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New Beginnings for appraisal program

By | 1ST INF. DIV. POST STAFF REPORT | March 22, 2017

     New Beginnings, according to the Department of Defense Personnel Advisory Service, is designed to implement improvements to DOD Human Resource practices and policies, including implementation of a new Defense-wide Performance Management and Appraisal Program. New Beginnings encompasses reforms impacting Performance Management, Hiring Flexibilities, Training and Development and Workforce Incentives.

     The new performance management and appraisal system will begin implementation at Fort Riley in April with those in GS-13 and above positions attending training before entering the new system June 1. The rollout will be in stages with the last segment of civilian employees entering the new system July 1, 2018.

     The staff of the 1st Infantry Division Post will provide information as it rolls out and from the frequently asked questions addressed by the team at the DOD Civilian Personnel Advisory Service.

     To find out more about the new system, visit www.cpms.osd.mil/Subpage/NewBeginnings/NBHome.

 

Commonly asked questions and answers:

     Q: Why did the DOD decide to implement a three-level appraisal program versus some other system?

     A: A three-level appraisal program was selected to implement across the Defense Department because it:

     Is consistent with the legislative requirement of the NDAA 2010, to provide “(a) fair, credible and transparent system for linking employee bonuses and other performance-based actions to performance appraisals of employees;

     Promotes a high-performing culture by making meaningful distinctions in performance that will be acknowledged formally in the rating process and will be used to inform other personnel-based decisions, including not only awards and recognition, but also promotions, training and developmental opportunities; and

     Provides the ability to retain high-performing employees to meet the department’s mission by granting greater service credit for top performers during reductions-in-force.

     Q: What are some of the benefits for a Department-wide performance management and appraisal program?

     A: Deploying a Department-wide Perfor­mance Management and Appraisal Program across the components for the vast majority of civilian employees will enable seamless transition of employees throughout the department during career progression and workforce restructuring. The program will also link organizational mission and goals to individual performance plans, ensure regular feedback during the appraisal cycle between employees and supervisors, and result in increased employee engagement, morale and effectiveness.

 

     Q: What are the roles of the DOD Labor-Management Roundtable and the Labor-Management Roundtable Implementation Working Group?

     A: The DOD Labor-Management Round­table engages in pre-decisional involvement, as well as national consultation rights notice and discussion, and is the means by which the national unions provide input and raise concerns for the Department’s consideration prior to finalizing new policy that impacts bargaining unit employees. The Labor-Man­agement Roundtable Implementation Work­ing Group was established by the DOD Roundtable to continue the engagement of the unions in the development and imple­mentation of the personnel authority deci­sions.



     Q:  What are the next steps for implementation of the performance appraisal program?
     A:  The Defense Department, through con­tinued collaboration with key stakeholders such as the Office of Personnel Manage­ment, labor representatives and compo­nent leadership, will finalize regulations required to implement the requirements of section 9902 of title 5, United States Code, for a “(a) fair, credible, and trans­parent system for linking employee bonus­es and other performance-based actions to performance appraisals of employees.” In addition, the Defense Department is devel­oping the implementation and training plans for the Defense Performance Man­agement and Appraisal Program.


     Q: What documentation is needed when an organization is integrated with another orga­nization during the rating cycle?

     A: If reorganization occurs during the rat­ing cycle, it is important to review the reporting structure for changes in the rat­ing official and employee relationships. Also, a review of duties may be necessary to determine if changes to the Performance Plan need to be made. Remember, if changes to the performance elements and standards are made, employee input is highly encouraged and all changes must be communicated to the employee. When both the supervisor and the duties are dif­ferent and the employee has performed their elements and standards for a mini­mum of 90 days, a rating of record may need to be established for the outgoing performance plan and a new performance plan established.


  

     Q: Are ratings transferred from MyPerfor­mance to the eOPF?

     A: No. Ratings are not transferred from MyPerformance to the eOPF. Data ele­ments from MyPerformance are transferred to DCPDS where reports can be generat­ed. DoDI 1400.25 V431 Section 3.2.i. “Transfer of Employee Performance Files. When an employee transfers to another DOD Component or is assigned to anoth­er organization within the Component, the organization, in accordance with Sec­tions 430.209 and 293 of Title 5, CFR, will transfer with the employee: (1) The most recent ratings of record as required by Paragraph 3.2.h. of this volume. (2) Any subsequent performance ratings.” For additional information on transferring records visit the Guide to Personnel Recordkeeping, Chapter 7: Transferring Records.


