1

Performance Management System for Non-Supervisory

Employees End of First Rating Cycle Briefing – 9/30/06

U. S. DEPARTMENT OF ENERGY

Oak Ridge Office

2

Coverage:

DOE Non-Supervisory Employees in Competitive Service General Schedule and Excepted Service positions

3

2006 End of Year Process

September 30, 2006 – End of rating cycleRating Period 1/01/06 to 9/30/06 for most employeesOctober 23, 2006 – Deadline for finalizing performance ratings (unless extended to meet minimum 90 days)October 27, 2006 – Deadline for submitting completed appraisals to HRMinimum appraisal period - 90 calendar days.

4

2006 End of Year Process cont

Can only be extended up to 45 days

If unable to meet 90 days with a 45 day extension – employee gets assumed ME

October 30, 2006 – Deadline for new performance plans to be in place for FY 2007

December 31, 2006 – Deadline for payment of FY 2006 performance awards

5

Key Features

Four-Level Performance Appraisal System:Significantly Exceeds ExpectationsMeets ExpectationsNeeds ImprovementFails to Meet Expectations

Standards Written at the “Meets Expectations” Level

6

Key Features (cont.)

Two to Five Critical Elements assigned variable weights to reflect their relative degree of importance:1. Specific Job Responsibilities

One – Four Critical ElementsORO – Mandatory Four ElementsElements weighted 30, 30, 15, & 15 (ORO)

7

Key Features (cont.)

2. Employee Attributes – Critical ElementFive AttributesAttribute 1 – Responsibility and AccountabilityAttribute 2 – CommunicationAttribute 3 – TeamworkAttribute 4 – Innovation/Quality Improvements Attribute 5 – Customer ServiceAll Attributes weighted at 2 points (ORO)

8

ORO Elements and Weights for Non-supervisory Employees

4 Job-Specific ElementsWeights: 30, 30, 15, & 15

Employee AttributesWeights: All weighted at 2 points

9

Employee Responsibilities for Appraisal

Reporting on the status of assignments during the year, including any problems which may prevent their successful completion

Maintaining records on work outputs for use during progress reviews and appraisal

10

Rating/Reviewing Official Responsibilities

Provide subordinates opportunity for input to ratingCoordinate rating with reviewing official, other management, and HR as neededRatings MUST be concurred with by the reviewing official prior to discussion with employeeConduct an appraisal meeting/discussion with the employee to provide the performance appraisalAssure that the organization’s performance ratings correspond to organizational productivity or effectiveness

11

DERIVING FINAL RATINGS

12

Total weight assigned to all critical elements must equal 100 by using the following proportions:Specific Job Responsibilities Critical

Elements = 90Employee Attributes Critical Element = 10

Assigning Weights to Critical Elements

13

Weights for Critical Elements

Weights were initially assigned during the plan development stage.

Weights may be adjusted, along with other related factors, during the progress review stage, consistent with Mgmt policy.

Weights may need to be re-distributed for the final performance rating if no opportunity to perform under one or more elements.

14

Weights for Critical Elements (cont)

Coordinate with HR before adjusting weights.

Weight for “unused” job specific element will be distributed to other job specific elements.

Weights for Attributes should not be redistributed.

15

Computing the Summary Performance Rating

Each Element has a numerical weighting

Each rating level has an assigned point value

Multiplying these gives score for each element

Similar “sub” process for Attributes

Add resulting #s to get a total

Total score dictates summary rating (unless an element was rated FME)

16

Computing the Summary Performance Rating (cont)

Element and Attribute Rating Levels and Assigned Point Values: Significantly Exceeds Expectations (SE) =

1 pointMeets Expectations (ME) = .5 pointNeeds Improvement (NI) = 0 pointsFails to Meet Expectations (FME) =

Results in a Summary Rating of FME

17

Computing the Summary Performance Rating (cont.)

Rating Levels: Point Ranges

SE 80 - 100

ME 50 - 79

NI 49 and below

FME any score with at least 1

critical element rated FME

18

Computing Summary Performance Ratings

Example #1-a Job Specific

Critical Element Rating Weight Pts Score

Recruitment SE 30 1 30

Classification ME 30 .5 15

E/LMR SE 15 1 15

HR E-Systems ME15 .5 7.5

19

Computing Attribute Ratings Scores

Example #1-b Employee Attributes Element

Attribute Rating Weight Pts ScoreResp & Acc’t SE 2 1 2Communication SE 2 1 2Teamwork ME 2 .5 1Innov/ Qual Imp. ME 2 .5 1Cust Svc ME 2 .5 1

Totals 10 7pts

20

Computing Summary Performance Ratings

Example #1-c Critical Element Rating Weight Pts Score Recruitment SE 30 1 30 Classification ME 30 .5 15 E/LMR SE 15 1 15 HR E-Systems ME15 .5 7.5 Attributes 10 7

Totals 100 74.5pts

21

Overall Performance Ratings

Rating of 74.5 = 75 = ME(Ratings are rounded up)

Rating Levels: Point RangesSE 80 - 100 ME 50 - 79NI 49 and belowFME any score with at least 1 critical element rated FME

22

Performance Awards Eligibility

System Provisions

Mandatory Awards: SE

Discretionary Awards: ME

No Awards: NI or FME

ORO Policy

No Performance awards below SE

ME will still be eligible for Special Act Awards

23

Performance Award Amounts

ORO Policy on awards to employees rated Significantly Exceeds Expectations:SE/95-100 pts 5%SE/80-94 pts 3%ME: Eligible for Special Act AwardMaximum Performance Award approved

locally -- $7,500

24

TimetableSeptember 30, 2006 – End of first rating cycle

October 23, 2006 – Deadline for finalizing performance ratings

October 27, 2006 – Deadline for submitting completed appraisals to HR

December 31, 2006 – Deadline for payment of FY 2006 performance awards

25

If you have any questions about this new performance management system, please contact your assigned Human Resources Specialist for assistance.

26

HR Assigned Specialists

Office of Manager Carol Aytes – 576-9586Public Affairs Office Carol Aytes – 576-9586Diversity Programs Carol Aytes – 576-9586Partnerships & Program Development Phil Barker – 574-2636Office of Chief Counsel Phil Barker – 574-2636AM Security & Emergency Management Edward Dunbar – 576-0670Office of Nuclear Fuel Supply Edward Dunbar – 576-0670AM Administration Brad Thompson – 576-4496AM Environmental Management Jill Stephenson – 576-0677Office of Chief Financial Officer Phil Barker – 574-2636AM Science Phil Barker – 574-2636AM Environment, Safety & Health Carol Aytes – 576-9586OSTI Adolphus Brown – 576-4757PNSO Adolphus Brown – 576-4757TJSO Adolphus Brown – 576-4757