STATE OF OHIO ADJUTANT GENERAL'S DEPARTMENT

2825 West Dublin Granville Road Columbus, Ohio 43235-2789

NGOH-HRO-Z 17 March 2017

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Implementation of the Defense Performance Management and Appraisal Program (DPMAP) - MyPerformance

1. References:

a. DoD Civilian Personnel Management System: Performance Management and Appraisal Program, DoDI 1400.25, Vol. 431.

b. Draft, Chief National Guard Bureau Instruction 1400.25, Vol. 431, National Guard Performance Management and Appraisal Program.

2. Background: The DoD Performance Management and Appraisal Program (also known as: "New Beginnings - MyPerformance Appraisal Program") is scheduled for implementation throughout DoD over the next two years. The Ohio National Guard will transition on 1 April 2017. The MyPerformance Appraisal Program replaces the current National Guard (NG) Technician Performance Appraisal Program and Performance Appraisal Application (PAA) Tool. The PAA was the framework DoD used to develop the Department-wide MyPerformance Appraisal Program. The NG implementation of MyPerformance is driven by DoD requirements as defined in reference 1a and 1b.

3. Audience: Implementation for the NG technician workforce will include all General Schedule (GS) and Federal Wage System (FWS) positions.

4. Training: All technicians (Indefinite and Permanent) and supervisors of technicians must complete either Initial or Refresher MyPerformance training.

a. Initial MyPerformance Training.

(1) This course is required for those technicians and supervisors of technicians appointed after 1 April 2016, who have not completed at least one (1) performance appraisal in the PAA.

(2) Initial MyPerformance Training dates are: 30 March 2017, and 6 April 2017. Both courses will be held at the ONG RTI (DSCC) located at: 401 N. Yearling Road, Columbus, Ohio 43213. To register, complete a "New Beginnings" SF-182 found online at: http://hr.onq.ohio.gov/Technicians/Traininq/TraininqDatesForms.aspx. Email completed SF-182s to the Human Resources Office (HRO), ATTN: Human Resources Development (HRO-HRD) at: nq.oh.oharnq.list.nqoh-i1-hro-traininq@mail.mil.

NGOH-HRO-Z SUBJECT: Implementation of the Defense Performance Management and Appraisal Program (DPMAP)

(3) Training Certificates. The HRO will provide proof of completion when training is complete and documented in the Defense Civilian Personnel Data System (DCPDS).

b. Refresher MyPerformance Training. Technicians and supervisors of technicians will complete this course during duty hours. Refresher training is required for those technicians, and supervisors of technicians, who have completed at least (1) one performance appraisal in the PAA. The training consists of 2 presentations and 6 short videos located at: http://hr.onq.ohio.gov/Technicians/Traininq/MvPerformance.aspx. Technicians and their supervisors must sign the Certificate of Completion and email it to HRO-HRD at: nq.oh.oharnq.list.nqoh-i1-hro-traininq@mail.mil in order to receive credit.

5. Transition From PAA to MyPerformance:

a. Current PAA Appraisal Cycle. The current appraisal cycle will end on 31 March 2017. Supervisors will modify current performance plans using Enclosure 1 to change plan end dates. Supervisors will complete their technicians' annual appraisals no later than 20 April 2017, using the PAA.

(1) Supervisors of technicians have until 30 September 2017, to complete all FY2016 and prior year PAA appraisals. PAA will not be available after 30 September 2017.

(2) Saving prior year PAA appraisals. Supervisors and technicians should retain copies of prior year appraisals from the PAA. These documents will be unavailable once the PAA system terminates. Estimated termination date is 30 September 2017.

b. Probationary technicians must receive an annual appraisal covering 120 days of performance. IAW Ohio TPR 430, para 2-6, and DoDI 400.25-V431, if a technician has less than 120 days at the time of transition, then the appraisal cycle will extend past 31 March 2017. The subsequent appraisal cycle will end on 31 March, of the following calendar year. Use the following chart to set the appropriate dates in the appraisals and performance plans.

