# Presentation: 476236

## The Art of Writing Your Performance Documentation

**NACOP**
**May 10, 2006**
**St. Louis, MO**

**Diane M. Strub, MWA**

## Performance Plans

-   **Elements**
-   Tasks, duties, major responsibilities
-   May/may not be in position description
-   Critical elements core to the position
-   Non-critical important but less than critical

## Performance Plans

-  **Standards**
-  How well the tasks, duties, responsibilities     	must be accomplished
-  Quality, quantity, timeliness, manner in which 	should be performed
-  The measure to determine meets, exceeds or 	does not meet

## Performance Accomplishments

- Why do we write accomplishments?
-   “Just busy work.  I hate doing it!”
-   “My supervisor already knows how and what 	 I’m doing.”
-  Written throughout the Agency
-  Good self-assessment exercise

**Notes:**
Why do we write accomplishments?
“Just busy work.  I hate doing it?” – You are not alone; most of us don’t like it.  I say that to my supervisor!
“My supervisor already knows how and what  I’m doing.”   Your supervisor does NOT know everything you do.  
We can’t possibly know everything.  Plus, in many cases, we know the end product but we don’t know
   how you got to that end product.  We don’t always know if someone had to help you, correct it, or redo it; we often 
   just see the results.  
Written throughout the Agency.  - Those in SES have to write them; we write them for our bosses and they critique ours as well.
Good self-assessment exercise.  -
It is good to do self evaluation throughout the year.  
Do I know what my performance lays out for me this year?
How am I doing on those things my Supervisor said were critical this year?
Do I need to work on something that I haven’t gotten to yet and/or do I need to discuss with my Supervisor?

## Writing YourAccomplishments

-  Understand your position
-   Who do you support?
-   What do you support?
-   Do you understand your role?
-   Do you understand the impact of doing your 	 job well or not doing it well?

**Notes:**
Understand your position
Who do you support?
	If an RL secretary, obviously support the RL; maybe a Division Director’s Secretary; or the Administrator’s Secretary; or AD’s Executive Asst.
Matrix Management structure in ARS dictates you must meet our needs and expectations just as we must meet those needs of our customers up and down the Agency line
Whoever is the Reviewer of your appraisal, they are not going to just sign off without reading it – at least they shouldn’t.  The Reviewer is to determine if the documentation provided supports the proposed rating.  If not, there should be a discussion.  That happens with the SES ratings; happens with mine; my staff ; our LAOs; MWA RL secretaries appraisals that come to MWA.
What do you support?
	Do you understand the mission of ARS?
Do you understand the mission of your MUs/ Divisions/ etc.?
Do you understand the mission of your Scientists? The DD?  The staff within your Division?
Do you understand your role?
First point of contact for your MU/Division, etc.
Right hand of your RL, DD, AD, etc.
Role in setting the tone and atmosphere 
Provide support to the Mission of the Agency not just your little corner of the world.  Thus, we are all answerable to any number of demands put upon us from multiple sources.
Do you understand the impact of doing your job well
Have impact whether you know it or not
Choice is yours if impact is positive or negative

## Writing YourAccomplishments

-  Tie to your performance elements
-  Identify the impact
-    Not simply “cataloging” of activities
-   Ask the “so what” question
-   Assess the quality, quantity, timeliness,  	manner in which done and the effect
-    List key accomplishments with key impacts

**Notes:**
Tie to your performance elements
MWA limits your accomplishments to 3 pages plus 1 page for Supervisor to add comments, if desired.
Many complain they can’t possibly explain all they do in 3 pages – SES only get 2 pages!
Suggest keep a record during the year of unusual accomplishments.  I use last year’s accomplishments and build on those.
Know what your elements spell out for Meets Fully Successful

Identify the impact
Not simply “cataloging” of activities
We know your assigned tasks for the most part.  You are writing significant accomplishments against those tasks.
Ask the “so what” question
So what you did these tasks.  Isn’t that your job?  So what you did travel authorizations and vouchers.
So what you did ARIS documents.  
Assess the quality, quantity, timeliness, manner in which done and the effect
You need to try to document the impact of accomplishing your tasks and express how well you did them.
How well did you perform your travel responsibilities?  Did you perform these responsibilities according to FTR and ARS and MWA policy?  Did you perform these in a timely manner?  Were your Sys able to accomplish their travel purpose without problems caused by your lack of doing a good job?
List key accomplishments with key impacts
We all do many, many things.  However, some have more impact that others.  Make sure you are familiar with your performance plan and focus on the key things that have the greatest impact to your RL, MU, Area, Agency.

