welcome to the alaska national guard technician performance appraisal application

Welcome to the

Alaska National Guard

Technician Performance Appraisal Application

Learning Goals and Objectives

• My Biz (Employee)/My Workplace (Supervisor) & Performance Appraisal Application (PAA) tools

• Develop mission objectives and write one (1) critical element

• Ensure critical elements satisfy either the Specific Measurable Aligned Relevant Timed or MARST criteria

• Understand what a self assessment is and how to write one

Materials

Participant GuideParticipant GuideNeed to KnowNice to Know

Where to Go for Information

Performance Appraisal Application

• Annual Appraisal Cycle: 1 April – 31 March1 April – 31 March

• Minimum of 33 Critical Elements

• Mandatory Supervisory “Critical Element”

• Rating of Record: Level 1 thru Level 5

• Self Assessment

• New NGB Form 430 (Performance Appraisal)

• PAA accessed through My BizMy Biz and My WorkplaceMy Workplace

What Changes

• The Trial & ProbationaryTrial & Probationary Ratings and Periods

• Postponement of Annual Ratings of Record

• Supervisor CommunicatingCommunicating Performance Plans

• Below Fully Successful or Unacceptable Performance

• Performance Improvement Plans (PIP)

• The AppealAppeal Process

What Does Not Change

Performance Appraisal Application

Self Assessment

Interim Review

Performance Appraisal

Monitoring, Developing, Rating, Rewarding

SupervisorHigher Level

ReviewerEmployee Supervisor

Defines missionDevelops Critical Elements

Uses working Critical Element field on form

Understands missionReviews/revises Critical Elements

Uses working Critical Element field on form

Revises Critical Elements

Cuts and pastes into Critical Element field on form

Reviews performance plan for equity among employees in same occupation, and salary.Approves performance plan for employee

FINAL

Rating is the basis for personnel actions.

Planning

Performance Appraisal Process

Trial-Period Appraisals

• Performance standards must be established within 30 days of appointment

• A permanent technician must serve one-year probationary/trial period

• Personal LWOP over 30-calendar days during the probationary period extends its duration—day for day

• Absent-US (military duty) does not extend probationary period

A performance appraisal system that encourages the fairfair and equitable evaluation of employees based on performance and resultsresults

Program shall provide for employee participationparticipation in program development, implementation, and application

A Higher level reviewHigher level review ensures equitable and consistent application of, and compliance with, performance management requirements by all subordinate raters

BenefitsBenefits

Performance Appraisal Application

• Prescribes a FiveFive Rating Level Evaluation Method• Clarifies the procedures, and requirements for

documentation of the Performance Appraisal Program• Prescribes the use of the New NGB Form 430NGB Form 430

(Performance Appraisal), to be used with My Biz & My Workplace

• The The RolesRoles and Responsibilities

TPR 430

Performance Appraisal Application

Appraisal Documentation:• Open & honest 2-way communications• Bias-free and legally sound• Discuss acceptable & unacceptable levels

of individual job performance and behavior and outcome if not corrected

• Signing appraisal acknowledges receipt not necessarily agreement

Performance Appraisal Application

APPRAISAL APPEALS

Technician may appeal any performance appraisal or notice of rating or any single aspect of an appraisal/rating.

Timeframes for filing appeals:• Refer to negotiated procedures found in LMA and TPR

430 after consulting with HRO/ Labor Relations SpecialistPerformance Appraisal Review & Appeals Board:• Members must be equal or higher in grade & cannot be

in technician’s chain of command• Entitled to representation• No appeal rights beyond the TAG

What can What can we clarify?we clarify?

Performance Appraisal Program

BREAK TIME!!

Overview

What is My Biz?

TECH

“Military info” “Technician Info”

What is My Biz?

DCPDS

DCPDS = the Defense Civilian Personnel Data System (massive database of DoD Civilian records)

HRO

Some definitions

Employee = technician

Supervisor = anyone who supervises a technician (GS, WS, AGR, state)

Higher Level Reviewer = final reviewer in the rating chain (“boss’ boss”)

What is My Biz?

A Self-Service application (web-based) that allows technician employees to:

ACCESS & VIEW • tech employment info

What is My Biz?

MAINTAIN • some of your personal

information…

What is My Biz?

SF 50PersonnelAction

• All Permanent and Indefinite technicians automatically get a My Biz account

Who gets a My Biz account?

• My Biz interfaces with DCPDS nightly to create/update accounts

DCPDS

What can employees VIEW?

Can VIEW data related to their technician employment such as:

• Appointment information

• Position information (current & historical)

• Salary information

• Awards and Bonus information

• Performance Appraisals

• Personnel Actions

What can employees MAINTAIN?

• Employees can MAINTAIN the following data:– Race and National Origin designation – Handicap code– Phone numbers– Email addresses*** – Foreign language proficiency– Emergency Contact info– Education and Training*

• *must be validated

HRDS Validation

What is My Workplace?

