Introducing the New PEP Form Supervisor

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Introducing the New PEP FormSupervisor
Manager Training
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What Do We Want to Accomplish

• By the end of this session, you will be able to
• Explain whats different and the same on the new
  PEP form and whats different and the same in the
  PEP process.
• Use the new PEP Forms for Supervisory Employees
  and Non-supervisory Employees.
• Know how to use resources to get answers to your
  questions.

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The Form Whats Different?
General Differences in New PEP Form
Two Forms
Format
Length
Behavioral Elements
Calculations
Employee Development Plans
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The Form Whats Different?

• TWO FORMS
• For Supervisory Employees
• For Non-Supervisory Employees

What Form Should I Use?
If the employee is a supervisor (does a PEP on
another employee), use For Supervisory
Employees Otherwise, use For Non-Supervisory
Employees
If an employee supervises ONLY temporary or
contractual employees, they are still considered
a supervisor and you would use the For
Supervisory Employees.
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The TWO Forms Whats Different?
Supervisory Form
Non-Supervisory Form
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The Form Whats Different?
Page 1
Fiscal Year
EXAMPLE Rating Period 9/22/08-9/22/09 Fiscal
Year 2010
Employee Status
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How To Determine Employee Status
The Form Whats Different?
Employee Time Sheet
MS Managerial ES Executive SA Special
Appointment DA Political Special Appointment
IMPORTANT If an employee has any other status,
you do not need to check anything for Employee
Status on the PEP Form.
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Position-Specific Performance Standards
The Form Whats Different?
Page 1
Number of Elements Calculated
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The Form Whats Different?
Page 2
Behavioral Elements
Supervisory Form
Non-Supervisory Form
Number of Elements Calculated
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The Form Whats Different?
Page 3
Page 4
Ratings Calculated
Tasks
Training
serve at the pleasure acknowledgement
Fair Employment Practices acknowledgement
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The Form
WHATS THE SAME?
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The Form Whats the Same?
Page 1
Position Description Update Question
Ratings
Mid-Cycle End-Cycle Ratings
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The Form Whats the Same?
Page 3
Page 4
Space for Supervisors and Employees Comments
Signatures
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The Process
WHATS the SAME
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The Law
The Process Whats the Same
Maryland Code State Personnel and
Pensions Title7Employment in the State Personnel
Management System Subtitle 6 Employee
Performance Appraisals

• Section 7-501. Required Duty Training
  Evaluation
• Performance evaluations are required
• Appointing authority ensures they are done
• Supervisors are trained
• Supervisors are evaluated for doing them.
• Anonymous Survey of supervisor NOT a factor if
  supervising less than 5 employees.

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The Law
The Process Whats the Same
Maryland Code State Personnel and
Pensions Title7Employment in the State Personnel
Management System Subtitle 6 Employee
Performance Appraisals

• Section 7-502. Intervals Ratings.
• Intervals between appraisals is 6 months
• Performance ratings are unsatisfactory, needs
  improvement, meets standards, exceeds standards,
  outstanding.

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The Law
The Process Whats the Same
Maryland Code State Personnel and
Pensions Title7Employment in the State Personnel
Management System Subtitle 6 Employee
Performance Appraisals

• Section 7-503. Appraisal procedure.
• Preliminary performance appraisal
• Employee self-assessment
• Review and discussion of employees and
  supervisors assessments by employee and
  supervisor
• Final performance appraisal.

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The Law
The Process Whats the Same
Maryland Code State Personnel and
Pensions Title7Employment in the State Personnel
Management System Subtitle 6 Employee
Performance Appraisals

• Section 7-504. Interim conferences.
• Appointing authority may provide for
• Purpose to evaluate employees progress.

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The Process

• Performance Planning Meeting
• Review Position Description (MS-22)
• Create PEP Form for New Cycle
• Discuss Essential Job Functions
• Discuss Performance Standards
• Discuss Behavior Elements

• End-Cycle Performance Evaluation
• Discuss employee Self-Assessment.
• Discuss ratings for position behavior
• Discuss overall end-of-cycle rating.
• Discuss tasks recommendations
• Create Performance Improvement Plan
• Proceed with Disciplinary Action
• Obtain Signatures if necessary

• Mid-Cycle Performance Evaluation
• Discuss Employee Self-Assessment
• Discuss ratings for position behavior
• Discuss overall mid-cycle rating
• Discuss tasks recommendations
• Create Performance Improvement Plan
• Obtain Signatures
• if necessary

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DHMH Policies
The Process Whats the Same

• Supervisory Assessment Process
• Office of Human Resources recommends that each
  appointing authority establish a process that
  will be fair, timely, reasonable, and accurate.

