Supervisor Evaluation Training

May 4, 2009

Evaluations6 sections:

Section I General performance standardSection II Core valuesSection III Goals (last years’)Section IV Goals (next years’)Section V Employee Signature and Comment

PageSection VI Reviewers Comment Page(s)

General Performance StandardsSection I

The purpose of this section is to reflect basic skills and abilities necessary for the position to meet minimum standardsWeight is 35% (not higher, not lower)Allocation of the weight should:

Reflect the importance relevant for that employees’ specific duties. For example, field employee will have higher weight on safety than an office employee.

Reflect importance level for departmental goals and/or your view of areas needed for extra attention or improvement

Weight can not be lower than 2%The Rating must be between 1 and 4

Above 3.3 or below 2.8 requires written comments (Section VI) - Use additional space if necessary

A 3.0 means you are doing your job Very rare to have a perfect 4.0

Core ValuesSection II

The purpose of this section is to reflect the employees’ behavior towards the values of the Agency as adopted in the Strategic Plan This section will identify the employees’ willingness and ability to

adapt to the desired culture of the Agency Weight range is between 25% and 40% More weight should be applied to the core values for the following

types of employees, as this is where the employee will be able to contribute most to the Agency: Where an employees’ time (routine duties) does not lend itself to major

goals, and/or Where the employees’ job requires daily interaction with most Agency

employees, and/or Weight can not be lower than 2%

The Rating must be between 1 and 4 Above 3.3 or below 2.8 requires written comments (separate form to be

attached) - Use additional space if necessary A 3.0 means you are doing your job Very rare to have a perfect 4.0

Goals (past year) Section III

The purpose of this section is to reflect the employees achievement toward major goals of the Agency, department or self improvementWeight range is between 25% and 40%

Value of the weight should reflect the level of effort required to achieve the goal

Minimum weight of 2%Combined total of weights for Sections I, II, and III should be

100%.Should goals or weights change during the year, notify HR of the

change. HR will make a determination if GM review is neededThe Rating must be between 1 and 4

Above 3.3 or below 2.8 requires written comments (Section VI) - Use additional space if necessary

A 3.0 means you are doing your job Very rare to have a perfect 4.0 – A 4.0 is more applicable to the

tangible objectives (projects) and less so for personal improvement type objectives

Goal Samples – Field WorkerJane Doe

Good Goals: Provide mentoring and training of technicians in the form of two

presentations. One presentation will be for drilling and well installation techniques and the topic of the other presentation will be determined at a later date (should expand more).

Take classes to prepare you for the Treatment I/II test and receive your certificate for Treatment I/II.

Assemble a confined space entry program for the department for implementation.

Take 2 Microsoft access classes. Demonstrate and implement at least 4 innovations and show how these new skills have improved job performance and efficiency.

Bad Goals: Take 2 Microsoft access classes. Perform at least two job related staff presentations at an All hands

meeting. Become more pro-active in community affairs to bring positive change

to the agency through cooperation and joint actions with other entities.

Goal Samples – Office Worker John Doe

Good Goals: Continue to participate in an inter-department effort to define existing work/data

flow processes and identify changes to improve coordination and data availability. This process should lead to increased incorporation of the Mapplet tool and/or GIS into Watermaster processes to facilitate improved verification, mapping, exhibit preparation and reporting processes.

Complete the fully updated water company guide. The guide should accurately reflect the boundaries of each of the water companies in the MWA service area. Ensure a sizeable inventory (~50 to 100 guides) are available at the MWA headquarters and send each water purveyor 3 copies. All updated boundary maps should be unloaded into the State of the Basin maintaining the feel and color schemes in the guide itself.

Participate and take lead role in the Step 2 for California State Prop 50 project funding proposals and implementation.

Bad Goals: Complete XX hours of job related training. Become more interactive with individuals in similar positions at partner agencies. Become familiar with the office procedures and requirements of your department.

Goals (Next years’)Section IV

The purpose of this section is to create goals that reflect the goals in the Strategic Plan, updated each year in the budget process Should be minimum of 3 goals

Personal growth– should reflect a series of classes or pathway toward learning (ie: cross training), not 1-2 day seminars

Projects – Normally seen in the Strategic Plan or the budget. May include incremental steps or smaller piece of larger project. The project should stretch employees’ ability

Staff Development/Mentoring – assisting other employee or department Weight range is between 25% and 40% More weight should be applied to the goals, rather than the core values,

where an employees’ time is spent mostly on major projects, as this is where the employee will be able to contribute most to the Agency

Weight can not be lower than 2% The Rating must be between 1 and 4

Above 3.3 or below 2.8 requires written comments (separate form to be attached) - Use additional space if necessary

A 3.0 means you are doing your job Very rare to have a perfect 4.0

Employee Comments and SignaturesSection V

The purpose of this section is to acknowledge that the evaluation was givenEmployee must sign acknowledging they received the

evaluation AT THE TIME THE EVALUATION IS GIVENWhether they agree with the evaluation or not is

irrelevantComments by the employee can be forward a day or two

later if employee needs more time. However, final review and approval of the evaluation will not take place without having the comments on file.

Reviewer CommentsSection VI

The purpose of this section is to provide additional feedback to the employee and justifications for high and low ratingsMUST complete comments for any ratings below 2.8 and

above 3.3 in Sections I & IIMUST complete comments for each objective/goal, no

matter what the rating

Timelines or Deadlines Process

Evaluation forms will be sent the week of 5/4 with the prior year goals inserted in Section III. Complete the form and turn into HR for review by 6/1 PRIOR to going over with employee

(turn in as you proceed, don’t wait until all forms are completed before you turn in) Must have all certificates or proof of attendance at training, if that is one of the goals

As evaluations are deemed complete and within guidelines, they will be returned to you, along with the Employee Change Form, to go over with the employee and obtain signatures

Once signed by the employee and supervisor, return to HR no later than 7/1 at which time GM signature will be obtained and employee change form will be given to payroll to process.

A copy of the final approved, signed evaluation will be provided to the employee. Common mistakes to avoid

Ensure total weights add up to 100% Ensure comments in Section VI are provided

Timeliness Supervisors will not receive their pay increase prior to the employees reporting to them Late evaluations can be considered as disrespect to the employee receiving the pay increase Consideration of the timeliness of evaluations will be applied in “Teamwork” for Core Values

for supervisors New employees will have 6 month review where goals and weights will be set. The form

will be emailed 1 month prior to the due date.