Upload
others
View
0
Download
0
Embed Size (px)
Citation preview
Electronic Performance Assessment Review
(ePAR)
2019-2020
Agenda
• Performance Management Guidelines
• ePAR Process – Cycle, Timeline, Meetings
• Building ePAR Content– Initial ePAR – Setting Goals, Responsibilities, Criteria
– Interim & Final ePAR – Assigning Ratings, Justifications, Development Plan
• Facilitating the ePAR Meeting
Performance Management
Guidelines
What is the Point of Performance Assessment?
• Set clear expectations between supervisors and employees
• Designated time to discuss performance and goals
• Hold employees accountable for their job responsibilities
• Curb or redirect non-productive activities
• Recognize and acknowledge exceptional performance
What is Performance Management?
The ongoing process of goal-setting, communication, observation, and evaluation to
support, retain, and develop exceptional employees for organizational success.
Set Goals
ObserveEvaluate
Communicate
Common Mistakes of Raters
• Basing evaluation on hearsay and not on first hand knowledge and documentation
• Reserving performance feedback until ePARmeeting
• Avoiding conflict with difficult employees
• Using ePAR as a threat or punishment
• Not involving employees in the process
• Poor preparation
The ePAR Process
The ePAR Cycle
Initial ePARWhat is the job?
What standards should be met?
Due: Oct 31
Final ePARHow well was it done
the entire year?Due: Sept 30
Interim ePARHow well was it done
during the first six months?Due: April 1
Setting Expectations
Explain and Assign Ratings, Feedback, Development Plan
Ratings, Feedback, Development Plan
Continuous Monitoring & Ongoing Feedback
ePAR Language
• Ratee: person being reviewed
• Rater: immediate supervisor of ratee
• Reviewer: rater’s supervisor
Dashboard
The Initial ePAR
Setting Job Expectations
• Outline Major Goals of Unit/Work Group
• Establish Major Goals of Ratee
• Determine Major Job Responsibilities (6-10)– Set Specific, Measurable Essential Criteria
• Review Performance Factors and identify their application to the Ratee’s role
Major Goals of Unit
• Work Unit or Group’s overall purpose as relates to/supports the overall mission of the University
• List the Unit/Work Group’s goals• Should be the SAME for all employees in the department
Major Goals of Ratee
• Identify the individual goals of the Ratee that support the Unit/Work Group’s goals/purpose
• How does the Ratee’s job contribute to the Unit/Work Group’s accomplishment of goals?
SMART Goals
S – Specific
M – Measurable
A – Achievable?
R – Realistic?
T – Time Bound
ART Goals
A = Action Word
R = Result
T = Time or frequency
ART Goals
Action Word Result Time/Frequency
Deliver
A three-minute presentation on communication skills to my team
by 9/15/2019
ImplementFive or more ways to increase positive motivation on our team
by 12/1/2019
Action Word Result Time/Frequency
CreateTraining checklist for new employees
by 1/3/2020
DecreaseTurnaround time on application completions
to two business days or less
Realistic & Achievable
• Is this goal attainable?
• Does the goal reflect work that Ratee has control over (responsibility, authority, resources to act)?
ART Goals
Action Word Result Time/Frequency
BuildA comprehensive online New Employee Guide
by 3/1/2020
LearnThe OUCampus web management system
and
Begin servingAs point person for all edits, changes, and updates to the HR website
by 12/1/2019
Major Job Responsibilities & Essential Criteria
Job Responsibilities Essential Criteria• Approximately 6-10 broad duties
which must be accomplished to achieve the Unit/Work Group’s and individual’s goals
• Critical to the job, done often, and comprise a large portion of the role
• Accurately reflects the Actual Work over which the Ratee has control (responsibility, authority, resources to act)
• Provide specifics and detail as to how the responsibilities should be completed
• Statements of what should be done to successfully complete a responsibility
• At least one criteria required for each responsibility
Job Responsibilities Example Facilities Supervisor
Job Responsibility Essential Criteria• Ensure all bathrooms in assigned
building are cleaned thoroughly by staff
• Train new employees on appropriate cleaning procedures
• Inspect all bathrooms each evening: floors, sinks, toilets, walls, replace supplies. Provide feedback to staff.