## Applying the “So What” Test

-   “Established files for new personnel as 	required.”

-  “Prepares Time & Attendance Reports”

- “Thirty-five travel authorizations and 	vouchers were completed, including 	foreign travel.”

**Notes:**
Examples taken straight out of employee accomplishments.  Did they address quality, timeliness, impact?
“Established files for new personnel as required”
According to Agency policy?  Current and complete?
Timely; or do you exercise the “pile and someday file” approach?
Impact:  Are they easily retrievable when needed?
“Prepares Time & Attendance Reports”
Within specified time requirement?
Everyone get paid on time?
How many errors do you have in a pay year?  
Are you aware that T&A errors cost the Agency additional overhead costs assessed by NFC?
How quickly do you address the leave errors ?
In compliance with pay and leave policies?
“Thirty-five travel authorizations and vouchers were completed, including foreign travel.”
How accurately?
Did you use ARIS to know if Visas were needed or did you leave that to someone else like the Area?
Was all the paperwork for FG travel submitted with the initial AD202 or was it piecemealed requiring reminders? Whose tickler?
 When within your control, did everyone get where they needed to be to enhance their collaborations or meet their mission?
How quickly do you get them processed for approval and released for payment?  What’s impact on the traveler?  Most of us like getting our reimbursement as quickly as possible!
Do you follow Area, Division, Office policies and procedures for travel?  How often does someone have to remind you?

## Applying the “So What” Test

-   “Maintained contact with the 	scientists on research projects that 	required extension or termination.”

-   “Assisted in preparing and submitting 	new project plans and completed new 	416/417 for one CRIS.  My involvement 	ensured that OSQR requirements were 	met.”

**Notes:**
Applying the “So What” Test – Again, examples straight from some secretaries/program Assistants accomplishments:
“Maintained contact with the scientists on research projects that required extension or termination.
Look at the following:  what is the difference?
“Assisted in preparing and submitting new project plans and completed new 416/417 for one CRIS.  My involvement ensured that OSQR requirements were met.” 
Same duties but documented differently.
Which one shows quality or impact?
Could do even better job IF you were the one who took initiative and managed the process within your MU.

## Applying the “So What” Test

-   “Only one with check writing authority 	for lab.”

- “Planned and coordinated the Holiday 	luncheon which included food, Santa 	and decorations...”

**Notes:**
“Only one with check writing authority for lab.”
So what?  Nothing here documents quantity, quality, knowledge, expertise, impact.
“Planned and coordinated the Holiday luncheon which included food, Santa and decorations...”
While very nice, what does this have to do with your performance?  
Is there a way to “tweak” this to make it a useful accomplishment?
“Worked to encourage a stronger sense of Location, team building, and camraderie at the Location. Organized several functions to bring staff together in an effort to build a stronger unit.”

## Applying the “So What” Test

-   “Assisted LAO and RL with documents, 	information and preparation of ARMPS 	report.”

- “Successfully completed the updating of 	ARMPS for the Unit.”

**Notes:**
“Assisted LAO and RL with documents, information and preparation of ARMPS report.”
“Assisted LAO and RL with documents, information and preparation of ARMPS report.”
 “Successfully completed the updating of ARMPS for the Unit.”
Neither of these show the level of involvement, your responsibility or role, quality of work nor impact.
To me, these just identify a duty you performed which you were supposed to perform.
“successfully completed...” – could mean after the LAO and Area Office had to ask me three different times to correct the same thing!  You’ve let it up to my interpretation.

## Applying the “So What” Test

-   “Performance appraisal documentation and standards were prepared for the unit during the two appraisal cycles.”

-   Accomplishments on one Element:
-   “Prepare travel authorizations & 113 vouchers”
-   “Reports T&A for MU on bi-weekly basis”
-   “Enter foreign travel into FTIS”
-   “Assist with updating of MU ARMP 	 	documents”

**Notes:**
“Performance appraisal documentation and standards were prepared for the unit during the two appraisal cycles.”
Quality and impact?
Do you have a tickler file? How do you show initiative?  Are you ready when the letter comes from Area or do you wait to be told?   This occurs at the same time every year so how do you demonstrate initiative in taking the lead for your MU?
How do you help your RL/Supervisor make sure all the employees in your MU/Staff  have standards in place, appraisals completed, IDPs done?
Accomplishments on one Element:
  “Prepare travel authorizations & 113 vouchers”
  “Reports T&A for MU on bi-weekly basis”
  “Enter foreign travel into FTIS”
  “Assist with updating of MU ARMP documents”
Do any of these “accomplishments” show quality or impact?
Do any of them really show if this person took any initiative or did this person just do what was asked when it was asked?
Isn’t this just a list of tasks completed?

