DMS Leadership Team Meeting

September 23, 200810:00 a.m. – 11:30 a.m.

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Supervisor Training

Evaluating PerformanceHow it all Works

Debra Forbess, DirectorDivision of Administration

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Supervisor Training

• This training will help managers clearly communicate expectations and provide appropriate feedback

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Objectives:

• Supervisors will know how to plan and communicate performance expectations with employees

• Supervisors will know how to conduct midpoint and annual performance evaluations

• Supervisors will know how to document and provide opportunities for professional development

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We want employees to fully embrace our mission and serve

with class• Motto

– Who We Are: We Serve Those Who Serve Florida• Vision

– What We Aspire to Become: Engaged Employees; Satisfied Customers

• Mission – What We Focus on Each Day to bring Us closer to

our Vision: Providing Smarter, Better, Faster Services• Our Service Promise

– How We Act with Each Other and with our Customers

To Serve with CLASS• Communicate Concerns Immediately• Listen, Learn and Grow Together• Act with Integrity and Honor• Strive for Greatness• Serve with a Servant’s Heart

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Planning and Evaluation Form

• Forms are located at:http://dms.myflorida.com/

agency_administration/human_resources/supervisor_manager_tools

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Planning with Employees

Expectation 1 for all DMS employees:

• Employees are expected to support the mission “Providing Smarter, Better, Faster Services,” serve with CLASS (Communicate Concerns Immediately, Listen, Learn and Grow Together, Act with Integrity and Honor, Strive for Greatness, Serve with a Servant’s Heart) and reinforce the agency’s fundamental values of fairness, cooperation, respect, commitment, excellence, honesty and teamwork. The standard to be applied for this expectation is that the employee demonstrated these values the vast majority of the time in their interactions with co-workers, supervisors, and customers; in the personal contributions to work assignments and projects; and when representing the agency or the State. Employee must have demonstrated these qualities and values consistently in all areas and without fail in order to exceed expectation.

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Ways to measure performance

• Planning with employees– Planning and evaluation form

1.Keep a record of “kudos” or “concerns” to be included in the evaluation to help measure customer service, teamwork, employee’s commitment to the mission, etc.

2.Develop specific performance measures related to agency priorities and employee responsibilities. Track progress. (SMART)

3.Gain feedback from employees on what they think should be measured and what they should be held accountable for.

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Planning

• Planning with employees– Planning and evaluation form

• Sit down and review each expectation and ensure the employee understands what it means. Add clarifying language when meeting with the employee as needed.

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Midpoint and Annual Review

• Planning and Evaluation form– We expect you to evaluate

employees two times a year, however, you should be communicating with your employees regularly about their progress and performance. The sit down formal evaluations should contain no surprises for your employees.

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Midpoint and Annual Review

• Planning and Evaluation form– Use the same form to conduct

the planning, midpoint and annual reviews. The midpoint reviews do not have to be submitted to the HR Office. Only the annual reviews must be submitted to HR at the end of the fiscal year.

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Midpoint and Annual Review

• Planning and Evaluation form

– Individual Performance Rating Scale: •1 Unacceptable•2 Below Expectation•3 Meets Expectation•4 Above Expectation•5 Exceptional•N None Given

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Midpoint and Annual Review

•5 - Exceptional– Employee consistently exceeds the performance

expectation of the position. Examples include, but are not limited to: The employee requires little or no supervision from management in accomplishing his/her tasks and seeks opportunities to enhance the organization. The employee possesses highly advanced job knowledge. The employee is relied upon to solve complex problems and applies creativity and innovative approaches in formulating solutions.

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Midpoint and Annual Review

•4 - Above Expectation – Employee consistently meets and often

exceeds the performance expectation of the position. Examples include, but are not limited to: The employee requires minimal supervision from management in accomplishing his/her tasks. The employee possesses a thorough knowledge of the job, and often solves or assists in solving complex problems.

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Midpoint and Annual Review

•3 - Meets Expectation – Employee consistently meets and may

occasionally exceed the performance expectation of the position. Examples include, but are not limited to: The employee requires moderate supervision from management in accomplishing his/her tasks. The employee possesses sufficient knowledge and/or initiative to execute his/her duties and responsibilities.

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Midpoint and Annual Review

•2 - Below Expectation – Employee exhibits inconsistent job

performance, but has the capacity to improve to meet the performance expectation of the position. Examples include, but are not limited to: At times the employee requires close supervision where he/she should be operating on his/her own. The employee sometimes lacks the initiative, and/or job knowledge to execute his/her duties and responsibilities.

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Midpoint and Annual Review

• I - Unacceptable – Employee consistently fails to meet

the designated performance expectation. Examples include, but are not limited to: The employee requires close supervision and his/her work requires continual correction. The employee’s job knowledge is insufficient to meet daily requirements.

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Midpoint and Annual Review

•N - None given – No longer applicable or unable to

determine.

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Midpoint and Annual Review

• Planning and Evaluation form– A 3 is not average; it means that

you consistently meet expectations. 

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Annual Review

• Planning and Evaluation form

– Overall Rating Scale: 1 Unsatisfactory2 Needs Improvement3 Satisfactory4 Commendable5 Outstanding

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Professional Development and Training Plan

• Forms are located at:http://dms.myflorida.com/

agency_administration/human_resources/supervisor_manager_tools

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Providing Opportunities for Development

•Professional Development and Training Plan form

– Work with the employee to populate the form prior to conducting the planning evaluation. Every attempt should be made to help employees get to the next level and to strengthen our organization.

– Discuss the short and long-term goals and encourage employees to learn and grow.

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Providing Opportunities for Development

• Professional Development and Training Plan form– There may be times when you will want

to develop a professional development or training expectation and include it on the Planning and Evaluation form to encourage employee to embrace learning and growth.

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Recap

• Supervisors will know how to plan and communicate performance expectations with employees

• Supervisors will know how to conduct midpoint and annual performance evaluations

• Supervisors will know how to document and provide opportunities for professional development