Dpmap performance elements and standards examples

Employees’ Introduction to the DoD Performance Management and Appraisal Program (DPMAP)

LER DPMAP V2 MAR2017

Instructor Notes: Display the course title slide as participants arrive for training.

Welcome participants as they arrive for the class.

If applicable, give them their name tents or name tags.

Thank them for coming.

Check their names on the class roster, ensure that all of their data on the roster is correct, and that supervisors/managers versus employees are assigned to the appropriate training.

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Fair – Credible – Transparent

(2)

Instructor Notes: These words represent the key messages that embody what is most important about New Beginnings - Performance, Mission, Communication, Excellence, etc.

Display the New Beginnings slide at the beginning of each instructional day and during breaks.

Defense Performance Management Appraisal Program (DPMAP) "New Beginnings" is a collaborative labor-management effort to improve Human Resource practices and policies in the Department of Defense (DoD). A major New Beginnings effort is the development and implementation of the enterprise-wide DoD Performance Management and Appraisal Program which will help foster a cultural change that encourages employee engagement, on-going communication, on-going employee recognition, and accountability. USMC will roll out the new system to nonbargaining unit employees on 1 October 2017. This training will provide information on the new system including employee and supervisor roles and responsibilities, timelines and requirements.

New words or phrases you will hear, high Performance organization HPO, DoD core Values, performance elements linked to organization mission and smart objectives. You will hear more about each one of these later in the lesson.

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What Do You Know About Performance Management?

PERFORMANCE

MANAGEMENT

Fair – Credible – Transparent

(3)

Transition Message: Before we get into DPMAP let’s check our assumptions about performance management.

Instruction:

NOT NEW = You already have performance goals in your every day work, you know your job, and you've talked with your supervisor about his or her expectations. Life cycle of the performance management system is the same.

NEW = DPMAP to apply to the majority of employees across DoD and is focused on including employees in the process.

Standardizes the approach to help both the supervisor and the employee be more successful and effective, which ultimately makes DoD more effective.

Instructor Notes: The goal of this discussion is to address the misconception that the program is a “Big Change,” or that it represents a vastly new way of doing business. Emphasize the importance of supervisor-employee communication and engagement.

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What You THINK You Know

What You KNOW You Know

What You ACTUALLY Know

Key Performance Management Features

Fair – Credible – Transparent

(4)

Outstanding (5)

Fully Successful (3)

Unacceptable (1)

Transition Message: Let’s review key features of DPMAP.

Instruction:

The performance appraisal cycle runs from April 1 through March 31 of the following calendar year, and the rating of record is effective June 1.

minimum of three formal documented performance discussions is required during the performance appraisal cycle.

A strong emphasis in DPMAP on continual feedback throughout the performance appraisal cycle.

DPMAP is characterized by a three-level rating pattern, (5) Outstanding, (3) Fully Successful, and (1) Unacceptable.

(if questions , more information on the rating levels will be provided later in the course)

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Performance Appraisal Cycle

April 01

through

March 31

Minimum of

THREE

Performance Discussions are

Required

BUT MORE RECOMMENDED

Three-Level Rating Pattern

Key Performance Management Features

Fair – Credible – Transparent

(5)

Transition Message: Other features of the program are:

Continuous recognition and rewards;

Fostering of cultural and attitudinal change; and

Automated performance appraisal tool (My Performance Tool).

Instruction:

Continuous recognition and rewards are highly recommended, and include monetary and non-monetary awards (more on this later).

program focuses on fostering changes in culture and attitude regarding performance.

DPMAP implements DoD’s automated performance appraisal tool, MyPerformance (MyBiz).

Interactivity: Ask: Are there any questions about these program features?

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Continuous Recognition and Rewards

Fosters Cultural and Attitudinal Change

Automated Performance Appraisal Tool

DoD Core Values

Fair – Credible – Transparent

TECHNICAL

KNOWLEDGE

PROFESSIONALISM

LEADERSHIP

(6)

Transition Message: Let’s talk now about DoD core values. This is a new component of our performance management system under DPMAP.

Instruction: The DoD Core Values are Technical Knowledge, Professionalism and Leadership and are an integral part of DPMAP.