## Applying the “So What” Test

**  ****Some Better Examples:**

-   “Used word processing software to type 	complicated tables, equations, and other 	documents for Unit scientists as requested.  The 	scientists do not have to learn all the intricacies 	of the computer programs but can rely on my 	computer skills to complete these tasks.”

**Notes:**
“Used word processing software to type complicated tables, equations, and other documents for Unit scientists as requested.  The scientists do not have to learn all the intricacies of the computer programs but can rely on my computer skills to complete these tasks.”
Shows skill level
Shows impact
Only thing doesn’t show is quality of this work; could have reworded the last statement to include quality and impact.

## Applying the “So What” Test

**  ****Some Better Examples:**
-   “Submitted five ARS-425’s and assisted scientists in completing project proposals.  By reviewing the proposals and making recommendations, stronger proposals were submitted.”

**Notes:**
“Submitted five ARS-425’s and assisted scientists in completing project proposals.  By reviewing the proposals and making recommendations, stronger proposals were submitted.”
Shows impact, skill, initiative in doing more than just typing; actually read the proposal and made some suggestions for improvement

## Applying the “So What” Test

**  ****Some Better Examples:**
-   “Monitored incoming correspondence and E-mail messages for the Unit.  Forwarded to appropriate individuals for action or handled myself.  Kept a reminder system to ensure all deadlines were met.  Unit employees rely on me to keep them informed and to monitor due dates.”

**Notes:**
“Monitored incoming correspondence and E-mail messages for the Unit.  Forwarded to appropriate individuals for action or handled myself.  Kept a reminder system to ensure all deadlines were met.  Unit employees rely on me to keep them informed and to monitor due dates.”
Like the acknowledgment that email is just what it says:  electronic version of US Postal mail.  This person understands her role with management of her bosses’ email; 
Acknowledge this will depend on your boss but you should offer
Shows initiative by taking action where could without RL input needed.
Tickler system shows she knows her responsibility to aid the RL in meeting deadlines and being responsive.
Shows impact to Unit in last statement 

## Applying the “So What” Test

**  ****Some Better Examples:**
-   “Worked closely with LAO and RL in collecting data for the FY-04 ARMP.  Prepared first draft of complete ARMP with minor adjustments made by supervisor prior to submission to Area.  Incumbent’s ability to perform the task enabled the Acting RL to address other issues pertinent to the operation of the Unit and his own research.”

**Notes:**
“Worked closely with LAO and RL in collecting data for the FY-06 ARMP.  Prepared first draft of complete ARMP with minor adjustments made by supervisor prior to submission to LAO and Area.  Incumbent’s ability to perform the task enabled the RL to address other issues pertinent to the operation of the Unit and his own research.”
Does show quality and impact.
Could be improved by 
Documenting how much change needed after Area Review.  
Did the Area find many errors?  
Was the ARMPS in compliance with Area and Agency policy?  
Did she meet the deadlines?  
How much initiative did she take vs waiting to be told what to do?

## Applying the “So What” Test

**  ****Some Better Examples:**
-   “Reviewed critical information prior to sending to ensure that all elements of important documents have been included.  Numerous omissions/errors have been caught and corrected prior to sending documents, giving a better impression to those receiving the documents.”

## Things to Consider

**  **Taking initiative vs doing what is asked

-   Accomplishments that demonstrate 	quantity, quality, manner in which done, 	and/or impact

-   Quality of service to your other 	customers, (SYs, LAO, Area, HQ

-  Identifying your key functions?