Technician Appointment

Date

Appraisal Period Start

Date

Appraisal Period

End Date

Appraisal Effective

Date

New Appraisal

Period Start Date

New Appraisal

Period End Date

New Appraisal Effective

Date All Prior

Dates Date of

Appointment 31-Mar-17 1-Apr-17 1-Apr-17 31-Mar-18 1-Apr-18

11-Dec-16 11-Dec-16 10-Apr-17 11-Apr-17 11-Apr-17 31-Mar-18 1-Apr-18 25-Dec-16 25-Dec-16 24-Apr-17 25-Apr-17 25-Apr-17 31-Mar-18 1-Apr-18

8-Jan-17 8-Jan-17 8-May-17 9-May-17 9-May-17 31-Mar-18 1-Apr-18 22-Jan-17 22-Jan-17 22-May-17 23-May-17 23-May-17 31-Mar-18 1-Apr-18 5-Feb-17 5-Feb-17 5-Jun-17 6-Jun-17 6-Jun-17 31-Mar-18 1-Apr-18

19-Feb-17 19-Feb-17 19-Jun-17 20-Jun-17 20-Jun-17 31-Mar-18 1-Apr-18 5-Mar-17 5-Mar-17 3-Jul-17 4-Jul-17 4-Jul-17 31-Mar-18 1-Apr-18

19-Mar-17 19-Mar-17 17-Jul-17 18-Jul-17 18-Jul-17 31-Mar-18 1-Apr-18

2

NGOH-HRO-Z SUBJECT: Implementation of the Defense Performance Management and Appraisal Program (DPMAP)

c. New MyPerformance Appraisal Cycle. Supervisors and technicians will create new performance plans within the MyPerformance system. New plans must be complete by 30 April 2017. New performance plans will begin 1 April 2017, and end 31 March 18, with an appraisal effective date of 1 April 2018.

6. Reference Materials. All information, including the DPMAP Top 10 Things You Need To Know (Attachment #2), and training materials are located at the following link: http://hr.onq.ohio.gov/Technicians/Traininq/MyPerformance.aspx.

7. Questions can be directed to, HRO Benefits Supervisor, Mr. Don French at (614) 336-7388 or donald.e.french2.civ@mail.mil.

FOR THE ADJUTANT GENERAL:

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1. Ensure the supervisor owns the plan.

2. Select the technician and go to the plan details.

3. Change the plan end date and effective date of the appraisal. All appraisals with at least 120 days on the current rating cycle will need to be changed to read an end date of 31-MAR-2017 and an effective date of l-APR-2017.

4. For example, the current rating cycle would have been 01-OCT-2016 thru 30-SEP-2017. This changes to read 01-OCT-2016 thru 31-MAR-2017, with an effective date of l-APR-2017.

NOTE: IAW Ohio TPR 430, para 2-6, if a technician has less than 120 days at the time of transition, then IAW DoDI 400.25-V431, extending the appraisal cycle will affect the start date of the employee's subsequent appraisal cycle; however, the subsequent appraisal cycle will still end on 31 March of the following calendar year.

How Do I Complete...Annual Appraisal Activities? Technician Creates a Self-Assessment for the Annual Appraisal (1 of 2)

1. Begin at the Performance Appraisal Application Main Page.

2. Open your current Performance Plan by selecting 'Update' from the 'Action' drop

down menu and select the 'Go' button.

3. Select the Appraisal Tab.

4. Select the radio button for the Critical Elements (Job Objectives) for which you want to

write an assessment.

5. Type your self-assessment into the 'Employee Self-Assessment' box.

6. Select the 'Return to Appraisal Tab' button at the top of the screen when you have

completed entering your self-assessment for all your Critical Elements (Job Objectives).

How Do I Complete...Annual Appraisal Activities? Technician Creates a Self-Assessment for the Annual Appraisal (2 of 2)

7. Transfer your Annual Appraisal to your Rating Official by selecting the 'Transfer to

Rating Official' button on the Appraisal Tab Page.

8. Type an e-mail message to your Rating Official requesting a review, if you want to use

the e-mail option.

9. Select the appropriate 'Transfer to Rating Official' button at the top of the E-Mail

Notification Page.

How Do I Complete...Annual Appraisal Activities? Supervisor Rates a Technician's Job Objectives

1. Begin at the Performance Appraisal Application Main Page.

2. Open an employee's existing Performance Plan by selecting 'Update' from the 'Action'

drop down and select the 'Go' button.

3. Select the Annual Appraisal tab to list the employee's Job Objectives.

4. Select the radio button next to each Job Objective to display the Job Objective and the

employee's self-assessment.

5. Enter your evaluation.

6. Recommend a Job Objective Rating.

7. Repeat steps 4 through 6 until all Job Objectives are evaluated and rated

How Do I Complete...Annual Appraisal Activities? Technician Acknowledges The Completed Annual Assessment

1. Begin at the Performance Appraisal Application Main Page.

2. Open your current Performance Plan by selecting 'Update' from the 'Action' drop

down menu and select the 'Go' button.

