Performance Management Process - FAQ's

What is Performance Management?

Performance Management is not just a form, it is a process that involves planning, coaching, feedback, review and reward. It is a development tool for employees.

Why do we need to change our process?

There are currently 26 different types of performance review systems within State of Kansas agencies. There is no consistency amongst agencies on how employees are being developed and reviewed.

A new Performance Management system for all classified employees is being developed to support the new flexible Compensation System approved by the Legislature, and to create consistency amongst state agencies. There is also a need for a system to understand not only what an employee does but the behaviors displayed while accomplishing tasks. (ie, how the employee does their work)

Who is developing the process?

The Department of Administration is working in conjunction with the Hay Group. Two committees were formed to develop the new process.

The first is a steering committee which is a group of individuals who are primary stakeholders and sponsors of the project. This group is responsible for overseeing the project, setting overall direction, providing input and championing and supporting the new process.

The design committee is made up of State employees who represent a diverse group of occupations and agencies. This group is responsible for designing, developing and implementing the new Performance Management Process.

What are the components on the new process?

Performance Planning – The means by which to plan and communicate performance expectations to all employees. Employees play a significant role in this process. The process includes identifying task accountabilities and behaviors.

Coaching and Feedback – Ensuring good performance by providing both formal and informal opportunities for the Employee and Manager to discuss progress against objectives, review demonstration of competencies and determine if any objectives should be modified.

Reviewing and Appraising Performance – Assessing how objectives were achieved.

Recognizing and Rewarding Performance – Reinforces good performance.

What changes will employees see with the new process?

• More face to face time with your supervisor.
• Clear expectations agreed upon by both the supervisor and employee.
• Enhanced training for supervisors.
• Improved communication between employees and supervisors.
• Growth and development opportunities.

What is the timeline?

Design Performance Management Process: January 2008 - April 2008
Development of training materials: April 2008 - July 2008
Informational Employee Meetings: August 2008 - September 2008
Supervisor and Manager Training: Fall 2008
Implementation: FY 2010

What if my supervisor is already behind in my evaluation/review?

The new process has a focal point that requires all classified state employees to begin their annual review period between October 1st and December 31st, the Mid year Discussion will take place between April 1st and June 30th and the annual review will take place between October 1st and December 31st of the following year.

What if a supervisor doesn't like to talk to their employee(s) and never has time for certain employees: how is this process going to increase communication between supervisors and employees?

Coaching is a component of the new process. Supervisors across the state will be trained on the proper techniques of coaching and will be encouraged to have formal and informal discussions with employees regarding their performance throughout the year.
There are also leadership behaviors where supervisors will be evaluated and held accountable on their own performance with respect to Performance Management and Leadership.

Is it expected the signatures for beginning, middle and end will get supervisors to do better about discussing expectations and allowing employees input in the process and results of their work?

At the beginning of the review period when the supervisor and employee sit down for the planning discussion the supervisor and the employee will agree on objectives for the employee to accomplish in the next year and the supervisor will outline what the employee needs to do to meet those expectations.

What is in place to ensure those supervisors who already do not like an employee will provide them the same opportunities to be evaluated on work and not personality likes or dislikes?

There will be in depth training for supervisors to learn how to be consistent in developing employees and how to evaluate them on objectives and competencies that are work related.

There are now 5 levels of performance evaluation, how will raises be based on this system?

The link between performance and compensation is still under development at this time, as implementation of the new pay plans is still nearly two years away. Information regarding this component will be shared as soon as these decisions are finalized.

Will supervisors be required to complete logs of discussions they had with employees?

There is a section on the Performance Management Form to document coaching sessions with employees. While every coaching session may not need to be documented, it is highly encouraged that any coaching session that addresses performance be documented on the form.

Will all supervisors and managers receive the same training?

Training will be provided to agency Human Resource staff and/or agency trainers that will be used to train supervisors and managers on the new Performance Management Process. While agencies may add additional information to the training, no information may be taken out of the training so that a level of consistency is provided to supervisors and managers across the state.

Will all supervisors and managers be required to attend the training on the new Performance Management Process?

Yes, all supervisors and managers will be required to complete the training on the new Performance Management Process.

Are agencies and employees able to make comments or suggestions about the new Performance Management Process?

Comments or suggestions about the new Performance Management Process may be submitted to the following email address: PerformanceMgmt@da.ks.gov

Will unclassified employees who supervise classified employees be required to attend the training?

Yes, unclassified supervisors and managers who supervise classified employees will be required to attend the training on the new Performance Management Process.

Will employees be able to appeal their performance ratings under the new Performance Management Process?

The appeal rights under the new Performance Management Process will be the same as the appeal rights under the current review system.

Will the new form be able to be used electronically?

Yes, we hope to have the new form placed on the internet during the fall of 2008.

How will the new focal point requirements impact probationary periods?

The focal points will not impact probationary periods. Once an employee becomes permanent they will begin their annual review process. The difference will be that the end of the annual review will fall between October 1st and December 31st as opposed to on the employee’s anniversary date.

How will supervisors deal with disgruntled employees who receive a lower performance rating than another employee?

Supervisors will coach employees throughout the review period and inform the employee what they need to do to meet their expectations. If an employee is not meeting their supervisor’s expectations it should not be a surprise to the employee.

How can supervisors be expected to complete performance evaluations for all of their employees during a three month period?

The design team felt that if the supervisor is using the process correctly throughout the year, there should be little work to do at the time of the annual review. The team felt that the 90-day window would be more than sufficient to complete the annual reviews.

How will supervisors be held accountable for correctly utilizing the new Performance Management Process?

A supervisor’s ability to evaluate their employees will be a component of their own performance evaluation. Performance Management is competency which deals with promoting employee development opportunities and fostering the long-term learning or development of others as well as setting clear goals and expectations and ensuring that feedback and performance issues are addressed in a timely manner. This competency also includes the ability to apply State of Kansas regulations and policies, to delegate effectively, to deal with performance issues, and to hold others accountable. All supervisors and managers within the State will be evaluated on this competency.

If a rating is not completed during the focal point, does the employee have to wait until the next year to receive a performance rating?

If a supervisor misses the focal point period to review an employee, they should review that employee as soon as possible and begin the employee’s next review period to end during the next set of focal points.

What is the downside of not meeting expectations established under the new Performance Management Process?

With respect to compensation, since we are still very early in this process, the impact of performance on compensation is still under development so we are unable to answer this question at this time.

Will this new Performance Management process be required for unclassified employees as well?

State regulations do not require unclassified employees to be reviewed at all. However, many agencies have decided that unclassified employees will utilize the new Performance Management Process as well as classified employees.

What if an employee does not want to be as active in the planning process as others, and is comfortable with the supervisor setting the goals? Will this have a negative impact on the employee’s performance rating?

If an employee does choose to take an active role in the performance planning discussion there will be no negative impact on the employee. The ability to have a role in this discussion is for the employee’s benefit however if the employee chooses not to participate that is the employee’s choice.

Can you please tell me what the protocol will be for employees who are hired on later in the year (Aug - Dec). Will they go through the planning process still or will they wait until the next year to begin before going through the planning stage?

Employees in this situation will serve a standard probationary period (6 months) so will not be required to coincide with the focal points for this review. It would be expected that these employees would go through the same processes as they would if they were undergoing an annual review, it is just that the timing will be different. Following the completion of the probationary review, employees will then begin to be reviewed in accordance with the focal points. This may require the completion of a special evaluation to get them to the focal period, but that will be a one-time event for timing purposes.