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478-1-.14 Performance Management
(1) Introduction. .
This Rule is applicable to all Executive Branch Agencies except the Board of Regents of the University System of Georgia.
(a) The Performance Management Program provides supervisors and employees with the opportunity to discuss performance expectations, identify and correct areas for improvement, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. Performance discussions should occur at a minimum of three times per year at each of the following stages: Performance planning, Mid-year Review, and end of year Performance Evaluation.
(b) Supervisors are required to seek input from affected employees when performance standards and/or expectations are established or modified. The agency Appointing Head or Designee has sole discretion to make the final determination of individual goals, competencies, or responsibilities included in the Performance Document as well as final determination of the employees' rating.
(c) For the purposes of this Rule, the following terms and definitions apply in addition to those in 478-1-02 (Terms and Definitions):
1. "Performance Expectations" means competencies, goals, and responsibilities that drive individual performance.
2. "Competencies" means observable and measurable behaviors, knowledge, skills, abilities, and other characteristics that contribute to individual success in the job and in the organization.
3. "Goal"means a measurable outcome or result that needs to be achieved. Goals should include the result of the behavior being measured, the measurement criteria, and the level of performance expected.
4. "Individual Development Plan"means an action plan that identifies goals, projects, and activities which contribute to the employee's continual development in the organization
(2) Performance Management Process.
The performance management process requires a sequence of actions that supervisors take when interacting with employees about their performance. The process involves three components: Performance Planning; Coaching and Development; Performance Evaluation.
(a) Rating Scale. At the conclusion of each performance period, the performance of each employee shall be documented, evaluated and rated. A summary rating, reflective of the overall level of performance, shall be assigned to each evaluation according to the Board's implementation policy.
(b) Rewarding Performance. Performance rewards are based on employee rating and availability of funds as appropriated on an annual basis and provided for in the Board's Implementation policy. Each employee whose performance exceeds minimum criteria established by the employee's agency head shall be eligible for Performance-Based Incentive Compensation.
(3) Agency Authority
It is the responsibility of the Agency Head or Designee to administer the Performance Management program within the agency. Each Agency Head shall designate an official(s) to consider employee requests for review of assigned responsibilities and/or expectations or summary ratings
(4) Reviewing Official
Agency Reviewing Officials are designated by the agency head and shall not be the first level supervisor of the employee requesting review. The identity of the designated official shall be provided to each employee upon presentation of a performance plan or a summary rating of unsatisfactory performance". It is the role of the reviewing official to review each request and supporting documentation and render a decision to either uphold or direct the responsible supervisor to revise the assignment or rating.
(5) Managers/Supervisors
The performance management program requires that supervisors develop the performance management plan with employees being placed in a new position; Coach the employee and monitor the employee's job performance. Conduct a fair, unbiased, and equitable performance evaluation annually for each employee.
(a) A performance plan may be modified at any time during a performance period and shall be modified when new or different responsibilities and/or expectations are added to a position.
(6) Employees.
The performance management program requires that employees actively participate in the performance evaluation process and work with their manager/supervisor to develop performance plans.
(7) Recordkeeping
Performance evaluations must be dated and acknowledged by the employee and supervisor. No changes can be made or comments added to the performance evaluation without the employee's knowledge.
(a) Agency's must determine an alternate method of documenting that the evaluation has been discussed with the employee when the employee willfully elects not to acknowledge the performance evaluation.
(b) Completed performance evaluations are maintained in the HRIS system or by an Agency's Human Resources department.
(8) Performance Management Program Evaluation
To ensure that employee evaluations are consistent throughout each Agency, the Agency Head or designee must conduct an annual review and evaluation of the Agency's performance management program. The evaluation of the performance program is to assure consistency of employee evaluation throughout the agency.
(a) The Commissioner shall conduct an annual review and evaluation of the statewide application of the performance management program. Such review and evaluation shall be undertaking with the goal of assuring, to the extent possible, consistency of employee evaluation throughout the State.
(9) Coordination with Other Personnel Policies.
Promotions, demotions, performance based salary increases, corrective actions or reductions in force should be consistent with the most recent overall rating of the employee's performance.