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Duty

Courage

Honor

Ethics

Integrity

Loyalty

Employee Engagement and High-Performance Environments

HIGH-

PERFORMANCE

ENVIRONMENT

Top-down thinking

Supervisors provide instruction, employees carry out the task

Two-way

Supervisors provide instruction, but employees are encouraged to provide feedback

Upward feedback

COLLABORATIVE

DIRECTIVE

Performance Management is a COLLABORATIVE EFFORT

Between Supervisors and Employees

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Transition Message: Employee engagement is the foundation for a high-performing work environment. What do I mean when I say a “high-performing work environment”?

Instruction:

high-performing work environment is a place where success and achievement are a priority.

This kind of organization fosters personal accountability.

Generally speaking, there are two types of high-performance environments: directive and collaborative. Directive high performance is based upon supervisors giving instructions and employees carrying them out effectively. Collaborative high performance goes in both directions—the supervisors provide instructions and manage their employees while employees provide feedback (often known as “upward feedback”).

Both types have their use in the workplace.

Ask: By a show of hands, how many people work in a directive environment?

Ask: Now, by a show of hands, how many people work in a collaborative environment?

Instructor Notes: Emphasize how a collaborative approach is more sustainable over the long term.

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Video – Greatness

Performance Management is a COLLABORATIVE EFFORT

Between Supervisors and Employees

(8)

Transition Message: Okay, now that we have an idea about high-performing organizations, let’s watch this video titled “Greatness.”

Instructor Notes: This video can be downloaded from the DCPAS collaboration site or can be accessed on the internet at: https://www.youtube.com/watch?v=OqmdLcyES_Q

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Performance Plans

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DoD Instruction 1400.25, Vol. 431

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: To perform well, employees need to know what is expected. That’s where the performance plan comes in.

Instruction:

performance plan helps understand why job exists,

where it fits in the organization,

and how the job's responsibilities link to DoD and organizational goals.

Performance expectations serve as a foundation for communicating about performance throughout the year and the basis for reviewing employee performance.

When a supervisor and employee set clear expectations about the results that must be achieved and the methods or approaches needed to achieve them, they establish a path for success.

Interactivity: Do not read this slide. Instead talk over it while the participants read it.

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Performance Plan

All of the written, or otherwise recorded, performance elements and standards that set expected performance. The plan must include critical performance elements and their standards. Each employee must have a written performance plan established and approved normally with 30 calendar days of start of the performance appraisal cycle, or employee’s assignment to a new position or set of duties.

Supervisor-Employee Engagement

Supervisors and employees should

MEET FREQUENTLY

to discuss:

Performance Management is a COLLABORATIVE EFFORT

Between Supervisors and Employees

(10)

Transition Message: Supervisor-employee engagement is key to a high-performance work environment.

Instruction:

employees must be able and willing to communicate openly with their supervisors.

provides a opportunity to actively engage in accomplishments, current work, and future goals.

Employees should arrange a time to meet with their supervisor to discuss the following topics:

Work assignment and accountability

Time, resources, and changing mission requirements

Career goals and interests

Focus on performance planning

Skill development and learning opportunities

Both supervisors and employees have a responsibility to ensure they are having continuous, meaningful two-way discussions related to current performance and progress in meeting performance goals.

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Focus on performance planning

Career goals and interests

Time, resources, and changing mission requirements

Work assignments and accountability

DoD core values

Skill development and learning opportunities

Organizational goals

What Is Employee Engagement?

A heightened connection among employees, their work, their organizations, and the people with whom they work, including supervisors

U.S. Merit System Protection Board research identified six themes important to Federal employees. They are:

MSPB Source: The Power of Federal Employee Engagement by the U.S. Merit Systems Protection Board http://www.mspb.gov/netsearch/viewdocs.aspx?docnumber=379024&version=379721&application=ACROBAT

Performance Management is a COLLABORATIVE EFFORT

Between Supervisors and Employees

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Transition Message: So let’s further define what is employee engagement is.

Instruction: Employee engagement is a heightened connection among employees, their work, their organizations, and the people with whom they work, including their supervisors. Employee engagement includes a high level of motivation to perform well at work combined with passion for the work.

