37460757 ppt performance management

7/22/2019 37460757 Ppt Performance Management

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LG earning @ DFASrowth

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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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Performance Management Cycle

Planning

Rewarding

Rating

Developing

Monitoring


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Planning

Planning

Set Goals

Establish and communicateelements and standards


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Monitoring

Monitoring

Measure performance

Provide feedbackConduct progress review




Developing

Developing

Address poor performance

Improve good performance




Rating

Rating

Summarize performance

Assign the rating of record


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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 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



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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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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


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



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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 standards requirements EEO

Inventory Management

Acquisition

Safety

Personnel Management


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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

37460757 ppt performance management

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