1. When is the last day to finalize a performance plan in ePerformance?
The last day to finalize and modify a performance plan is June 30, 2009. Eligible employees that do not have a finalized performance plan in ePerformance by June 30th will not receive a FY 2009 performance evaluation.
2. Should a performance plan be created and finalized for an employee that begins District service after June 30, 2009?
Answer: A performance plan for the upcoming fiscal year (2010) is to be completed for new employees who begin employment after June 30, 2009.
3. How do agencies account for employee performance from April 2008 - September 2008?
The Department of Human Resources (DCHR) did not require “close out” evaluations for employees formerly under the Performance Evaluation System (PES). However, if an employee displayed poor performance as of October 1, 2008, then agencies were advised to use the Letter of Warning to document it. Other performance during that timeframe would be considered satisfactory (i.e. “Valued Performer).”
4. Is it mandatory for employees to complete a self-evaluation?
No, completing a self-evaluation is optional; however DCHR strongly encourages employees to do a self-evaluation.
5. Does a narrative justification need to be written for each competency and S.M.A.R.T Goal?
Yes, a narrative justification must be written for each competency and S.M.A.R.T Goal. A supervisor will not be able to submit the evaluation to the reviewer unless a rational for the rating assigned to a competency and S.M.A.R.T Goal is written.
6. Does a rating need to be assigned to each Individual Development Plan (IDP) objective?
No, IDP objectives are for developmental purposes only, and therefore are not rated. However, progress on objectives should be documented in the comments field.
7. Who is the reviewer and what is her/his role in the evaluation phase?
The reviewer is the second level supervisor. S/he reviews and approves the evaluation and holds the supervisor accountable for complying with the District Personnel Manual’s performance management policy and procedure.
8. What do agencies do with the Letter of Warnings that were previously issued? How are they handled?
When Chapter 14 of the District Personnel Manual is published and the Performance Improvement Plan (PIP) is officially adopted, the agencies can transfer the information from the Letter of Warning to the PIP.
9. How are the City Administer and the Agency Director involved in the approval process?
The reviewer will review and approve the evaluation and submit it to the Agency Director. The Agency Director will review and approve the agency’s rating distribution and then submit it to the City Administrator who will review and approve the rating distribution using CapStat results to ensure the agency’s performance is consistent with employee performance.
10. What is the policy on employee refusal to acknowledge the evaluation?
ePerformance allows supervisors to indicate if an employee refuses to sign the evaluation. The ePerformance system does however; require that the supervisor confirm that they met with the employee to discuss the evaluation.
11. How long will an evaluation be kept in ePerformance?
The evaluations that are completed using ePerformance will be part of an employee’s permanent electronic official personal folder (OPF) housed in PeopleSoft. These evaluations are electronic, so they now will be part of the employee’s permanent electronic official personal folder (OPF), just like other changes in employee status that are kept.
12. What is the policy on evaluating an employee on extended leave?
Employees with active and leave with pay status in PeopleSoft will appear in ePerformance. However, employees on leave without pay status, and agencies not participating in the new system will not appear in ePerformance, therefore a performance plan cannot be created and an evaluation cannot be done on these employees. An employee on extended leave should not be evaluated until the employee has returned to work.
13. Will an employee’s finalized evaluation completed by one supervisor be transferred to another supervisor if a change in supervisor occurs?
Current supervisors will be able to see evaluations conducted by past supervisors for the current employee. This is very similar to a supervisor being able to see an employee’s Official Personnel Folder and the history contained within.
14. How can an agency’s Reconsideration and Resolution Committee be impartial if all of the key players are employed by the agency?
Agencies will have a responsibility to ensure that the rating review process is handled fairly and independent of any agency influence. DCHR will provide training on implementing a consistent and fact-based review process.
15. I received a “Satisfactory/Meets Expectations” performance rating on my last evaluation. How can I make sure I receive at least a “Satisfactory/Meets Expectations” for FY 2009?
The “satisfactory/meets expectations” level of performance is now called “Valued Performer.” You can perform your goals and competencies to the best of your ability. Make sure you understand what is required, ask your supervisor for help if needed, and use any resources available in your work area (i.e. books, manuals, peer assistance, etc).
16. Who may I contact if I have additional questions??
Contact your agency’s HR Advisor.
