performance evaluation processes

Performance Evaluation Processes

An Overview on VariousEvaluation Methods and Their Purpose

What is a Performance Evaluation?

• Webster’s Definition of “performance”:– 1) the execution of an action– 2) something accomplished; deed, feat

• Webster’s Definition of “evaluate”:– 1) to determine the use or value of– 2) to determine the significance or worth

of, usually by careful appraisal and study• Synonym: “estimate”

A Practical, Working Definition for “Performance

Evaluation”• To measure performance against

expectations (ours or someone else’s)– More specifically, to measure an individual

employee’s performance at work• based on a shared understanding of the work• based on a shared understanding of the

performance expectations• based on a shared understanding of the

measurement process

Why Do Performance Evaluations?

• Evaluations are a tool for managers, supervisors, and employees:– to measure the quality and quantity of

work performed in order to:• acknowledge a job well done• identify areas needing improvement• clear road blocks to employee performance• determine whether goals are being met• aid in training and supervision of employees

Performance Evaluations

Should Not Be...• a form of punishment (or discipline)• used only to highlight negative

aspects of performance• “rubber-stamped” as satisfactory

regardless of performance• ignored:

– by either the employee, supervisor, or management, regardless of the rating

Evaluation Methods

• the standard City method using Civil Service forms (probation and annual)

• Performance Planning Appraisal (or similar goal-based evaluation methods)

• informal feedback on a regular basis• formal feedback using a written

narrative and/or meetings between the employee and supervisor (or manager)

What Other Methods Have You Heard Of, Or

Used?• ?• ?• ?• ?• ?• ?• ?

The Standard City Method

• Uses standard evaluation forms– a different form is used for probationary

evaluations than for regular annual ones

• Evaluation categories are pre-set– and they’re different for probationary

• Rating levels are pre-set– outstanding, above standard, thoroughly

competent, short of standard, unacceptable

Probationary Evaluations

• pre-set evaluation periods– end of 3rd, 5th, 8th & 11th month

• different for Local 790 (2nd, 5th & 8th)– 11th & 14th if probation is extended

• end of 3rd & 5th month for promotional

• pre-set evaluation categories– and they’re different than for annual evals.

• skill (as opposed to quality of work)• knowledge (as opposed to quantity of work)• attitude (enthusiasm, adaptability, etc.)• personal fitness (integrity, sobriety, emotional

stability, physical condition, appearance, habits)

Annual Evaluations

• are given each year on the employee’s job class anniversary date– doesn’t preclude additional evaluations

• serve as the basis for a step increase– employee must have at least a satisfactory

rating to receive a step increase• if no evaluation is done, satisfactory

performance is assumed

• may impact seniority for RIF– if rating is below standard or unacceptable

Standard City Evaluations...

General Information• employee must acknowledge receipt

– if they refuse, note that “employee refused to sign,” and initial it by your notation

• employee may ask for a review– by the agency review officer

• designated by the appointing authority

– by the Director of Personnel (or designee)– by the Civil Service Board (if they feel

their was prejudice or bias involved)

Standard City Evaluations

General Information...• only rate the categories relevant to

the employee’s job– for example, don’t rate them on “Ability

as a Supervisor” if they don’t supervise

• if there is no category for an important element of their performance, include it under “Factors Not Listed Above”– for example, “adaptability” may be an

important factor in your organization


General Information...• be aware that the categories overlap

– one aspect of performance usually should not dominate the rating (the halo effect)• this is true whether the performance in a

given category is outstanding or unacceptable

– for example, the employee may be extremely hard working but lack necessary skills

– or, conversely the employee may be highly proficient, but have such poor interpersonal skills that they are unable to work effectively

• if a specific area is not addressed, satisfactory performance is assumed


General Information...• when rating an aspect of performance,

use common sense and judgement– rather than using the boxes to make your

decision, decide first, then enter a rating

• clarify your rating with additional comments as needed– if the rating you enter doesn’t accurately

reflect the employee’s performance, use comments to expand on the rating


Rating Definitions• Standard: the employee is performing up

to the required standard– as opposed to “average” performance– standard means “good and substantial”

• Above Standard: the employee is working above your expectations for a thoroughly competent employee

• Outstanding: the employee is consistently performing well above standard


Rating Definitions• Short of Standard: the employee is not

performing up to the required standard– improvement is needed to reach standard– the employee is “just getting by”

• Unacceptable: the employee’s performance is so far below standard that their work is of little value (or is actually a detriment) to the organization– improvement is urgently needed


The Overall Rating• There is no set formula to follow

– because each job and organization is different

• Think about the employee’s performance in the broadest terms; put the form aside for a moment and ask yourself…– the employee’s value to the organization– whether you appreciate their performance– what best describes their overall performance

• …then check it against the item ratings


The Overall Rating (cont.)• after assigning an overall rating and

checking it against the item ratings…– see whether the two make sense together– if not, ask yourself why

• make adjustments to item ratings if necessary• add additional categories/comments if

necessary

– don’t let the tail wag the dog• the form is a tool for you to use• assign an overall rating based on common

sense, not because “the form made you do it”

Performance Planning Appraisal

• AKA:– Goal-based performance evaluation– Goal setting and evaluation– Setting expectations– Performance-based budgeting– ?– ?


• Instead of set rating categories…– the categories are job-specific– the categories may change

• according to changes in the job• according to changes in the organization

– the expectation of what constitutes “standard” performance is based on:• agreed upon performance goals set each

year• a shared understanding of the categories


• Categories are often weighted– according to the percentage of total

work time they consume as part of a work year according to their criticality to the stated mission of the organization

– based on other factors, such as• how recently an assignment was made• whether the category requires new skills


• Rating levels are similar to standard– Outstanding/Superior– Highly Effective/More than Satisfactory– Satisfactory/Good– Needs Improvement– Unsatisfactory/Not Meeting Job

Standards

• PPA is a process, not an event– meetings must occur to set goals, etc.– changes often occur mid-year

Summary• Evaluations are:

– a valuable tool in training and supervision– as important to the employee as to the

supervisor– a way to acknowledge good work– not the same as disciplinary action– performed using a variety of methods– crucial for probationary employees– the basis for step increases– a possible factor during reduction-in-force

performance evaluation processes

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