Welcome to the
Writing
Performance
Plan Elements &
Standards
Workshop
Workshop Objectives
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Clarify the supervisor’s responsibilities under the
revised Performance Appraisal System
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Develop skill in writing performance plans that
– include elements that are tied to the Institution’s
strategic goals
– include a clear description of the Successful
level of performance, including meaningful,
achievable, measurable, and fair standards
– as an option, include a clear description of the
Outstanding level of performance
Ground Rules
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Willingness to listen and participate
Agree to maintain confidentiality of issues
discussed
Ask questions if unclear
Cell phones and Blackberries off or on
vibrate
Any Others?
Background
Changes reflect Smithsonian desire to make
performance appraisal program meaningful
 Changes reflect the direction that the
Federal government is taking (President’s
Management Agenda)
 Changes reflect recommendations of SI’s
Performance Appraisal Committee
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Performance Management’s
Five Key Components
Plans: Sets Goals
& Measures
Rewards: Recognizes
And Rewards Good
Performance
Rates: Summarizes
Performance
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Monitors: Measures
and Provides
Feedback
Develops: Trains;
Addresses
Poor Performance
Supervisor Responsibilities
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Include employee in the development of their
Performance Plan
Ensure completion of Performance Plans and
Appraisals within specified timeframes
Provide specific and fair feedback based on the
performance standards
Provide employees with opportunities to
enhance skill and knowledge
Encourage employees to stretch to perform at
higher levels
All Elements of Performance Plans Must Link to the
Smithsonian Institution’s Strategic Goals
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Goal 1: Increased Public Engagement: Diffusion of
Knowledge
Goal 2: Strengthen Research: Increase of
Knowledge
Goal 3: Enhanced Management Excellence
Goal 4: Greater Financial Strength
Employees see the connection between their
work and the goals and mission of the
Institution
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A Performance Element is a major task, goal
or responsibility of an employee’s position
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A Critical Element is defined as being a
work task or responsibility of such
importance that unacceptable performance
would result in a performance rating of
Unacceptable.
Critical elements must describe work that is
within the employee’s control.
Critical elements cannot describe a group’s
performance.
Good Elements
Tie to Strategic Goals
 Tie to Position Description
 Are succinct (usually not more that
one line)
 Are clear and understandable
 Do not include measures or
standards
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Sample Elements
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Supervision and Guidance
Funds Management
Customer Service
Designs for Capital Improvements and
Operation Changes
Liaison to U.S. Congress and Executive
Branch
Accurate and Fair Appraisals Help Ensure
High Performance
Employee appraisals are used to
 Recognize top performers
 Identify developmental needs
 Identify and address deficiencies in performance
The basis of fair and accurate appraisals
is meaningful, achievable, measurable,
and fair standards
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Performance Rating System Changed to Four Rating
Levels
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Successful: Meets Expectations
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Highly Successful: Frequently Exceeds Expectations
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Outstanding: Consistently Exceeds Expectations
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 Unacceptable: Does not perform at acceptable level
on one or more elements
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Successful—Meets Expectations
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Tasks and accomplishments are completed in a
successful manner and reflect considerable skill
and efficiency
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Timeframes are met or occasionally exceeded.
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Accomplishments directly contribute to meeting
organizational goals.
Highly Successful—Frequently Exceeds
Expectations
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Tasks and accomplishments are often completed
in advance of timeframes.
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Due to the individual’s initiative and foresight,
accomplishments regularly extend beyond the
described element or assignment and
significantly contribute to exceeding
organizational goals.
Outstanding--Consistently Exceeds
Expectations
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Performance requirements are consistently
surpassed and completed in advance of timeframes.
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Due to individual’s leadership, initiative, and/or
creativity, accomplishments consistently extend
beyond the expected outcomes and results.
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Accomplishments have a direct and significant
impact on exceeding organizational goals and
establishing new directions, priorities, or work
processes
Unacceptable
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Does not perform at acceptable level on
one or more elements
Work at this level of performance should
be discussed with the employee as soon
as possible and steps taken to improve
performance
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A Performance Standard is a work requirement that
identifies the measures that will be used to evaluate
performance.
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Performance standards must be objective,
measurable, and clearly describe and
communicate the results that must be
achieved in order to meet expectations. .
At a minimum, every performance element
must have performance standards written at
the “Successful” level.
