Pay Pool Management for Rating Officials and Employees Presentation SlidesAll

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Lesson 1Introduction
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Introductions
Introductions Ground Rules Parking Lot
Agenda Learning Guide
Objectives Topics
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Agenda and Participant Guide

• Purpose and Players
• Introduction
• Review of NSPS Processes
• Roles and Responsibilities

• Participation and Process
• The Inputs
• The Process
• The Results

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Course Objectives

• After completing this course, you will be able
  to
• Discuss the importance of the rating official and
  employees role in supporting the pay pool
  process.
• Improve the quality of job objectives,
  self-assessments, and evaluations.
• Address the challenges of evaluating performance.
• Explain what the pay pool panel considers as it
  reconciles ratings.
• List tips for participating in the Annual
  Appraisal conversation.

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Lesson 2The Importance of the Pay Pool Process
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Performance Management and Pay Pool Process
Overview

• Performance Management in Relation to the Pay
  Pool Process

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Pay Pool Process Definitions
Performance Review Authority
Pay Pool Panel Manager
Employee
Pay Pool Panel
Rating Official
Pay Pool
Sub-pay Pool Panel
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Partners in the Process
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Plan Phase Information

• Structural Information
• Rating Official-Employee Relationship
• Performance Review Authority
• Pay Pool Membership
• Pay Pool Manager
• Business Rules
• Pay Pool Calendar

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Partners in the Process How Ratings Are Decided

• Rating Official reviews self-assessment,
  evaluates performance, and recommends
• Rating
• Share allocation
• Payout distribution

Employee Creates Self - Assessment
Rating Official informs Employee
Pay Pool Panel reviews recommendations and
finalizes ratings, shares, and payouts
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Lesson 3The Process in Action
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The Process in Action

• Step 1 Review the employee performance profile.
• Step 2 Compare the self-assessment, the rating
  official evaluation, and the objectives
  outlined in the performance profile.
• Step 3 Decide on the levels of performance and
  rating recommendation.
• Step 4 Reach consensus on the ratings.
• Step 5 Present to class.

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The Process in Action Discussion

• What were the challenges of reaching a shared
  understanding?
• How easy or difficult was it to decide on levels
  of performance?
• What had the most impact on your ability to reach
  a shared understanding?
• What improvements would have made this process
  easier?

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Why Employees Are Important

• Deliver results aligned with organizational
  mission and goals.
• Play an active role in maximizing performance by
  requesting and acting on feedback.
• Collect data on performance accomplishments
  throughout the year.
• Create self-assessment that describes observable
  results in terms of Performance Indicators and
  Contributing Factors.
• Engage in the process by preparing for each
  performance conversation.

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Employee Actions

• During the performance cycle, employees must
• Be aware of how work contributes towards
  organizational goals and objectives.
• Understand how the appropriate Performance
  Indicators and Contributing Factors apply to job
  objectives.
• Maintain records on performance throughout the
  year.
• Play an active role in the process.
• Seek feedback on performance throughout the year.
• Write a concise, relevant, and fact-filled
  self-assessment.

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Why Rating Officials Are Important

• Align employees work with organizational mission
  and goals.
• Guide employees to maximize performance through
  clear job objectives and continuous feedback.
• Coach employees to write effective
  self-assessments.
• Advocate for employees by writing evaluations
  that outline observable results based on
  application of Performance Indicators and
  Contributing Factors.
• Discuss recommended ratings and represent the
  employees with the pay pool panel, as needed.

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Rating Official Actions

• During the performance cycle, rating officials
  must
• Provide well-written job objectives and
  evaluations.
• Select appropriate Contributing Factors.
• Monitor performance and provide feedback
  throughout the year.
• Use Performance Indicators and Contributing
  Factors to evaluate performance.
• Provide specific behavioral examples instead of
  vague statements.
• Focus on the facts.
• Write concisely.
• Recommend rating, shares and payout distribution.

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Why Pay Pool Panels Are Important

• Validate decisions made at the individual level
  within the context of mission and organization.
• Primary means of achieving internal and external
  equity
• Ensure fairness and consistency across the
  organization.
• Preserve the integrity of the performance
  management system.

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Pay Pool Panel Actions

• During the pay pool panel meeting, pay pool panel
  members must
• Advocate on behalf of employees.
• Use Performance Indicators and Contributing
  Factors to differentiate performance within the
  context of jobs and organizational activities.
• Focus on the facts.
• Listen actively and take notes.
• Conduct a dialogue, not a debate.

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Lesson 4Writing Job Objectives
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Writing Job Objectives Review
Outcome focused
Objectives
SMART
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Tips for Writing Job Objectives

• Results
• What are the large buckets of work that I do?
• As a result of my tasks, what should occur?
• For what purpose am I accomplishing this task?

• Measurements
• Are there predetermined measures that can be
  used?
• What are the most important factors to accomplish
  this work successfully?
• Is it possible to collect data to evaluate
  performance against the measurement?

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Activity SMART Job Objectives

• Rewrite Frank Smiths job objective.

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Writing SMART Job Objectives

• Write your job objective.

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Lesson 5Writing Assessments
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Importance of Self-Assessments

• Gives the employee the opportunity to represent
  his or her performance.
• Clarifies rating officials understanding of the
  employees performance.
• Provides additional information to evaluate the
  employees performance.

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Tips for Writing Assessments

• Address each job objective in a separate
  paragraph, identifying it by number and title or
  brief description.
• Describe accomplishments in terms of results and
  the impact of actions.
• Reference appropriate Performance Indicators and
  Contributing Factors.
• Avoid cutting and pasting language directly from
  the Performance Indicators and Contributing
  Factors benchmark descriptors.
• Provide behavioral evidence to support the chosen
  performance level.
• Add at the end any other information that is
  important to performance that is not covered in
  the job objectives.
• Focus on substance over style.

