Idaho Bulletin 360-6-2

December 27, 2005

SUBJECT:  PER - New Performance Management System - FY 2006 Appraisal Process

TO:  All Employees, NRCS, Idaho

Purpose.  To advise employees of the new NRCS 5 level performance management rating system and to provide implementation procedures for FY 2006 performance work plans

Expiration Date.  September 30, 2006

Action required by: January 12, 2006

Background:  In September 1995, the Office of Personnel Management deregulated performance management, giving agencies the flexibility to redesign their current programs using summary rating patterns from two levels to five levels.  In response to a 2004 Departmental decision that agencies need to be under a multilevel performance policy, NRCS moved from its current Pass-Fail System to a 5 Level System effective December 15, 2005.

The purpose of performance management is to improve individual and organizational performance, enhance program effectiveness, and ensure accountability by focusing on results, service quality, customer satisfaction, and by aligning elements and standards with organizational goals and the Agency’s strategic plan.

FY 2006 Procedures:  New 2006 performance elements and standards must be established and communicated to each employee by January 13, 2006.  This includes temporary employees and student employees anticipated to occupy the position for 90 calendar days or more.  We will not use I*CAMS for FY 2006 performance plans.  Performance work plans must be developed within 30 days for new employees.  All performance plans will be established “hardcopy”.

A performance management webpage has been created to assist supervisors and employees in developing and understanding performance standards for FY 2006.  Copies of all NRCS required forms, other guidance, and examples are contained at this webpage located at: https://web-review.sc.egov.usda.gov/nrcs/intranet/hrmd/PerformanceMgt.html

This site contains: downloadable forms (AD-435, AD-435A and AD-435B) to develop performance plans and finalize ratings of record; frequently asked questions; a chart showing the significant differences between the old and the new systems; a list of NRCS performance elements and standards; a reference guide ; the updated General Manual link; an Implementation Handbook; and, a PowerPoint Training aid.  You need to carefully review each of these.

Highlights:

• The rating period for FY 2006 will be December 15, 2005 to September 30, 2006.
• New performance work plans (PWP) for FY 2006 must be established and communicated to each employee by January 13, 2006.
• All PWPs will be completed in paper copy (ICAMS will not be used this year).
• A PWP must contain at least three but no more than ten elements.
• All mandatory elements are designated critical and each PWP must contain at least one critical and one non-critical element.
• The Mission Results element is mandatory for all employees.  Examples of Mission Results performance standards can be located at the above website under “Performance Elements and Standards”.
• For managers and supervisors Equal Opportunity/Civil Rights will be a stand alone critical element.
• For non-supervisors Equal Opportunity/Civil Rights must be incorporated into another critical element.
• At least one formal progress review midway through the rating cycle is required.
• The rating of record must be completed within 30 days of the rating period.
• Supervisors need to emphasize that fully successful in fact represents totally competent employee performance.
• Rating categories of “superior” and “outstanding” should be reserved for employees whose performance far exceeds what is expected for competent job performance.
• Employees whose performance is “fully successful” may merit an Extra Effort Award or other appropriate recognition for a one time achievement during the performance year.  The awards policy is being revised to assist supervisors in recognizing employees for specific achievements and performance that supports the Agency’s strategic plan, mission goals and objectives.

Recordkeeping:  The supervisor maintains the original form(s) and the employee must have a copy throughout the appraisal period.  At the end of the appraisal period (rating has been given/all signatures acquired), a copy goes to the employee, the supervisor maintains the original, and a copy must be sent to the Human Resources Office.  The Human Resources Office will manually enter the rating of record in the employees’ official records at NFC and will maintain the copy in the Employee Performance Folder.  Note:  For FY 2007 we anticipate the use of I*CAMS for this process.

/s/                                           
RICHARD SIMS                                         
State Conservationist               

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