Note: The PAA Status is 'Completed'.

3. Select the Appraisal Tab.

4. Select the Approvals and Acknowledgments Tab.

5. In 'Step 4: Employee - Acknowledgment', select the 'Acknowledge Receipt' button.

6. Select the 'Return to Main Page' button to begin a new process or select the 'Logout'

link to end your session.

•BEGINNINGS DoD Performance Management and Appraisal Program (DPMAP)

Top 10 Things You Need to Know

#10 - All employees covered by the program will be on a single appraisal cycle that is April 1st thru March 31st, with an appraisal effective date of June 1st.

#9 - There are three formal documented face-to-face discussions required under the new program -An initial performance plan meeting, one progress review and a final performance appraisal discussion. Additional performance discussions are highly encouraged throughout the appraisal cycle with a focus on enhanced employee engagement.

#8 - The minimum period of performance is 90-days for an employee to be eligible to receive an appraisal.

#7 - The automated DoD Appraisal tool 'MyPerformance' will be used to manage the appraisal process. Employees and supervisors will use the tool collaboratively. The MyPerformance tool can be accessed through MyBiz priorto rolling into DPMAP.

#6 - The new program includes a "savings provision". This means that an employee that is undergoing a formal Performance Improvement Period (PIP) remains in their current performance management program until the PIP is resolved. Resolution is either the employee successfully completes the PIP and then would convert into DPMAP, or fail the PIP and are removed from federal service, changed to a lower grade or reassigned to another position. If they remain with the Agency after a change to lower grade or reassignment they would then convert into DPMAP.

#5 - DoD Core Values, which form the foundation of the DoD performance culture are: "leadership, professionalism and technical knowledge through dedication to duty, integrity, ethics, honor, courage and loyalty". This aids in developing a common awareness and to reinforcing the individual contribution to the overall success of both the DoD and organization's missions.

#4 - Supervisors must allow employees the opportunity to provide input into their performance elements and standards. While employees have the opportunity to provide input into their performance plans, supervisors are responsible for developing the performance elements and standards. Supervisors cannot establish performance elements and standards for team performance, only individual performance. Performance elements and standards must be written at the fully successful level using SMART criteria.

DPMAP Rev.2 July 2016 End 2

#3 - DPMAP is a 3-tiered performance management program with the rating levels of "Level 5 --Outstanding", "Level 3 - Fully Successful" and "Level 1 -Unacceptable". Each performance element will be given a rating that corresponds to these levels. All elements are critical and will not be weighted. The overall rating will be calculated in the MyPerformance tool by adding together the individual ratings for each element and that sum will be divided by the total number of elements. This calculation will be used to determine the final overall rating-Outstanding, Fully Successful or Unacceptable.

Rating Level Rating Criteria

Level 5 - Outstanding The average score of all performance element ratings is 4.3 or greater, with no element being rated a "1", resulting in an overall rating of record that is a "5".

Level 3 - Fully Successful The average score of all performance element ratings is less than 4.3, with no element being rated a "1", resulting in an overall rating of record that is a "3".

Level 1 - Unacceptable Any performance element rated as a "1".

For example, if you have four performance elements, and three of four are scored as a "5" and the other is a "3", the calculation will look like: 5+5+5+3=18. The sum of ail the elements are then divided by the total number of elements: 18+4=4.5. This results in an overall rating of record of a "Level 5 - Outstanding". If two of the four elements are scored as a "5" and the other two were "3", the final calculation would be 4.0, resulting in an overall rating of record of a "Level 3 - Fully Successful". If any rated performance element is scored as a "1" this results in an overall rating of record of "Level 1 - Unacceptable". A forced distribution of ratings is not allowed under the new program.

#2 - To promote a culture of enhanced employee engagement, supervisors are highly encouraged to use the full range of awards and recognition options, both monetary and non-monetary, throughout the year for effective performance, and not wait until the end of the appraisal cycle. Supervisors should ensure their employees are aware of the various options. Be sure to check with your local Human Resources office to see what is available to you and your employees.

#1 - The amount of performance elements and standards for supervisors must be equal to or greater than the technical elements and standards, but there is no impact to position classification. What that means is that 50% or greater of the final rating will be based on how well they performed supervisory duties - remember, this program places strong emphasis on supervisory responsibilities and employee engagement.

DPMAP Rev.2 July 2016