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Follow the STAR

• Situation
• Task
• Action
• Result

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Analyzing Assessments

• Step 1 Review the first job objective, selected
  Contributing Factors, appropriate Performance
  Indicators, and self-assessment.
• Step 2 Look for words or phrases that
  demonstrate results and that use the language of
  the job objectives, Performance Indicators,
  Contributing Factors, and organizational mission
  statement.
• Step 3 Discuss.

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Activity
Writing Your Self-Assessment

• Step 1 Write a draft self-assessment for your
  job objective.
• Step 2 Review each others self-assessments
  for improvements.
• Step 3 Refine your self-assessment based on
  feedback given.
• Step 4 Debrief.

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Challenges Evaluators Face

• As a rating official, how easy or difficult is it
  for you to evaluate your employees performance?
• As an employee, how easy or difficult is it for
  you to write your self-assessment?
• As a rating official, what are the challenges you
  have encountered when evaluating your employees?
• What tips or techniques can alleviate evaluation
  challenges?

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Tips for Writing Assessments

• Do
• Collect performance data throughout the year.
• Address each job objective in a separate
  paragraph.
• Describe performance in terms of results.
• Refer to the appropriate Performance Indicators
  and Contributing Factors.

• Dont
• Use only recent events to evaluate performance.
• Write a long list of tasks the employee
  completed.
• Write vague, elaborate statements.
• Limit the evaluation to the employees
  performance deficiencies.

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Lesson 6The Importance of Advocating
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What is Advocacy?

• What is the first word that comes to mind when
  you hear the word advocate?
• What are the benefits of serving as an advocate
  for yourself and others within NSPS?

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Aspects of Advocacy
Shared Understanding
Constant Communication
Informed Judgment
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How to Advocate

• Plan.
• Be Informed.
• Document performance and communications.
• Create a well-written evaluation.
• Present to the pay pool panel to support
  recommendations (if necessary).

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Activity
Written Evaluations

• Step 1 Provide your teammate with your job
  objective and self-assessment.
• Step 2 Write up an evaluation of your
  teammates performance based on the job objective
  and self-assessment.
• Step 3 Advocate for the employee you have
  evaluated.
• Step 4 Debrief.

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Lesson 7The Pay Pool Process
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Flow of Information
PRA
Oversees pay pool financing and process
Pay pool
Pay pool
Sub-pay pools
Sub-pay pools
Ratings and payout decisions
Financial guidance
Rating officials
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Notional Pay Pool Funding Example
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Notional Pay Pool Funding Example
Sample Pay Pools combined salaries 826,000
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Notional Pay Pool Funding Example

28,910
1,973,000
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Notional Pay Pool Funding Example
Pay Pool Fund 28,910
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Notional Pay Pool Funding Example
Pay Pool Fund 28,910
Element 1 10,407
Element 3 6072
Element 2 12,431
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Considerations for Reconciliation
Financialguidance
Financialguidance
Rating
Share allocation
Payout distribution
Ratingperformance

• Share allocation
• Current salary
• Performance

Performance
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Addressing the Pay Pool Panel

• What have you heard about pay pool panel
  meetings?
• Why might the rating official be requested to
  address the pay pool panel?

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Tips for Addressing the Pay Pool Panel
Be well informed of your employees
accomplishments, the appropriate Performance
Indicators, and Contributing Factors.
PREPARE

• Use the STAR model to organize your thoughts.
• Present your position with confidence.

PRESENT

• Listen to understand.
• Present your opinion while considering the
  concerns of the panel members.

PAY ATTENTION
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Assessing Evaluations

• Step 1 Review three written evaluations and
  recommended ratings.
• Step 2 Does the written recommendation match
  the numerical rating given?
• Step 3 If serving on the pay pool panel, what
  (if any) modifications would you request?
• Step 4 Prepare to discuss.

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Lesson 8Closing out the Performance Cycle
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Tips for Performance Conversations

• Do
• Prepare by reviewing and bringing appropriate
  documentation.
• Stick to the agenda.
• Focus on the results.
• Listen actively.
• Ask clarifying questions.
• Strive for positive, mutual outcomes.

• Dont
• Let emotions get out of control.
• Expect the other person to do all the work or
  talking.
• Ask questions that the other is not able or
  allowed to answer.
• Turn the conversation into a win-lose debate.
• Blame the pay pool panel.

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Annual Appraisal Conversation

• Review written appraisal.
• Communicate rating of record and performance
  payout (share and payout distribution).
• Provide feedback for continuing success and
  development.

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Annual Appraisal Conversation Tips

• Prepare for the conversation by reviewing all
  relevant documentation.
• Conduct the conversation in a safe, confidential
  location.
• Discuss facts and behaviors.
• Reference appropriate Performance Indicators and
  Contributing Factors.
• Discuss developmental plans.

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Annual Appraisal Conversation Tips

• Rating Official
• Prepare to discuss strengths and developmental
  opportunities.
• Anticipate any probable objections and practice
  responses.
• Acknowledge employee concerns.
• Remain calm, professional, and objective.
• Avoid any subjective conclusions.
• Do not criticize or blame the pay pool panel for
  lowering a rating.
• Employee
• Ask clarifying questions.
• Ask for developmental opportunities.
• Remain calm, professional, and objective.
• Request a follow up meeting, if needed.

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Lesson 9Course Conclusion
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Setting the Foundation
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Questions
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Evaluations

• A course evaluation is in the Learning Guide.
• Complete it and turn it in today.
• Provide an honest assessment of the course
  materials and your faciltator.
• Evaluation provides feedback on course
  effectiveness.
• Thank you for participating!