My Workplace is a Self-Service application that allows supervisors of technician employees:

VIEW

•employee personnel information

•personnel actions that have processed on their employees

What is My Workplace?

INPUT & TRACK

•Performance Appraisal information

Who gets a My Workplace account?

• Anyone who supervises technicians– including AGRs, state

employees (TAG)

• Nightly interface with DCPDS to update and create accounts

DCPDS

My Workplace – what can I view?

• Supervisors can currently view the following employee info:– Position information (current & historical)– Salary information– Awards & Bonuses– Performance info– Appointment info– Personnel Actions

Test Drive

My biz & My Workplace how do I get there?

https://compo.dcpds.cpms.osd.mil

My Biz / My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

My Biz/My Workplace

What may I What may I clarify?clarify?

BREAK TIME!!

Mission Objective – where is it located

Information for your Mission

Objective

PD D1195000 (formerly 70637000)

• SURFACE MAINT MECHANIC– This position is located in the Joint Forces Headquarters—

State, Logistics Directorate (J-4), Surface Maintenance Facility. The purpose of this position is to troubleshoot, repair, maintain, inspect, and/or overhaul a variety of complex combat, tactical, commercial, and special purpose vehicles and equipment having complicated mechanical and non-mechanical systems with a variety of interconnected systems.

Alaska National GuardTechnician Performance

Appraisal Program

5 Outstanding4 Excellent3 Fully Successful2 Marginal1 UnacceptableNot Rated

Critical Elements

Performance Appraisal Program

• An expression of performance expectations in the performance plan that are linked to the organization’s goal(s) and mission(s)

• Each employee shall have their work assignments or responsibilities described in their performance plan as a critical element(s)

Critical Element(s)

Five Rating Level Evaluation Method

Rating Critical Elements5

Outstanding – Outstanding performance in one or more critical element(s) and excellent performance for all other critical element(s).

4Excellent – Excellent performance in one or more critical elements(s) and fully successful performance for all other critical element(s).

3Fully Successful – Overall fully successful performance.

2Marginal – Below fully successful performance for one or more critical element(s), but at least marginal performance for all critical element(s).

1Unacceptable – Fails to meet at least the marginal performance standard in one or more critical element(s).

NRNot Rated – Employee did not have opportunity to perform the critical element because it became obsolete or could not be accomplished due to extenuating circumstances.

Five Rating Level Evaluation Method

Rating of RecordAverage

Rating RangeRating of Record

Rating of Record Descriptor

4.51 to 5.00 5 Outstanding

3.51 to 4.50 4 Excellent

2.51 to 3.50 3 Fully Successful

2.00 to 2.50 2 Marginal

1 on any critical element 1 Unacceptable

Rating of Record ExerciseRating of Record Exercise

Five Rating Level Evaluation Method

Performance Rating Employees are eligible to receive…5 - Outstanding Quality Step Increase (GS employees only)

Sustained Superior PerformanceTime Off Award

4 - Excellent Sustained Superior PerformanceTime Off Award

3 - Fully Successful Sustained Superior PerformanceTime Off Award

2 - Marginal Counseling, Mentoring, CoachingIncreased Supervisory Assistance

1 - Unacceptable Performance Improvement Plan (PIP)

What Your Rating of Record Means

Valued performance should be rewarded

Roles & Responsibilities

ACTIVITY

GROUPSGROUPS

GROUPSGROUPS

TAGHROSupervisorEmployee

TPR 430

For success employees should: • _________ in the development of ______

________

• Identify and ______ their accomplishments

• Participate in _______ _______and the ____ __ ___ ___________

Participate CriticalElements

Record

Interim ReviewEnd Of Year Assessments

Employee’s Responsibilities

• Ensure employees attend training

• Develop critical elements aligned to the mission

• ______________

• Provide __________ to employees

• Foster and ________ excellent performance

• Address poor performance

COMMUNICATE

FEEDBACK

REWARD

Rater’s Responsibilities

• Stay in the performance process

• goals to subordinate supervisors

• and consistent application

INVOLVED

COMMUNICATE

EQUITABLE

Higher Level Reviewer Responsibilities

• Critical elements must be linked to the mission

• Minimum of 3 critical elements (recommend 3-5)

• All supervisors have a mandatory critical element

• Critical elements must be in either the Specific Measurable Aligned Realistic/Relevant Timed or MARST format

M A R TS

Requirements for Critical Elements

• Articulate Expected Results

• Absolute Standards

• Totality Approach

• Length of critical elements

Writing Critical ElementsAdditional Considerations

• SMART / MARST is a framework for developing (and evaluating) Critical Elements

Develop Critical ElementsUsing SMART / MARST Format

• Define an observable action, behavior, or achievement

• Link to a level of performance, frequency, percentage, or other number

• Are specific regarding the description of the result (not the activities to achieve that result)

Critical Elements Are Specific

• Provide a method to allow tracking, recording, and validation of quality of a specific behavior, action, or outcome

• Define:– Quantity (how many)– Time (how long)– Quality (how good) – Resources (how much)

