standards development
Critical elements vs. noncritical elements Performance standards support DFAS Balanced
Scorecard (BSC)
Performance standards within DFAS policy
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What Is Performance Management?
It is a systematic process of Planning work and setting expectations
Continually monitoring performance
Developing the capacity to perform Periodically rating performance in a summary fashion
Rewarding good performance
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May 1, 2002 Lesson 2: Slide - 5
Performance Management Cycle
Planning
Rewarding
Rating
Developing
Monitoring
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May 1, 2002 Lesson 2: Slide - 6
Performance Management Cycle
Planning
Planning
Set Goals
Establish and communicateelements and standards
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Performance Management Cycle
Monitoring
Monitoring
Measure performance
Provide feedbackConduct progress review
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Performance Management Cycle
Developing
Developing
Address poor performance
Improve good performance
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Performance Management Cycle
Rating
Rating
Summarize performance
Assign the rating of record
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Performance Management Cycle
Rewarding
Rewarding
Recognize and reward
good performance
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What Is A Performance Plan?
DFAS definitionThe written record of an employees critical and
noncritical elements and performance standards.
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What Is A Performance Plan?(contd)
Employee Performance Plan
Performance ElementsTells employees WHAT they have to do
Performance StandardsTells employees HOW WELL they have to do it
Critical ElementA major component of a job,which consists of 1 or moreduties and responsibilitiesthat contribute toaccomplishingorganizational goals andobjectives that is of such
importance thatunacceptable performancein the element would resultin unacceptableperformance in the position.
Non-Critical ElementA major component of a jobthat does NOT meet thedefinition of a criticalelement, but is importantenough to warrant appraisaland assignment of anelement rating
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What Is A Performance Standard?
Definition A statement of the expectations or requirements
established by management for each critical and
noncritical element at the rating level Met.
Includes factors such as
Quality
Quantity
Timeliness Manner of Performance
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Performance Standards
Determining standards - focusing on outcomes Quality - Identify who will rate performance; list
factors that rater will look for; state what rater will use
to verify Met
Quantity - List the units to be tracked and determine
range of number that represents Met
Timeliness - Determine acceptable number of times
employee can fail and be Met
Manner of performance - Best if addressed as part of
another element to avoid conduct or attendance
issues
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Performance Standards
Performance standards must be Legally sufficient
Developed with workload requirements of
organization and position in mind
Reasonable, capable of being exceeded
Adequate enough to inform employee
Considered a living document
Objective
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When To Develop Performance Plans
Planning
Rewarding
Rating
Developing
Monitoring
H D P f St d d
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How Do Performance StandardsLink With DFASs Goals?
DFASs
Strategic Goals
Programs AnnualPerformance Plan Goals
Work UnitProducts & Services
Individual Employee
Products & ContributionsIndividual Employees
Performance Standards
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What Is A Performance Element?
Tells employees WHAT they have to do Two types of performance elements used by
DFAS
Critical Elements Noncritical elements
Wh t A C iti l A d N iti l
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What Are Critical And NoncriticalElements?
Critical Element DefinitionAn assignment or responsibility of such importance
that unacceptable performance in that element would
result in a determination the employees overall
performance is unacceptable.
Noncritical Element Definition
A dimension or aspect of individual team, ororganizational performance, exclusive of a critical
element, that is used in assigning a summary level
rating
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Critical Element - Characteristics
A critical element can Reflects basic purpose of position
Cause considerable adverse consequences if not
performed properly
Require large amount of positions time
Be a grade-determining factor
Repeatedly be performed in some positions
Be used to describe onlyan individual employeesperformance
C iti l El t
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Critical ElementRequirements And Practices
Number of required critical elements inperformance plans
Non-bargaining unit employees - minimum of 2
Bargaining unit employees - minimum of 3
DFAS recommends odd number of critical
elements
No maximum limit - large number becomes
unwieldy
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Noncritical Element - Characteristics
A noncritical element is Not based on performance actions
Used to measure group performance
The importance each supervisor places on non-
critical elements is one way to affect summary
ratings
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How To Develop A Performance Plan
Identify Job Tasks
Group Job Tasks
Determine What Is Missing
Critical or Non-critical
Develop Performance
Standards
St 1 Id tif J b T k
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Step 1: Identify Job TasksFor The Position
Review the DFAS Position Description to identifymajor job tasks
What would a person in this position do?
How do these tasks relate to your divisions goals?
How do these tasks relate to the agencys goals?
Job Descriptions Are A
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Job Descriptions Are AGood Start But...
Can be outdated or incorrect Can be too generic
Most job descriptions identify activit iesrequired
for job Performance plans with elements and standards
measure accomplishments no tactivities
Step 2: Group Tasks Into Several
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May 1, 2002 Lesson 2: Slide - 27
Step 2: Group Tasks Into SeveralMajor Categories Of Tasks
Should have between 3 and 8 categories These categories are the performance
elements
Examples of performance elements Customer Satisfaction
Technical Administration
Written Products
Step 3: Review/Determine If Any Job
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Step 3: Review/Determine If Any JobTasks/Elements Are Missing
Are there duties that a person in this positionmust perform that are not on the list yet?
Are there duties that a person in this position will
perform on an infrequent basis, but are stillessential to their position?
Example:
Compile voucher processing data for quarterly and
annual reports
Step 4: Determine If Specific
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Step 4: Determine If SpecificElements Are Critical/Noncritical
Must have at LEAST 3 critical elements forbargaining unit employees
If a person in this position performed this
element in unacceptable manner, is it so criticalthat it would result in a rating of unacceptable
performance for the position overall?
If so, its a critical element
If not, but its still essential to this position, its anoncritical element
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Exercise
Critical vs. Non-critical Elements Objective: to learn how to distinguish between
critical and noncritical elements; to practice
taking an existing job description and writingperformance elements
Time: 45 minutes
How Do Performance Standards Link
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How Do Performance Standards LinkWith DFASs Balanced Scorecard?
DFASs
Strategic Goals
Programs AnnualPerformance Plan Goals
Work UnitProducts & Services
Individual Employee
Products & ContributionsIndividual Employees
Performance Standards
DFAS Performance Management
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DFAS Performance ManagementPolicies
Requirements that apply to bargaining unitemployees
Standards must be consistent with job duties and
responsibilities
Employee participation in developing standards and
elements
Objective, fair and reasonable, and job related
appraisals
Regular, informal feedback
Recognition and rewards
DFAS Performance Management
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DFAS Performance ManagementPolicies (contd)
DFAS performance standards requirements Employee input at beginning of rating period
Audit follow-up
Protecting classified information
Internal Management Control (IMC)
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DFAS Performance Management
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DFAS Performance ManagementPolicies (contd)
DFAS performance standards requirements EEO
Inventory Management
Acquisition
Safety
Personnel Management
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DFAS Performance Management
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DFAS Performance ManagementPolicies (contd)
Agency policies Every employee must have approvedplan; reviewed
annually
Plans must be approved by a higher level official
Plans required for all employees assigned to a
position for 90 days
Employees must have performance plan for at least
90 days before rating can be rendered
New supervisors must review and discuss plans with
employees within 30 days after arrival
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Lesson Wrap-up
Performance management cycle has five stages There are 5 steps to develop performance plans
There are critical and noncritical performance
elements DFAS uses a Balanced Scorecard to meet
competing needs
Effective performance standards lead to success
in Balance Scorecard goals
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