**Notes:**
Taking initiative vs doing what is expected
Do you do what is asked and expected and in a quality manner?  If so this is Fully Successful.  You are doing your job. 
What have you done for yourself to help stay on top of things or remember infrequent but important tasks?
Have you put any Desk References together for yourself?
Have you created any spreadsheets or databases that have helped in your support of the MU?
How have you improved any processes that help you be more efficient and/or effective/
Accomplishments that demonstrate quantity, quality, manner in which done, and/or impact
Where have you demonstrated increasing knowledge and experience and taken initiative to make something better, to improve service, improve an internal MU/Office/Division process?
Quality of service to your other customers, i.e. SYs, LAO, Area Office, HQ
Do not forget that we all support the mission of this Agency
We have one “boss” but many customers at different levels within the Agency that we must be responsive to.  What is the quality, timeliness, manner and impact of your responsiveness to these other customers.
No, we cannot just “blow off” each other!
What are your key functions?   
Obviously ARIS and OSQR work are key; travel, etc.
Surprising how few documented a role in assisting your RL with the performance appraisal process
Even more surprising how few documented any involvement with ARMPS which over the summer takes some time.   Few of you documented or demonstrated any increasing knowledge of this process or if your role is increasing as a result.  This is an area that RLs would love you to be of more assistance! 

## Things to Consider

-   Do you have impact outside your MU / 	Office / Division?

-  Second-line Supervisor considers 	several 	factors in approving your rating.

-   You can’t document everything; what 	best demonstrates  overall quality and 	impact in your position?

**Notes:**
Do you have impact outside your MU/Office/Division?
How often is your expertise “tapped into” by others?
Do you understand this demonstrates the level of confidence others have in your abilities.  There is a way to document this without being overly boastful.  Demonstrates your skill level, your willingness to share with others; can demonstrate the impact to a broader level than just your MU.
As Second-line Supervisor, Area considers several factors in approving your rating.
As Reviewer and approver, we do not blindly sign off unless we are in agreement with the proposed rating.
Definitely consider the known quality of your work.
Check with some of our specialists to get their perspective on your work that has to come into or through us.  
Want to know if you are a perennial “Let the someone else fix it, edit it or fill in the missing pieces.”
Want to know if your work is at the level that we rarely if ever have to return things for correction or missing pieces.  This causes more work for others so we want to know if this is happening.
Want to know if your work is consistently at a high level of quality and if it is done in a timely manner.
Do you do your own research first or do you expect us to be your one and only resource, rarely utilizing the full breadth of resources that are available to us all?
We go through the same thing with our own staffs; we weigh in on Headquarters personnel who provide service to us; Steve gets input from others on my service.  All of us are answerable for the service we provide and the impact throughout the Agency. 
You can’t document everything; what best demonstrates quality and impact?
We don’t’ want a catalog of your duties.  
How can you best demonstrate the level/quality of your support to the mission of your MU/Division/etc. and thus to the Agency?
These seem to be “no-brainer” statements but you would be surprised at what we see.

## Things to Consider

-  Personal development

-   Don’t forget your “mission”.

-   Think through your accomplishments 	and don’t be afraid to brag – as long as 	its true!

-    Finally - do not diminish or forget the 	important role you play.

**Notes:**
 Personal development
What are you doing to improve your KSAs?
Documenting is okay IF you explain the impact.
For example, did you take some training that increased your knowledge, skills and abilities?  How did you utilize that training in your job?  How was the impact seen within the MU or beyond?
One RL wrote about his Secretary:  “.... Fills any available time with self improvement activities that strengthen her capabilities and benefit our program.”
Don’t forget your “mission”.
Every one of us in this room is here because of the research.  
Ask yourself if what you are doing is contributing to the accomplishment of the bigger mission.
Think through your accomplishments and don’t be afraid to brag – as long as its true!
We don’t often take the time to evaluate what we are doing, how well and the impact of our work.  
Too often we say “I’m just doing my job.  I can’t really put down on paper what that involves.”
Do not be afraid to ask yourself the “so what” question and then be prepared to answer it!
If you struggle with this, ask yourself what would happen if you didn’t do anything right.  What would the impact be on your RL and MU; your Supervisor & Division? ,etc.  Then work backwards to capture those things you are doing and how they are meeting the needs of your MU/Division/Office.
Do not diminish or forget the important role you have in ARS.
Like you, I am not a scientist and have no desire to be one; it would be a disaster!  However, I can say I have always understood my role in supporting our scientists.  I am proud to be a part of this Agency and know that I play a part in the impact our research has world-wide.  I have had that drilled into me by others since I started with ARS as a Clerk Typist.  It helps me to remind myself of that when I don’t feel valued or get so caught up in the tasks that I lose sight of the larger mission.  You need to do the same!