Job Responsibilities Example Non-supervisory Clerical
Job Responsibility Essential Criteria• Type all departmental
documents• Type all documents that are
received within 24 hours of receipt
• Review each document to ensure spelling & grammar checked, prior to submission to requestor
Major Job Responsibilities & Essential Criteria
Major Job Responsibilities & Essential Criteria
Face-to-Face Meetings
• Ratees and Raters are required to meet to discuss the ePAR
• Raters should set up a meeting at a mutually convenient time
• Ratees can and should review the ePAR before the meeting and come prepared with questions/comments
• Raters will make necessary edits to the ePAR after the meeting
• Raters will confirm the meeting in the ePAR system
Conducting the Initial ePAR Meeting
• Review the goals, job responsibilities, and essential criteria in detail
• Review the job factors and elements the employee will be rated on in future ePARS
• Solicit input from the Ratee
The Steps
Initiating ePAR:
ePAR cycle launches
October 1
Rater inputs Goals & Job Expectations
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to establish goals and
job expectations
Ratee signs ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
Continuous Monitoring and Feedback
Notes
• Added by Rater
• Not seen by Ratee
• Not part of official review
• Automatically deleted at the end of review cycle
Significant Events
• Used throughout the review cycle
• Recording of positive/negative items
• Record changes to the ePAR
• Events can be edited
• Ratee signs to acknowledge event
Interim & Final ePAR
Interim & Final ePAR6 Month & Full Year Review
• Determine evaluation points and rating justification
• Recognize and document positive contributions and areas needing improvement
• Determine job performance gaps or opportunities and action plan to close gaps or leverage opportunities
Interim Rating: first 6 months Final Rating: the entire year
Interim & Final ePAR
• Assign Ratings
– Job Achievement Factors
– Job Related Factors
• Input Justification
• Development Plan
ePAR Ratings
1-3
▪ 1: Unsatisfactory▪ Failed to achieve most or all essential quality criteria.
▪ 2: Successful▪ Achieved or occasionally exceeded all essential
quality criteria.
▪ 3: Exceptional▪ Significantly exceeded essential quality criteria.
ePAR Rating FactorsPAR Section Competency Factors for Non-
Supervisory EmployeeCompetency Factors for Supervisory Employee
Job Achievement Factors (Results of doing the job)
Job Related Factors(How Ratee did the job)
• Communication• Conscientiousness• Customer Service• Flexibility• Job Knowledge/Skills• Problem Solving &
Analytical Skills• Safety• Self-Management• Teamwork• Decisiveness
• Communication• Customer Service• Job Knowledge/Skills• Managing Resources• Planning, Organizing, &
Evaluating• Problem Solving &
Analytical Skills• Safety• Self-Management• Teamwork• Decisiveness
• Goal Achievement• Quality of Work• Quantity of Work• Timeliness
Rating Calculations
Justification Guidelines
DO:• Give reasons, both positive and negative, that
substantiate the overall rating
• Review the “Fact Sheet of Significant Events” and all documentation to prepare the justification
• Provide validation of rating by citing specific examples
DON’T:• Include issues unrelated to job performance
• Simply repeat the rating – “Sadie’s performance is exemplary.”
Development Plan
• Recommended but not required to be completed regardless of the rating assigned to the Ratee
• What areas, skills, or competencies should the Ratee improve or strengthen and how should they get assistance to make these improvements?– Specific area(s) identified for development
– Specific action to be taken by Ratee
• Work together to develop a plan of action
Conducting the Interim and Final ePAR Meetings
• Review rating system
• Depending on meeting, review goals and ratings already recorded
• Let the Ratee talk
• Stay focused on performance and away from judgments
The Steps
ePAR Interim Review:
Rater inputs Rating assignments and rationale
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to review Rating
assignments
Ratee signs (agree or disagree) ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
The Steps
ePAR Final Review:
Rater inputs Rating assignments and rationale
Face-to-face meeting with Ratee
Rater completes any necessary edits and confirms face-to-face meeting
Optional pre-meeting with Ratee to review Rating
assignments
Ratee signs (agree or disagree) ePAR and inputs any desired
comments
Rater reviews and signs
Reviewer reviews and signs
New Employee?
• Initial ePAR– Complete immediately; discuss expectations, role,
responsibilities
• Interim ePAR– Complete after the employee has been in the role 4-6
months
– Employees have a 4 month working test period – within that time frame no evaluation should be done (other than the evaluations that are part of the probationary period)
ePAR closeout
Remember!• The Rater is responsible for monitoring the progress of the
ePAR and ensuring it is submitted on time
• The ePAR is not considered complete until the Reviewer has signed
• If an employee transfers to another department or is promoted to a new position the Rater must close out their current ePAR
• If you hire an employee, regardless of the time of year, you need to create an Initial ePAR
Next Steps
• Double check access to ePAR system in MyNewJersey portal
• Begin preparation of Job Expectations (Goals,
Job Responsibilities, & Essential Criteria) for each Ratee
• After Oct 1:
– Confirm correct list of Ratees in ePAR system (Tristan can make corrections)
– Begin initiating ePARs for each Ratee (due Oct 30)
StocktonResources & Support
• Your Manager/Supervisor
• HR Staff –– Tristan & Heizel – technical & navigation
– Christy – navigation & building content
• HR website – PAR page
– https://stockton.edu/human-resources/par.html
StateResources & Support
• ePAR User Guide
• ePAR Frequently Asked Questions
• My New Jersey Portal
• ePAR Help Desk
– 609-777-2225