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DHMH Policies
The Process Whats the Same

• Timing of Performance Appraisal in Relation to
  the Mid / End-cycle
• DHMH Office of Human Resources recommends that
  the evaluation be completed and presented to the
  employee in the month of the EOD date.
  Accordingly, the mid-cycle review should occur in
  the month of the mid-cycle date.

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DHMH Policies
The Process Whats the Same

• Employee Refusal to Sign
• If the employee refuses to sign the job
  description and/or evaluation form, it should be
  noted on the form by the supervisor. Employees
  are required to attend evaluation meetings.
  Refusal to do so could result in disciplinary
  action.

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The Process Whats Different?
COLLECTIVE BARGAINING IMPACT ON DHMH
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To Whom Does Collective Bargaining Apply at DHMH
The Process Whats Different

• ALL EMPLOYEES EXCEPT
• Managerial employees
• Supervisory employees
• Special appointees
• Executive service
• Political Special Appointment
• Student employees
• Contractual employees
• Temporary employees
• Members of boards or commissions
• Confidential employees

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Collective Bargaining Article 17 Job
Description

• When duties change, the employee and supervisor
  shall meet and discuss the changes, and a new job
  description is prepared. Changes can only apply
  after the discussion with the employee and after
  it is put in writing. If duties change within
  the performance period, it is recommended to
  confirm with a memo (initial and date) then
  change the Position Description (MS22) at the End
  of Cycle.

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Collective Bargaining Article 18 - Performance
EvaluationPerformance Standards

• Performance standards and behavioral
  elements shall be provided to an employee in
  writing at the outset of the rating period and
  changed during the period only after review with
  the employee.
• Performance outcomes considered to be
  Outstanding, Exceeds and Meets Standards
  shall be described for each performance standard
  and behavioral element.

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Collective Bargaining Article 18 - Performance
EvaluationPerformance Standards (cont.)

• When applying standards the supervisor shall
  take into account equipment and resource
  problems, lack of training, frequent
  interruptions, and other matters outside of an
  employees control.
• Pre-approved time away from the job including
  sick leave, personal days, annual leave and
  authorized duty time for union representational
  purposes and other authorized activities will
  not be considered negatively in the application
  of performance standards and behavioral elements.

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Collective Bargaining Article 18 - Performance
EvaluationAppraisal Procedure

• When an employee is transferred, he shall be
  given an exit appraisal, and it shall be used in
  conjunction with his new supervisors year-end
  appraisal, unless the employee has performed the
  new duties for more than 6 months.
• If both appraisals are used they shall be
  averaged in accordance with the number of
  months evaluated by each appraisal.
• Evaluating supervisor must have actual
  knowledge of the employees performance.

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Collective Bargaining Article 18 - Performance
EvaluationEnd-Of-Year Appraisal

• The appointing authority must approve the
  end- cycle rating before it is final.
• Statement of employees objection to an
  appraisal or comment may be attached and put in
  their personnel file.
• No quotas or other limitations shall be applied
  to employee ratings.
• Appointing authority may change final
  evaluation only with written justification.

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Collective Bargaining Article 18 - Performance
EvaluationAppraisals of Supervisors

• Employees may anonymously evaluate the
  performance of supervisors who have at least
  five employees assigned to them.
• Employer shall ensure that employees are given
  opportunity to evaluate prior to supervisors
  year-end evaluation.
• Forms will be considered in the supervisors
  evaluation.

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Collective Bargaining Article 18 - Performance
EvaluationPrivate Service Providers

• Employees whose job duties require interaction
  with private service provider may not be
  penalized solely due to poor performance by the
  service provider.
• Employees observing poor performance by a
  private service provider shall submit a written
  report of the observations to immediate
  supervisor.

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Collective Bargaining Article 22 Disciplinary
Actions Related to Employee Performance

• Employee may receive unsatisfactory annual
  rating only if mid-year rating was
  unsatisfactory or needs improvement
• Discipline based on performance appraisals
  should be issued within 30 days after the date
  that marks the end of the cycle

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RESOURCES FOR SUPERVISORS MANAGERS
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RESOURCES FOR SUPERVISORS / MANAGERS
Click on Performance Support at TSD website to
access this screen.
Interactive Resources for Supervisors and
Managers AFTER October 24th.
Supporting documents for trainers.
http//www/dhmh.state.md.us/tsd/