# Presentation: 857628

## Writing Performance Elements and Standards

## What is Performance Management?

- It is the systematic process by which an agency involves its employees, as individuals and members of a group, in improving organizational effectiveness in the accomplishment of an agency’s mission and goals.
- Employees must know what specific tasks they’re expected to perform and how well the task must be accomplished to meet a desired level of performance.
- It’s the responsibility of the supervisor to develop the performance plan.  The performance plan consist of ***performance elements and standards******.***

## Agency Policy and Procedure (P&P) found:    www.afm.ars.usda.gov/hrd/performance/pp-list.htm

HRD website:  www.afm.ars.usda.gov/hrd/performance/index.htm

OPM Performance Management Address:
   www.opm.gov/perform/index.htm

**HRD website:  **_[www.afm.ars.usda.gov/hrd/performance/index.htm](http://www.afm.ars.usda.gov/hrd/performance/index.htm)_
**OPM Performance Management Address:**
**   **_[www.opm.gov/perform/index.htm](http://www.opm.gov/perform/index.htm)_

-    Guidance on Performance Elements and Standards

-                   RESOURCES

## What Is A Performance Element?

- A performance element is a major duty or responsibility assigned to an employee.  This duty or responsibility can be pulled from the position description.

## How Can I Identify Performance Elements?

- How important is the individual task to the employee’s overall job?
- Is the task part of another function of duty?
- Can it be combined and categorized by most important duties?
- Decide whether elements are critical or non-critical?

- Answer the below questions

## The 2 Types of Performance Elements

- _Critical _- An assignment or responsibility so important that unacceptable performance in that element would result in a determination that the employee’s overall performance is unacceptable
-         Not used to measure group performance, only work within the employee’s control
- B.     _Non-Critical_ – An aspect of individual, team, or organizational performance exclusive of a critical element, that is used in assigning a summary level

## How to Determine if An Element is Critical?

- 1.  Is it a major component of the work?
- 2.  Does it address individual performance only?
- 3.  Does it require a significant amount of time?
- 4.  Is the consequences of performing unacceptably?
- 5.  Are there statutory/regulatory requirements?

- Answer the below questions

## Performance Elements Should Contain:

- A.  _Alignment Statement_
-       -- plans must align with the Department, Agency, and/or Staff Office goals and objectives.
-       --  include at least one results-oriented performance element linked to the strategic goals and objectives of the organization (for example, Mission Results; Mission Support; Executions of Duties; and Program Management)
- _Balanced, credible measures _
-       --  should be included in each element and identify accomplishment of organizational objectives

## Performance Elements Must Contain: 

- At least three but no more than seven performance elements
- At least one element that is critical, but not all
- At  least one critical element that is results focused
- Non-Supervisors must have EEO/CR objectives incorporated into a new or existing critical element
- Agency-wide Peer Review (OSQR) objectives must be incorporated in ARS Cat 1 and Cat 4 scientist plans
- Health and safety elements should be used where job related

- Continued

## Supervisory Performance Elements Must Also Contain: 

- Employee and Customer Perspectives
**             **** ****-- employee perspective focuses attention on the performance of key internal processes that drive the organization, including employee development and retention. **
**           ****-- customer perspective considers the organization’s performance through the eyes of its customers, so that the organization retains a careful focus on customer needs and satisfaction.  **
- B.     A critical leadership/management and /or supervision element that addresses accountability for performance management duties
- “Official” supervisors must have a separate critical  EEO/CR element

## What are Performance Standards?

-     A description of the duties and tasks an employee is expected to performance and how well they must accomplish them and what level they must meet.

## Performance Standards Must Include:  

- A Fully Successful standard established for critical elements and placed in the employee performance plan.
- Balanced, credible measures
-       1.  Qualitative    - accuracy, appearance, usefulness or effectiveness of  product                    2.  Quantitative  - addresses how much is produced and/or error rate
-        3.   Timeliness   - addresses how quickly, when or by what date the work product
-        4.   Cost-Effectiveness – addresses dollar savings to the Government or                      			    working with a budget.
-        5.   Manner of Performance

##      A.  Decide which general measurer is important to the performance of the element:

      -  Is quality important?
      -  Is quantity important?
      -  Is it important that the element be accomplished by a certain date or time?
      -  Is it important that the element be done within certain cost limits?

