# Presentation: 252914

##  Supervisory Feedback Tool Survey

**"If you give a person feedback you focus them for a day.  If you teach them how to 'ask' for feedback you focus them for a lifetime." **
**                                                                                 ****- George Reavis **
_**SFT**_
-   6-week **open period**: Feb 28 – Apr 10
-   Weekly **status reports**, by Directorate, given to the SLC
-   As of 3/12/08...
-             # of Supervisors who have received feedback:                   160 of 351 (46%)
-             # of Supervisors with less than 3 responses:                      117 of 160 (73%)
**            ****# of Supervisors receiving 3 or more responses:            43 of 160 (27%) **
-   **Reminders:**
-   **Give feedback **to superiors
-   Actively, effectively and continually **seek feedback** from subordinates
-   **Receive feedback** if at least three surveys are completed
-   **Analyze feedback **and develop an action plan
-   **Share feedback** with your supervisor and optionally with your staff

## Employee Performance Communication System (EPCS) “Building a Performance Culture”

- Closeout of 2007 – 2008 Performance Cycle
- March 2008

## Background 

**Office of Human Capital Management**  continues to work to align itself with OPM, Agency and Center initiatives to build a performance culture.
- OHCM conducted an evaluation of all Distinguished and a 2% sample of Meets/Exceeds for the May 1, 2006 – April 30, 2007 performance planning and appraisal period.
- Review results, shared with Center management, continue to help the Center evolve in effectively carrying out its performance management responsibilities as it relates to planning, monitoring, developing, appraising, and recognizing performance.
- OHCM will again conduct an evaluation upon the closeout of the  2007 – 2008 performance planning and appraisal period.
- The following information specifically addresses refresh on the closeout of the current performance cycle.

## Appraisal Closeout Reminders

- Ensure employee is under the plan for the minimum appraisal period (90 days) before assigning a rating of record.
- Note:  If a new or reassigned employee’s plan was issued by March 1  extend the rating period by no more than 30 days (May 31) to ensure the minimal appraisal period is met.
- Address accomplishments, work samples specific to each performance element (include customer feedback) and training/development needs (offer an Individual Development Plan) during appraisal discussions.
- Discuss “Unacceptable” ratings with the OHCM prior to assigning the rating.
- Ensure Distinguished Summary Ratings are supported by “Significantly Exceeds” ratings for all rated critical and non-critical elements.

## Appraisal Closeout Reminders (Cont’d)

- Reflect actions and results substantially, with clear linkage to each performance element, when documenting summary ratings for _Distinguished_, _Needs Improvement_ or _Unacceptable_.
- Include approval by a higher-level Reviewing Official
- Inform OHCM of appraisal reconsideration requests (informal grievances) in addition to formal grievances.
- Purge records in EPF dated earlier than 4 years.

## Rating Performance Recap

| Element Ratings  | Overall Rating of Record if...  |
| --- | --- |
| Significantly Exceeds Expectations -Performance that consistently exceeds performance standards and identified performance indicators to an exceptional degree | Distinguished - All rated critical and non-critical elements must be rated as Significantly Exceeds Expectations |
| Exceeds Expectations –                            Performance that consistently exceeds performance standards and identified performance indicators to a high degree
 | Accomplished - All rated critical and non-critical elements are rated no lower than Exceeds Expectations  |
| Meets Expectations –Performance that at least fully and consistently meets (you are generally satisfied) the performance standards and identified performance indicators | Fully Successful  - No critical or non-critical element is rated below             Meets Expectations  |

## Rating Performance Recap (Cont’d)

| Element Ratings  | Overall Rating of Record if...  |
| --- | --- |
| Needs Improvement  - Performance that does not fully meet the performance standards and identified performance indicators  | Needs Improvement – Any critical or non-critical element is rated below Meets Expectations |
| Fails to Meet Expectations –                            Performance that fails to meet the  performance standards and identified performance indicators 
 | Unacceptable - Any CRITICAL element rated as Fails to Meet Expectations  |

## Summary Ratings Matrix

| PERFORMANCE ELEMENT RATINGS | Overall Appraisal Summary Ratings |  |  |  |  |
| --- | --- | --- | --- | --- | --- |
|  | Distinguished | Accomplished | Fully Successful | Needs Improvement | Unacceptable |
| Significantly Exceeds (SE) Expectations | All elements (critical & non-critical) rated  SE Expectations |  |  |  |  |
| Exceeds Expectations |  | All elements (critical & non- critical) rated no lower than Exceeds Expectations |  |  |  |
| Meets Expectations |  |  | No element  (critical or non-critical) rated below Meets Expectations |  |  |
| Needs Improvement |  |  |  | Any element is rated below Meets Expectations |  |
| Fails to Meet (FTM) Expectations |  |  |  |      | Any critical element rated FTM Expectations |

## Disagreements With Assessments

-  Reconsideration requests
- An employee who disagrees with his/her rating of record may submit a request for reconsideration (normally within 15 days from date rating was received-30 days for GESTA employees)
- Employee will be given opportunity to present supporting information
- Rating Official must reconsider and issue a decision within a reasonable time (normally within 10 days)
- Grievances
- If employee is dissatisfied with reconsideration decision, may file grievance in accordance with formal grievance procedure (normally within 15 days of receipt of reconsideration decision)

## Closeout Schedule for Performance Cycle

| Timeframe | Supervisory Tasks |
| --- | --- |
| April 1 – April 30 | - Request employee’s list of accomplishments
- Request feedback from customers and matrix/detail 
  supervisors |
| May 1 – May 31 | -  Prepare narrative summary and assign element ratings 
   and overall summary rating
         Complete NF 17-121 – Addendum for matrix/detail         
         feedback
- Engage in appraisal discussions and ensure that all blocks are signed, (planning thru appraisal stage) |
| NLT June 13 | - Upload ratings into NOPs (NASA Org Profile Sys)
        http://nasapeople.nasa.gov/nops/default.htm |
| May – August 1 | - Recognize sustained performance
- Effect QSIs within 120 days of the end of the   
   performance cycle |

## Guidance on Performance Standards

**    ****The Guidance document will be posted to the OHCM website by mid-April.  It covers:**
**Establishing standards at the Significantly Exceeds and Needs Improvement Levels;**
**Significantly Exceeds and Needs Improvement standards for the required performance elements; and **
**Evaluating performance objectively.**
**Look for Guidance Document April 13, 2008.**

## Status of AFGE Negotiations

- The negotiation is at impasse.
- Mediation scheduled Friday, March 13.
- Next step of process is a binding decision (April-May)
- Covered employees will begin 5-levels ASAP 2008 cycle (June-July)

## OHCM Points of Contact

**Employee Performance Communication System** (EPCS):
- Bernadette Fowler, Program Lead, (301)286-4998 and                     Lori Moore (301) 286-5087
**Incentive Awards Program**:
- Khrista White, (301) 286-9059
**Individual Development Plans**:
- Lynda Jones and Mary Mort, Career Counselors, (301) 286-5794