Throughout the month of October the PMIP Review Committee meet to discuss the PMIP Award process. Out of the Committee came recommendations for the Director of Commerce to redevelop the PMIP Award process (see post from November, 2010). These changes were adopted by the Department and are as of November 1, 2010 enacted.
If you have not already familiarized yourself with these changes, it is recommended that you do so now especially since we are in the midst of our mid-year performance reviews. These changes will impact awards made in 2011.
The Union continues to be interested in how the PMIP is implemented across the Department. Feel free to provide feedback about your experience to your Union Shop Steward (Bill Mandeville) or the staff that work with the steward, Grace Call and Tanya Mercier.
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Changes to PMIP, enacted November 1, 2010.
TRAINING
1. Human Resources will offer mandatory training in both Olympia and Seattle on the
mechanics of Success Factors and the Performance Management Incentive Plan (PMIP),
and how they work together in terms of agency performance management. Training will
address:
A. The significance of our Performance Management Confirmation and why the
Director and management team have elected to continue its use;
B. What performance management is, what a successful organization using
performance management looks like, and why it is critical that we continue to
strive to infuse performance management culture within Commerce;
C. Goal and Individual Development Plan creation and the ins and outs of
successfully using them, including SMART criteria and specific examples;
D. Each employee’s responsibility for his/her own evaluation; and
E. An explanation of the SuccessFactors roles and process to ensure employees and
their supervisors work together to ensure that all sections of the SuccessFactors
form are accurate and completed.
2. Human Resources will offer optional workshops to assist staff in communicating better
with their supervisors about SuccessFactors and PMIP so they can be more active
participants in the evaluation process to ensure their PDPs accurately reflect their work,
their personal goals and the skills they believe they need to improve.
This training will also address assertiveness and listening skills.
3. Human Resources will maintain and update a Frequently Asked Questions (FAQ) page
on the intranet. This document will highlight the technical details that are important to
having a complete PDP and PMIP nomination form, including “pot holes” to be avoided.
4. Human Resources will actively pursue opportunities to discuss performance
management throughout the agency at unit and division meetings, in addition to
offering stand-alone trainings. Human Resources will also work with ADs to provide
training to entire divisions to ensure vertical and horizontal consistency of information
flow.
INDIVIDUAL DEVELOPMENT PLANS
1. Individual Development Plans (IDPs) will be jointly developed by the employee and
supervisor.
2. To be considered for a PMIP award, each employee must have at least one IDP goal and
all IDP goals must be completed (not documented as postponed due to lack of resource,
etc.) This does not preclude the employee and supervisor from editing or removing IDP
goals during the evaluation period.
3. When and if possible, the SuccessFactors system will be enhanced to prevent a PDP
form from moving forward to signature without indication of completion of each IDP
goal.
CONSISTENCY
1. As mentioned previously, basic training will be mandatory for supervisors and
employees.
2. Calibration (checking, adjusting and tuning) will become a fundamental part of the
performance management process to bring greater consistency to our performance
appraisals across managers. Calibration meetings will include supervisors and managers
responsible for conducting performance appraisals and the executive(s) to whom they
report, and provide a forum for discussions about individual employees' performance
with the goal of making sure managers apply similar standards for all employees. These
meetings will include discussion of each employee's overall performance rating and the
supervisor's reasons for that rating.
3. We will continue to encourage supervisors and employees to check-in throughout the
evaluation process and to specifically discuss the criteria for meeting or exceeding
performance competencies and goals so employees have an idea where they stand
throughout the review period.
4. The Director will send a message reaffirming Commerce’s values related to performance
management.
REVIEW
1. Time will be provided in the process for Division Directors (or their designees) to
perform a thorough review and approval of PMIP nominations. According to the PMIP
Policy Roles and Responsibilities:
“Division Directors are responsible for screening nominations for performance
incentive awards against established criteria and forwarding recommendations to
the Human Resource Manager for processing.”
2. The HR Manager is responsible for conducting a systemic review of performance plans
and evaluations for quality and for providing feedback to each Division Director. This
review will be conducted in the first two months following the completion of the review
cycle and will not affect any award decisions.
3. The PMIP nomination form will include a signature line for each Division Director to
indicate that a review has been completed.
APPEALS
1. At the conclusion of the PMIP nomination process, an employee may appeal a merit
award decision if denied. This process will begin with the employee bringing the appeal
to the Division Director and providing any needed documentation to support their
appeal. If the Division Director finds the appeal to have merit, he or she will forward a
recommendation to the Agency Director, who will make the final decision regarding the
award.
COMMITTEES
1. We will expand the definition of what qualifies to meet the threshold requirement for
committee participation to include active participation on one of the following work-
related groups or activities:
A. A chartered Commerce committee;
B. State or Federal Interagency committee, workgroup;
C. Governor, Director, or Division Director appointed council, committee or
taskforce.
D. Commerce-sponsored or coordinated Community Service Project which benefits
the community, enhances the relationship between Commerce and stakeholders
and is relevant to Commerce’s goals and mission; and/or
E. Professional, occupational, or industry organizations
2. Each supervisor will be responsible for approving the work-related committee
participation and documenting the agreement in the individual’s IDP. The PMIP
nomination form will include a signature line for the supervisor to certify that the
employee has met expectations regarding work-related committee participation.
GOAL CHANGES
1. Goals will remain as flexible as possible:
A. During any one year review cycle goals can change and we want to be able to
remove goals that are no longer valid and replace with current goals.
B. As the Department of Commerce keeps evolving and we find ourselves doing
more with less, employees’ assignments may change as well and we want to
capture and measure those changes throughout the year.
2. As goals evolve, supervisors and employees will discuss changes to the PDP, which may
include:
A. Removing (or adding) a goal(s)
B. Changing the weight of a goal
C. Rating a goal that may remain incomplete
3. For employees wishing to retain original goals as documentation of the changes to their
assignments:
A. A hard copy document may be printed at any time during the review cycle and if
desired submitted for retention in the personnel file.
B. Comments may be documented in SuccessFactors about the details regarding
changes in goals.
360 DEGREE EVALUATIONS
1. We will require a 360-degree review for each supervisor at least every four years.
Human Resources will work with each assistant director to ensure that the 360 degree
respondents reasonably reflect the respective peer and subordinate groups. Human
Resources will develop a review cycle that will ensure supervisors are on a four-year
rotation schedule. Whenever possible, customer feedback will also be sought as part of
this process.
NEEDS IMPROVEMENT
1. A “needs improvement” rating on either a competency or a goal will no longer exclude
consideration of a performance incentive award.
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