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Performance development plan pdp training oct 2010

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Performance development plan pdp training oct 2010

  1. 1. Performance DevelopmentPlan (PDP) TrainingPresented byThe Evergreen State CollegeHuman Resource Services
  2. 2. What to Expect from this Training Supervisors will learn how to… Complete the PDP forms; Set work expectations; Support employees in setting goals; and Assess work performance. Employees will learn how to… Participate in the PDP process; and Get the most out of performance evaluations.
  3. 3. Why do PDPs? Measure/enhance performance; Foster professional development/careergrowth; Set development goals; Recognize exceptional performance; and Comply with the Classified CollectiveBargaining Agreement.
  4. 4. What PDPs are not for Performance evaluations will not be used toinitiate personnel actions such as: Transfer; Promotion; or Discipline.
  5. 5. Collective Bargaining Agreement –Performance Evaluations Article 6.2 Evaluation ProcessA. The immediate supervisor will meet with an employee atthe start of his or her review period to discuss performanceexpectations. The employee will receive copies of his or herperformance expectations as well as notification of anymodifications made during the review period. Employeework performance will be evaluated during probationary,trial service and transition review periods and at leastannually thereafter. Notification will be given to aprobationary or trial service employee whose workperformance is determined to be unsatisfactory.
  6. 6. The PDP Forms The PDP is two separate forms Form 1: Planning Phase To be complete at the beginning of theevaluation period. Form 2: Assessment Phase To be completed at the end of theevaluation period.
  7. 7. The PDP Forms PDP Instructions In addition to this training, there areinstructions that provide guidance onhow and when to complete PDP forms. The Instructions are located at theHuman Resource Services website.
  8. 8. Form 1: Planning PhasePerformance Expectations& Goals Planning
  9. 9. Filling out the Planning Phase PDP Preliminary Steps The supervisor identifies the linkage ofemployee’s position to organizational mission.This information goes in the PositionLinkage With Organizational Missionand Goals space.
  10. 10. Filling out the Planning Phase PDPPreliminary Steps continued The supervisor may encourage the employee to drafta Planning Phase PDP of their own. The supervisor and the employee meet to share theirdraft Planning Phase PDPs. The supervisor completes a final Planning Phase PDP. The supervisor and the employee have a PerformanceEvaluation meeting where the supervisor shares thefinal Planning Phase PDP with the employee.
  11. 11. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 1: Performance Expectations A. Key Results ExpectedWhat are the most important job objectives, outcomes,and/or assignments to accomplish in order to besuccessful during the evaluation time period?The expected results should be stated in measurable orobservable terms, to the degree possible.
  12. 12. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 1: Performance Expectations A. Key Results ExpectedExamples of Results Expected:1. Sarah will prepare a comprehensive PDP presentationand provide training during the spring.2. Sarah will continue to provide HR support to peopleinvolved in staff recruitments.
  13. 13. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 1: Performance Expectations B. Key Skills and Abilities ExpectedWhat are the most important skills and abilities theemployee must demonstrate to perform theirposition duties successfully?
  14. 14. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 1: Performance Expectations B. Key Skills and Abilities ExpectedExamples of Skills and Abilities Expected:1. Sarah must demonstrate skill and ability in usingMicrosoft PowerPoint to present information in an easyto understand manner.2. Sarah must be skilled in providing guidance on theClassified and Exempt recruitment processes.
  15. 15. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 2: Training and DevelopmentGoals/OpportunitiesWhat training and development needs, goalsand opportunities should the employee focuson during this performance period?
  16. 16. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 2: Training and DevelopmentGoals/OpportunitiesExamples of Training and DevelopmentGoals/Opportunities:1. Sarah should attend Microsoft PowerPoint training.2. Sarah’s goal is to improve her public speaking skillsby getting feedback from training participants.
  17. 17. Filling out the Planning Phase PDPTraining and Development Employee: Think about what trainingand/or development would help youperform your job duties. Supervisor: Have a conversation with theemployee about what training and/ordevelopment would be beneficial andpossible.
  18. 18. Filling out the Planning Phase PDPGoals and Opportunities Goal setting should be a collaborativeprocess between employee and supervisor; Keep goals job related; Motivate employees to identifyingappropriate goals; and Encourage employees to prioritize theirgoals.
  19. 19. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 3: Organizational SupportThis is for the employee to fill out and is optional.What suggestions do you have as to howyour supervisor, co-workers, and/ormanagement can better support you in yourpresent job and future career goals?
  20. 20. Filling out the Planning Phase PDP Section 1: Performance Expectationsand Goals Planning Part 3: Organizational SupportExamples of Organizational Support:1. I would like to cross train with my coworkers so thatwe can back each other up when needed.2. I would like to have bi-weekly meetings with mysupervisor to talk about the status of my assignments.
  21. 21. Filling out the Planning Phase PDP Section 2: Acknowledgment and Filing Part 1: Acknowledgment of PerformancePlanThe supervisor and employee sign Section 2,Part 1 to record that they have discussed thePlanning Phase PDP at the beginning of theperformance period.