The U.S. Merit Systems Protection Board has done a lot of research into engaging Federal employees. They identified six themes that are important to Federal employees. The greater the employees’ engagement, the more likely it is they will choose to spend time improving their performance and the overall performance of the organization. Therefore, a performance management program that facilitates employee engagement will naturally help create and support a culture of high performance.

In contrast, disengaged employees do not commit enough attention and effort to perform at their best. In addition to lower levels of performance, the results of low employee engagement can include high turnover, grievances, Equal Employment Opportunity (EEO) complaints, disciplinary actions, performance-based adverse actions, absenteeism, negative attitudes, and low morale.

Employee engagement is the foundation of DPMAP. The DoD culture of high performance is one that fosters employee engagement and personal accountability in maintaining high performance.

Interactivity: Ask participants to consider the question: Are you an engaged employee? What about your co-workers/supervisors/direct reports? They don’t have to answer out loud, but should consider this question throughout the lesson.

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1. Pride in one’s work or workplace

4. Satisfaction with leadership

2. Opportunity to perform well at work

5. Satisfaction with the recognition received

3. Prospect for future personal and professional growth

6. A positive work environment with a focus on teamwork

Planning Performance

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Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: We briefly mentioned performance planning in Lesson 1.

Instruction:

Will discuss these items in more detail later in the lesson

highpoints of the planning phase:

Planning is a shared responsibility between supervisors and their employees. done properly, provides input from both sides

establishes a mutual understanding of performance expectations and organizational goals throughout the performance appraisal cycle.

Per DODI 1400.25, volume 431, performance plans must be established, approved, and communicated to each employee, normally within 30 calendar days of the beginning of the performance appraisal cycle (April 1, for most employees).

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Planning Phase

Effective performance planning is a result of employee and supervisor engagement that provides opportunity for employee input in establishing ongoing communication and establishment of a mutual understanding of performance expectations and organizational goals throughout the performance appraisal cycle

Planning Phase Roles and Responsibilities

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Employees:
Identify achievable performance elements and standards for themselves Provide input to supervisor regarding the performance plan Ask questions to clarify the supervisor’s expectations of their performance
Supervisors:
Compile list of tasks Establish appropriate performance elements Establish quantifiable and measureable standards Communicate approved performance plan to employee and how performance expectations link to organizational goals Encourage continuous, meaningful two-way communication Proactively communicate the plan to the employee Provide a copy of the approved performance plan Conduct performance planning discussion Modify the performance plan, as needed
Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: Here are the planning roles and responsibilities for Employees and Supervisors.

Instruction:

look at some roles and responsibilities of both the employee and supervisor in the planning phase.

Employees should provide input to supervisor regarding the plan and ask questions to clarify the supervisor’s expectations.

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Performance elements describe what work is to be performed

Performance plans must have a minimum of one critical performance element, maximum of 10, and each performance element must have associated standards that define expectations

An organization may have standardized performance elements

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Performance Elements

DoD Instruction 1400.25, Vol. 431

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: Performance elements describe what work is being performed. Example: Provide accurate, timely customer service.

Instruction:

DPMAP performance plans must have a minimum of one critical performance element, maximum of 10, and each must have standards that define expectations

An organization may have standardized performance elements

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Standards

Standards describe how the requirements and expectations provided in the performance elements are to be evaluated

Should be written using SMART criteria

Written at “Fully Successful” level for each performance element

Avoid using absolute standards (e.g., 100 percent, always, or never) unless critical to life and safety

DoD Instruction 1400.25, Vol. 431

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: Standards describe how the requirements and expectations provided in the performance elements are to be evaluated.

Instruction:

Standards must be provided for each performance element

Must express how well an employee must perform to achieve the “fully successful” level.

Supervisors may also describe standards of success for the “Outstanding” level.

Standards should be written using the SMART criteria, which provide the framework for developing effective results and expectations.

Instructor Notes: Avoid using absolute standards (e.g., 100 percent, always, or never) unless critical to life and safety.

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Performance Plans

PERFORMANCE

PLAN

Individual Development Plan (IDP)

Organizational performance plan

(e.g., Performance Assistance Plan)

Organizational document that focuses on providing the workforce the options for employee development

Records the learning and experience needed for short- and long-range career goals

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: There are two other types of plans that can support an employee’s performance plan and they are Individual Development Plans (IDP) and Organizational performance plans

Instruction:

IDP is used to record the learning and experience needed for employee’s short- and long-range career goals.

