For Administrative Use Only Missouri RD AN No. 1379

September 24, 2001

TO: All Rural Development Staff

FROM: Gregory C. Branum

State Director

SUBJECT: 2001 Summary Ratings and 2002 Performance Work Plans

**[PURPOSE/INTENDED OUTCOME]{.underline}**: This AN is issued to provide
instructions on completing the summary rating portion of SCA Form 4140,
Performance Work Plan.

**[COMPARISON WITH PREVIOUS AN]{.underline}**: This AN replaces Missouri
AN No. 1363 dated September 27, 2000.

[**IMPLEMENTATION RESONSIBILITIES**:]{.underline}

Rural Development's performance appraisal cycle is October 1 through
September 30 of each year. Each employee should have a Performance Work
Plan, SCA Form 4140, in place for this period and it should have been
entered into CAMS. By now, at least one progress report should have been
completed on each employee. Both the employee and rating official need
to have initialed and dated the appropriate block in Part II of SCA Form
4140 to indicate a discussion was held. The progress review should also
have been entered into CAMS.

Supervisors are required to complete a Rating of Record on each
employee. The employees' performance should be rated for each element as
either "Results Achieved" or "Results Not Achieved".

An overall summary rating of Results Achieved means that the employee
has met the performance expectations for each element. Please keep in
mind that under this system Results Achieved is equivalent to the old
Fully Successful rating. Summary ratings of Results Achieved require
only the signature of the rating official and the employee. No higher
level review is required and no documentation is needed. The supervisor
should complete Part III of the SCA 4140 to show Results Achieved and
the employee and supervisor should both complete Part IV, Certification,
in the Summary Rating Column. The Results Achieved rating should be
entered into CAMS. (Note: If you failed to enter the plan in CAMS, you
will be unable to enter the summary rating until 90 days after input of
the performance work plan.)

If an employee is not performing at the Results Achieved level in any
element, the summary rating must be a "Results Not Achieved".
Supervisors should not complete the rating on any employee with
unsatisfactory performance. Instead, they should consult with the second
line supervisor (RDM or State Director) and contact Martha Newsom in the
State Office immediately for specific guidance. (A Results Not Achieved
rating requires written comments to be attached to the Performance Work
Plan and must be signed by the rating official and the reviewing
official **prior** to presenting to the employee for signature.)
"Results Not Achieved" ratings will not be entered into CAMS until the
above is accomplished.

Supervisors should use the rating conference as an opportunity to
discuss areas of performance that could be improved as well as to
provide specific positive feedback. Employees should also be allowed to
provide feedback during the conference. The year-end Strategic Plan can
be a useful tool in the rating process. To allow time for receipt of the
year-end Strategic Plan and for managers to meet with their employees,
we are extending the deadline to complete the rating process.
Supervisors should provide a copy of the completed form (with
signatures) to the employee, keep a copy for their file, and forward the
original to the State Office, ATTN: Martha Newsom [no later than
November 23, 2001]{.underline}.

**2002 Performance Plans:**

You may use the same performance elements for FY 2002. If a supervisor
needs to deviate from the "canned elements", please contact Martha as
certain criteria must be met.

Be reminded that you can use the rating conference as an opportunity to
put the new Performance Work Plan in place. However, when we receive all
of our goals for FY 2002, supervisors should relay their expectations to
subordinate employees.

The 2002 Performance Work Plan should be initiated through CAMS but you
will still need to obtain signatures after printing the form. It is not
necessary to send a copy of the [2002]{.underline} plan to the State
Office.

If you have any questions concerning this AN, please contact Martha.

EXPIRATION DATE: FILING INSTRUCTIONS: Preceding

10-31-2002 Performance Management Policy