  22. 22. Filling out the Planning Phase PDP Section 2: Acknowledgment and Filing Part 2: FilingThe supervisor retains one copy of the Planning PhasePDP form and provides a copy to the employee.The signed original Planning Phase PDP form isplaced in the employee’s official personnel file inHuman Resource Services.
  23. 23. Form 2: Assessment PhasePerformance Assessment
  24. 24. Filling out the Assessment Phase PDPPreliminary Steps The supervisor may encourage the employee to draft anAssessment Phase PDP of their own. The supervisor and the employee meet to share theirdraft Assessment Phase PDPs. The supervisor completes a final Assessment PhasePDP. The supervisor and the employee have a PerformanceEvaluation meeting where the supervisor shares thefinal Assessment Phase PDP with the employee.
  25. 25. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 1: Interim Reviews (Optional)As an option, the Interim Reviews part can beused to document performance feedback and/orupdate expectations during the performanceperiod. Any modifications made during thereview period will be shared with the employee.
  26. 26. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance FeedbackIn general, Part 2 should provide a narrativeassessment of the employee’s performance inrelation to the content in Section 1, Parts 1 and 2 ofthe Planning Phase PDP.The assessment must be based on observed orverified performance.
  27. 27. Filling out the Assessment Phase PDPTo what degree did the employeeaccomplish the expected resultsand how well were they done? Section 1: Performance Assessment Part 2: Performance Feedback A. Key Results Assessment
  28. 28. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback A. Key Results AssessmentExamples of Results Expected:1. Sarah successfully prepared a PDP PowerPoint andgave a well attended training that got great feedback.2. Sarah consistently provided excellent support toseveral recruitments which resulted in successfulhires.
  29. 29. Filling out the Assessment Phase PDPHow well (or how frequently) did theemployee demonstrate the skills andabilities expected? Section 1: Performance Assessment Part 2: Performance Feedback B. Key Skills and Abilities Assessment
  30. 30. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback B. Key Skills and Abilities AssessmentExamples of Key Skills and Abilities:1. Sarah demonstrated good information delivery skills whenusing PowerPoint to develop a PDP training presentation.2. Sarah continued to demonstrate remarkablecommunication skills when conducting recruitments.
  31. 31. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback C. Training and DevelopmentWhat training was completed?What development goals were achieved?
  32. 32. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback C. Training and DevelopmentExamples of Training and Development:1. Sarah attended Microsoft PowerPoint training anddemonstrated her new skill and ability by usingPowerPoint to create presentations.2. Sarah met her goal of improving her public speaking skillsby getting great feedback from training participants.
  33. 33. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback D. Other Performance FeedbackOther relevant information may be included inthis part such as: special achievements,comments about strong performance underunanticipated difficult work placecircumstances, etc.
  34. 34. Filling out the Assessment Phase PDP Section 1: Performance Assessment Part 2: Performance Feedback D. Other Performance FeedbackExamples of Other Performance Feedback:1. Sarah always met deadlines despite a heavyworkload.2. Sarah demonstrated excellent turnaround time whenworking on recruitments.
  35. 35. Filling out the Assessment Phase PDP Section 2: Comments, Signatures andFiling Part 1: Signatures and CommentsWhat each Signature means:• Supervisor = Assessment Phase PDP is based on my bestjudgment.• Employee = Assessment Phase PDP has been discussed withme.• Reviewer = I have reviewed the Planning and AssessmentPhase PDPs. The PDP process has been properly followed.
  36. 36. Filling out the Assessment Phase PDP Section 2: Comments, Signatures andFiling Part 1: Signatures and CommentsComment sections are provided on theAssessment Phase PDP form.Comments may also be attached and submittedwith the final Assessment Phase PDP.
  37. 37. Filling out the Assessment Phase PDP Section 2: Comments, Signatures andFiling Part 2: FilingSame as the Planning Phase… The supervisorretains one copy of the Assessment Phase PDP formand provides a copy to the employee.The signed original Assessment Phase PDP form isplaced in the employee’s official personnel file inHuman Resource Services.
  38. 38. Useful InformationTimelines,Suggestions& Reminders
  39. 39. Sample PDP Timelines New Hire (Probationary Period): Employee is hired on January 1stand thePlanning Phase PDP is completed right away. Prior to June 30ththe Assessment Phase PDPis completed. A new Planning Phase PDPshould be done at that time. The following June, the Assessment PhasePDP is completed and a new Planning PhasePDP is completed. What happens the following June?
  40. 40. Sample PDP TimelinesQ. What are the timelines for employeesserving Trial Service or Transition Reviewperiods?A. It depends!While the steps in the Performance Reviewprocess and the forms are the same for eachperiod, the length of time varies! Work withHuman Resource Services to make sure you arecorrectly following the current CBA.
  41. 41. Update Job Descriptions Job descriptions should be updated any timethere is a change to: Essential Job Functions; Knowledge, Skills and Abilities; Desired Qualifications; or Conditions of Employment. If the job description is revised during the PDPprocess, attached the revised job description tothe PDP submitted to Human Resource Services.
  42. 42. Suggestions Fill out the PDP forms electronically. Thefields within the form will expandautomatically as you type. Use Outlook to set up reminders for eachphase of the Performance Evaluationprocess. Other suggestions from the group?
  43. 43. Remember… The supervisor will discuss the evaluationwith the employee; The employee must have an opportunity toprovide feedback on the evaluation; Keep job descriptions up to date; and Remember to do PerformanceDevelopment Plans!
  44. 44. Questions / Discussion

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