     Q: What is MyJournal and how does it work?

    A: MyJournal is a feature within MyPerformance for employee use only. Employees can add notes and comments regarding their performance and accomplishments toward meeting their performance elements and standards in MyJournal. All information in MyJournal is viewable only by the employee. Using MyJournal throughout the year makes providing employee input at the Final Performance Appraisal Discussion easy by allowing employees to copy from MyJournal and paste content into the employee input field for submission to their rating official.

 

     Q: How has Strategic Workforce Planning contributed to “New Beginnings?”

     A: The Defense Department is committed to implementing effective means of recruit­ing, compensating, and incentivizing the workforce in order to shape an effective workforce for today and into the future. The sound use of workforce incentives de­pends on a foundation that includes stra­tegic planning for the organization and its workforce to ensure that incentives are used effectively to meet recruitment and retention needs. The Defense Department contin­ues to focus on its strategic workforce plan­ning efforts, now fully integrating more than 600 occupations, including crafts and trades occupations, covering approximate­ly 735,000 employees into a Functional Community construct based on similar job and occupational families.

 

     Q: How will the department assist and support implementation of the Defense Performance Management and Appraisal Program?

     A: In support of the implementation of the Defense Performance Management and Appraisal Program, the department is developing an implementation plan in­cluding a holistic approach to ensure the department effectively communicates and trains all stakeholders on the mechanics of the new program, and also the associated culture changes that will be required for successful implementation. Additionally, we are planning train-the-trainer events prior to the department’s phased imple­mentation, to ensure DOD components are fully prepared to disseminate training and messaging that is consistent across the department.

 


   Q: How does the Defense Performance Management and Appraisal Program change the way the department recognizes and rewards employees?

     A: Traditionally, employees receive recognition and rewards at the end of the rating cycle. The Defense Performance Management and Appraisal Program will emphasize and promote timely recogni­tion and reward of employee contribu­tions throughout the rating cycle. Con­tinuous feedback is key, and no longer just about the “365th day.”


      

     Q:  Has the new Performance Management and Appraisal tool been developed? 

     A: Significant progress has been made on the DOD Performance Management and Appraisal Program’s automated tool, MyPerformance, which will accompany the new program. In March 2015, com­ponent and labor representatives partici­pated in formal testing of the MyPerfor­mance tool, providing valuable feedback on its content and functionality.

 

 

     Q: Several Design Team recommendations centered on better educating hiring managers. How and when will these be implemented?

     A: On May 28, 2015, the Department launched the “Hiring Manager’s Toolkit,” which serves as a consolidated “one stop shop,” providing access to tip sheets, guides, checklists, and pamphlets to assist hiring managers with the hiring process.

 

 

     Q: What does the Hiring Manager’s toolkit consist of?

     A:  The Hiring Manager’s Toolkit addresses the four key phases of the hiring process: Planning to Hire, Attracting the Candidate, Making Hiring Decisions and Shaping Early Experiences, and promotes collaboration between the hiring manager and Human Resources professionals. The toolkit provides an all-encompassing resource for hiring managers, and is comprised of an online collection of guides, checklists, quick references, pamphlets, and tip sheets for the hiring manager and Human Resources staff. Here are a few examples of the guides included in the toolkit: Guide to Workforce Planning, Job Analysis Guide, Hiring Options Guide, Guide to Veterans Hiring, Interview Guidelines, and the Onboarding Guide.


     Q: How do employees access the Hiring Manager’s Toolkit?

     A: Department of Defense employees are able to access the Hiring Manager’s Toolkit on the DCPAS website using their Common Access Card.  The toolkit can be accessed at https://dodhrinfo.cpms.osd.mil/Directorates/HROPS/Staffing-and-Civilian-Transition-Programs/HiringManager.

 

     Q:  I am a manager at a DOD agency. Is the information in the Hiring Manager’s Toolkit applicable to my agency?

    A: Yes. The information within the Hiring Manager’s Toolkit is applicable to managers in all agencies within DOD. For your Component specific guidance/policy contact your human resources professional.

 

     Q: Who can take Human Resources training on OPM’s HRU?

     A: Any DOD employee can register for, and take training on, OPM’s HRU training portal. Much of the hour training available through HRU is free, while some training is available for a fee.