IDP documents the specific competencies, knowledge, skills, and abilities an employee might need to improve their performance.

IDP lists the training, education, and other professional development strategies needed to develop the desired competencies.

Organizational performance plans document the organization’s learning and development opportunities in a systematic and planned way.

One example of an organizational performance plan is the Performance Assistance Plan (PAP). PAPs are not to be confused with a Performance Improvement Plan (PIP)!

The combination of an IDP linked to an organizational performance plan assists in making employee performance more effective. The organizational performance plan addresses gaps, and an IDP documents the individuals who are developing those skills or competencies.

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Finalize Performance Plan

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: Let’s look at buttoning up the Performance Plan

Instruction: It is the hope that both supervisors and employees agree with the performance elements and standards in the performance plan, but agreement is not required.

For example, a supervisor may want an employee to make 100 widgets, but the employee may only want to be accountable for making 80. In that case, the supervisor is the one who decides, but the employee should be encouraged to provide input to the supervisors about why the higher expectations may not be attainable—perhaps due to training requirements, fire drills, all-hands meetings, or other events that get in the way of production. Maybe the employee knows that the facility doesn’t stock sufficient widget oil to make 100 each day, or maybe the widget machine only makes 10 per hour maximum. These are all things that would be considered in determining the standards, and an example of the collaborative nature of performance planning in a culture of high performance.

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After discussion(s), finalize a written performance plan

It’s important that both the supervisor and the employee understand the performance plan, even if not in agreement

Plans must be clearly communicated to and acknowledged by employees

Revising the Performance Plan

(18)

A change to the Performance Plan may be needed if there:

Minimum 90 calendar days for:

monitoring of approved performance plans

employee performance of new performance elements

DoD Instruction 1400.25, Vol. 431

Performance Management is a COLLABORATIVE EFFORT

between Supervisors and Employees

Transition Message: One benefit of continuous monitoring is the ability to quickly revise a plan when it is clear that the standards can’t be met.

Instruction:

Although performance plans are initiated at the beginning of the performance appraisal cycle, they are flexible, living documents and can be updated to meet the organizational needs.

Any number of events can take place during an performance appraisal cycle that would warrant changing a plan.

When necessary, performance plans are modified to reflect the new performance element and priorities and then communicated to employees. The employee should acknowledge the revisions in the MyPerformance appraisal tool or on the DD Form 2906.

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Are new organizational goals

Is a change in assignment(s), position, or duties

Are outside influences beyond an employee’s control that make the original performance elements unachievable

Is a change in assumptions about what can be reasonably achieved during the performance appraisal cycle

Are new priorities

Are shifts or changes in mission

Performance feedback is the two-way, meaningful exchange of information between supervisors and employees regarding performance expected and performance exhibited

What is Performance Feedback ?

It’s NOT about the 365th day

(19)

Transition Message: As we realize by now, feedback is an important part of DPMAP.

Instruction:

effective feedback session is not a one-way dialogue; rather, it is an opportunity for two-way, meaningful communication between a supervisor and an employee.

Employees are encouraged to proactively engage with their supervisor,

participate in meaningful performance discussions to foster positive and beneficial outcomes,

and ask clarifying questions about expectations.

Another important aspect of two-way communication is active listening. Both supervisor and employee should focus on what is said.

Don't interrupt or get defensive; both parties should take time to consider the feedback and response.

Open, honest and/or direct feedback is very important because it builds trust between employees and supervisors.

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Why Is Feedback Important?

Beneficial for both supervisors and employees

Promotes an understanding of the issue/topic/concern

Makes the other person aware of one’s perspective

Performance Context Developmental Context Personal Context
Feedback provides employees and supervisors with the other's perspective of what’s working (or not) Feedback provides opportunities to improve competence, to learn, and to progress in careers Feedback can improve the quality of relationships
It’s NOT about the 365th day

(20)

Transition Message: But why is feedback so important?

Instruction: For the employee, it gives him or her a voice and this has a positive influence on an employee’s engagement level.

There are three contexts for understanding the importance of feedback to employees. They are:

The performance context relates to our individual performance in the workplace. It’s the ruler we use to measure our impact on the overall organization.