      B.  Specific Measurers - to help determine the specific measurers, for each   
           general measurer, ask:

          1) How could (quality, quantity, timeliness, and/or cost effectiveness) be 
              measured?
          2) Is there some number or percentage that could be tracked? If there’s no 	number, and the element can only be judged, ask: Who could judge that 	the element was done well?  What factors would they look for?

-       -  Is quality important?
-       -  Is quantity important?
-       -  Is it important that the element be accomplished by a certain date or time?
-       -  Is it important that the element be done within certain cost limits?
-       B.  Specific Measurers - to help determine the specific measurers, for each
-            general measurer, ask:
-           1) How could (quality, quantity, timeliness, and/or cost effectiveness) be
-               measured?
-           2) Is there some number or percentage that could be tracked? If there’s no 	number, and the element can only be judged, ask: Who could judge that 	the element was done well?  What factors would they look for?

- How to include Balanced, Credible Measures in Performance Standards?

## How are Performance Standards Written?

- Performance Standards are written to describe the “Fully Successful” level.
- Must describe expectations of work in terms of quality, quantity, timeliness, method of work, and/or required savings.
- They must be accurate, measurable, attainable and reasonable.
- They must be consistent, equitable and objective in the development of plans.
- Specific Goals are included and identified to add clarity and specificity to performance standards.
- The goals may or may not be synonymous to the “fully successful” standard.
- The goals need to be reasonable and attainable.

## What to Avoid When Writing Standards?

-  Retention Standard – is a standard that describes the level of performance necessary to retained in a job (i.e., on above Unacceptable level).
- Absolute Retention Standard – is one that allows for no errors are only acceptable in very limited circumstances.  You are requiring perfections at the retention level.
- Backward Standard – explains unacceptable and poor performance instead of explaining what duties the employee is supposed to perform and at what level.

## What to Avoid When Writing Standards?

-   4.  Avoid using conduct-related issues as a performance standard.
-      i.e.   “The incumbent will not use more than 5 days of sick leave during the year.”
-      			Appropriate use:
-       “The incumbent must initiate and complete five or more projects during the rating period.”
-  5.  Avoid using a standard that is objective but not practical to measure.
-       i.e.   “Audits travel vouchers in order to track travel expenses.”
-   				Appropriate use:
-      “25 travel vouchers will be audited each day and no more than 3 of                 these travel vouchers will be returned because of errors.”

## Check  Yourself?

- Do elements and standards align with strategic plan and other work plan goals?
- Are there at least 3 but no more than 7 elements?
- Are applicable EEO/CR objectives included?
- Is Supervisory element necessary?
- Is a health and safety element necessary?
- Do you have at least one critical element?
- Are standards clear and specific?  Are standards written at a Fully Success and not above?
- Do standards describe expectations in terms of quality, quantity, timeliness, etc.  And not duty statement?  Do they focus on results?
- Are standards measurable? If #s and %s are used, if there a mechanism to measure them?
- Are standards attainable and reasonable?
- Is the plan consistent with and equitable to other plans?
- Are specific goals needed? (This is where you can describe the specific task/projects that need to be accomplished during the rating cycle especially those that align with the strategic plan or other work plans).

## For Assistance Call The Employee Development Performance Recognition Staff!!

- Casandra Butler, (301) 504-1470
- Theresa Bailey, (301) 504-1452
- Mary Oxner, (301) 504-1368
- Kimberly McGregor, (301) 504-1458
- Maggie Franklin, (301) 504-1436
- Charlene Brown, (301) 504-1523
- Ashley Magill, (301) 504-1476
- Suzanne Suchecki, (301) 504-1465
- Address:  GWCC, 5601 Sunnyside Ave., Room 3-1282D, Beltsville, MD 20705-5107