Critical Elements Are Measurable

• A direct connection is made between the employee’s work, unit’s goal, and the organization’s mission

• Critical Elements ensure all are working toward shared goals

• All critical elements in the organization pull in the same direction

• Managers/supervisors need understanding of their own goals, objectives and critical elements before they can work with their employees to establish theirs

Critical Elements Are Aligned

Aligned Critical Element

Alaska National Guard Vision/Mission

Division / Airbase Vision/Mission

Company / BN / Squadron Vision/Mission

Relevant Team/Section Mission Alignment

Provides accurate and timely advice and guidance on an “as needed basis” to headquarter staff and managerial accountants in the field – resolving normal issues/inquiries in less than 7 business days, for more complex situations an initial response should be given within 7 business days and updated until resolved. Provides responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements.

• Realistic: Goals and objectives achievable with the resources and personnel available, and within the available time

• Relevant: Goals and objectives are important to the employee & organization

• Responsibility must be appropriate to employee’s grade

Critical Elements Are Realistic/Relevant

• GS07 – Under limited supervision provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days. Prepares responses for supervisor’s review, to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements.

• GS11 – Provides accurate and timely advice and guidance on an “as needed basis” to headquarters staff and managerial accountants in the field – resolving normal issues/inquiries in 5 – 7 business days, for more complex situations an initial response should be given in 5 – 7 business days and updated until resolved. Independently prepares responses to questions and inquiries covering a variety of policies and directives that require the correct application of accounting principals, theories, concepts and practices to financial processes to produce accurate results and meet legal requirements.

“Realistic/Relevant” Examples

• Established start and/or end dates are defined

• Specific dates (e.g., March 15) are preferred over relative descriptions of time (e.g., 6 months)

• Milestones can be included

Examples:

Specific Time – by December 10

Relative to another event – 6 months after…

Recurring – quarterly, bi-weekly

Critical Elements Are Timed

Critical Elements:• Focus on the results and

contribution

• Describe “what” the person will accomplish

• Employee responsible for outcome

Task Descriptions:• Focus on the tasks or

activities completed

• Describe “how” the person will do the work

• Manager ultimately responsible for the outcome

Critical Elements vs Task Descriptions

• Complete the installation of 150 new computers in the DOIM Office, by the second week of September

• Provide a monthly progress report, with information on completed work and anticipated obstacles, in the last week of each month

• Ensure that the DA Form 2062 issuing the new computer to the PC user is signed by the user and forwarded to the Property Book Officer in 2-3 workdays of signature

Are these SMART/MARST?

• Are the critical elements vague?• Can the critical elements be measured or

verified?• Are the critical elements too complex or

unnecessarily long?• Does each critical element have a timeline?• Do the critical elements emphasize appropriate

aspects of the work?• Are there too many or too few critical

elements?

Questions to Consider(When Reviewing the Performance Plan)

Table Top ExerciseTable Top Exercise

Critical Element Exercise Critical Element Exercise withwithPDsPDs

Large Bucket items?Large Bucket items?Your PD?Your PD?

What do you do?What do you do?

What may What may we clarify?we clarify?

Closing

Matching ExerciseMatching Exercise

BREAK TIME!!

Writing Effective Self Assessments

Self Assessment

• The performance management program establishes a link between the organization’s mission and goals and the individual employee’s contribution to mission and goal accomplishment

Overview

• What is a Self Assessment

• Writing a Self Assessment

• How to Identify Significant Accomplishments

• Helpful Hints - Things not to do

• Performance Appraisal Application (PAA) tool– Journal Application

Why should I advocate for myself?

Why Advocate for Myself?

Advocating for Oneself

AdvocatingAdvocating for yourself is an opportunity to:

Highlight your most significantsignificant achievements Offer your perspectiveperspective on your performance Present details of achievements and obstacles

overcome It is a narrative description of your accomplishments You will not be rated on your writing skillswriting skills

Let’s Get It Started

• Review your organization goals and critical elements

• Review recordsrecords of your work (emails, memos, project files, productivity records)

Establishing a Recording SystemRecording System

• Email folder

• Word Document

• Notes on planner or calendar

• File folder

• Journal – Tool in the Performance Appraisal Application

GO ME!

Significant Accomplishment Characteristics

• Difficult• One of a kind• First time• High visibility• Large volumes• Short deadlines

Follow the STAR:

• Situation• Task• Activity/Action• Result

Things NOT to Do

• Position Description

• Critical Elements

• Terms & Acronyms

Things to Consider…

• Highlight performance

• Make the connection

Discussion

Analyze & Determine the Best Fit?

What can What can we clarify?we clarify?

Self Assessment

Review of Goals and Objectives

Overview of My Biz (Employee)/My Workplace (Supervisor) & Performance Appraisal Application (PAA) tools

Develop mission objectives and write one (1) critical element

Ensure critical elements satisfy either the SMART or MARST criteria

Understand what a self assessment is and how to write one

Closing Closing CommentsComments

Performance Appraisal Program