The developmental context informs us about how well the work is getting done. Are we as efficient or effective as we could be? Without feedback we would never know if we can improve.

The personal context tells us how others perceive us. Personal feedback is important to keeping our relationships healthy and functioning.

To recap, feedback IS important because it:

Promotes an understanding of the issue/topic/concern

Makes the other person aware of one’s perspective

In a performance context, feedback provides the supervisor’s perspective of what’s working (or not)

In a developmental context, feedback provides opportunities to improve competence, to learn, and to progress in careers

In a personal context, feedback can (hopefully) improve the quality of relationships

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Feedback Guidelines for the Feedback“ee”

“Thank you for the feedback.”

It’s NOT about the 365th day

Just Listen

Don’t interrupt

Don’t get defensive

If things get awkward or too

emotional, don’t respond and ask

for a break. But be sure to

re-connect with person giving

feedback

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Transition Message: And here are some guidelines for the person receiving the feedback.

Instruction: Receiving feedback can be difficult. But here are some guidelines to consider:

Just listen

Don’t interrupt

Don’t get defensive.

If things get emotional or awkward, ask for a break, and be sure to re-connect with person giving feedback.

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Fair – Credible – Transparent

(22)

Instructor Notes: These words represent the key messages that embody what is most important about New Beginnings - Performance, Mission, Communication, Excellence, etc.

Display the New Beginnings slide at the beginning of each instructional day and during breaks.

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Monitoring Performance

(23)

DODI Instruction 1400.25, Vol. 431

IT’S NOT ABOUT THE 365 TH DAY

Transition Message: As we have stated previously, monitoring performance is an ongoing process requiring communication and input from both supervisor and employee.

Instruction: Monitoring = supervisors checking in with their employees on a continuous basis to gauge how they are progressing with their performance plans.

As you might have guessed, monitoring performance is a critical part of DPMAP.

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Monitoring

The ongoing assessment of performance compared to the stated expectations and ongoing feedback to employees on their progress toward reaching their goals

Monitoring Phase Roles and Responsibilities

Employees
Ask questions Engage in self-development Keep your supervisor informed on outcomes Provide input during performance discussions Request changes to performance elements as appropriate Identify challenges impeding ability to be successful Work with your supervisor to find solutions to barriers to success Keep a record of your accomplishments so that you are able to discuss with your supervisor throughout the cycle
IT’S NOT ABOUT THE 365 TH DAY

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Transition Message: So, what are the employee responsibilities for monitoring performance?

Instruction: Employees should:

Ask questions. Employees who understand the big picture will be better engaged. If not sure what their supervisor expects of them, ask clarifying questions until a shared understanding of the performance required for mission success is reached.

Remain engaged in self-development. The employee is the best steward of his or her career, and continuous self-development is one of the keys to advancing careers.

Keep their supervisor informed on the outcomes of their work. DPMAP encourages and expects frequent, informal feedback. When employees complete a goal or have some issues preventing them from accomplishing it, their supervisor needs to know.

Provide input about accomplishments, relative to the performance elements and standards, during the performance discussions. The goal is to ensure that supervisors stay informed of progress towards the elements.

Identify needed changes to performance elements/standards as appropriate.

Work with your supervisor to find solutions to barriers to success and give meaningful suggestions when it applies. Continuous discussions provide opportunities for any needed adjustments to performance plans.

Interactivity: Ask: Are there any questions about these responsibilities?

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Employee input is strongly encouraged to ensure supervisors have a full range of information when evaluating employee accomplishments

Employee input should:

Identify accomplishments in a clear, concise manner

Describe how accomplishments relate to the performance elements and standards

Demonstrate how accomplishments contributed to organizational goals

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Communicating Achievements

IT’S NOT ABOUT THE 365 TH DAY

Transition Message: It is the employee’s responsibility to communicate what they have achieved.

Instruction:

Employees may record their accomplishments throughout the performance appraisal cycle. For instance, an employee could share feedback he received from customers with his supervisor so he or she is aware of the great job the employee is doing.

Though written employee input is voluntary, employees are encouraged to:

Write their accomplishments in a clear, concise manner

Identify specific examples of what they achieved as they relate to the performance elements and standards

Demonstrate how their accomplishments contributed to the organization achieving its goals

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