Good Standards
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Are credible, balanced, and fair
Are verifiable: describe how the element is going to be
measured
Measures relate to quantity, timeliness, quality, cost
effectiveness, customer satisfaction, innovation, or
initiative
Are clearly written, using bullets where possible
Are succinct (not more that 10-15 words)
Equitable and reflect the level of position description
Achievable and are within the control of the employee
Include objectives and activities of the current year
Limited to 5-7 per element
Example of Standards: Successful
Element: Customer Service
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Usually communicates clearly, courteously, and
effectively with customers (quality)
Routinely responds to customers requests with
the most accurate and complete information
available (completeness)
Telephone calls are returned within 3 business
days; emails are responded to within 5 business
days; formal written correspondence is prepared
within 10 business days (time)
Example of Standards: Successful
Element: Customer Service
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Whenever possible, elicits customer
feedback to improve service (initiative)
If cannot immediately answer question,
provides follow-up within 3 business days
(time)
If question requires additional research,
keeps customer apprised of progress
(quality)
Example of Standard: Outstanding
Element: Customer Service
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Exceeds Successful Standard plus two of
the following occur
Frequently receives praise and/or written
commendations from customers
On own initiative, assumes and
accomplishes a significant amount of
work beyond the normal load of assigned
duties to achieve customer satisfaction
Example of Standard: Outstanding
Element: Customer Service
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Proactively communicates with customer
to establish good working relationship
and assess customer needs
Consistently demonstrates in-depth
knowledge of customer programs
Group Practice
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Select one of the elements previously
discussed
Using the criteria and descriptions above,
work together to generate a description of
‘Successful’ performance for this element
Work together to generate a description
of ‘Outstanding” for this element
Group Practice
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Use Element: Supervision and Guidance
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Work together to generate a description
of ‘Successful’ performance and then
Outstanding performance
Example of Standards: Successful
Element: Supervision and Guidance
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60-80% of employees achieve the goals and
objectives established in their performance plans
Requires little intervention in carrying out daily
responsibilities
Ensures that employees follow required
regulations
PAS is executed within established timeframes
and according to policy
Example of Standards: Outstanding
Element: Supervision and Guidance
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Exceeds Successful Standards plus 2 of the
following
Over 90% of employees achieve the goals and
objectives established in their performance plans
Provides mentoring to peers or new supervisors
Often identifies and implements suggestions for
process improvement
Assists another group in achieving its goals
without lessening own group’s achievements
Writing Standards Practice
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Work with another person to write a
description of the Successful and
Outstanding level for an element of one of
your employees.
The partners should assist each other by
asking the “Questions to Consider” and
helping to explore the position and element
from different perspectives
Questions to Consider
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What does ‘doing’ the job look like?
What are the customer’s expectations?
What are some examples of the expected behavior?
How could someone improve on a process?
What’s an example of extraordinary service or an
outstanding product?
What would ‘wow’ a customer?
What could someone do to contribute to the
exceeding of the Institution’s goals?
What’s an example of when someone did this?
How can you measure and capture these results?
Supervisor Steps to a Successful
Performance Plan Conversation
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Find a comfortable and neutral setting
Clearly state the intent of the conversation: to
include their input into the Plan
Make the employees feel heard and respected
Use active listening skills
Seek to understand employee’s point of view
Be engaged in the process
Be open to feedback….ask for it
Use specific examples to support positions
Identify specific actions and timeframes for the
future
Elements of an Appraisal Conversation
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Clear statement and understanding of
purpose of meeting
Clear description of current performance
level for each element as it relates to the
Performance Standards
Specific examples that support rating
Constructive suggestions for
development
Reinforcement of positive contribution
Development Requirement
As part of performance summary
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Rating officials must note at least two
constructive suggestions or strategies to assist
the employee in enhancing current performance
or reaching new goals.
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This can include identifying goals for individual
development or milestones for potential career
growth
Summary of Key Points
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Supervisors are responsible for completing
Performance Plans and Appraisals within
specified timeframes
Performance Plans Must
– include elements that are tied to the
Institution’s strategic goals
– include a clear description of the Successful
level of performance, including meaningful,
achievable, measurable, and fair standards
– as an option, include a clear description of the
Outstanding level of performance
Supervisor Support
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What resources would help you in writing
Performance Plan elements and
standards?
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What follow-up training would be useful?
Any Questions?
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Please Complete the
Evaluation Form
Thank You
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