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Overview of Non-SES/SP Performance Plan

Updated

This overview presents a detailed breakdown of the Non-SES/SP Performance Plan, explaining the purpose and use of each field.

 

Navigation Bar and Plan Menu

The light blue bar allows Rating Officials, Admins, and other users officials to navigate between executives to create plans. To navigate from one employee plan to the next, select the next executive plan to create from the drop down at the top of the navigation bar and click Create Selected Plan. This bar disappears after Part 1. is signed.

The Plan Menu helps users navigate through the plan. Some menu options change or are unavailable depending on the current phase of the plan. 

  • Employee Input: Begins the performance plan process; establishes expectations between supervisor and SES. Documents signatures of SES, rating official, and if applicable, reviewing official. 
  • Progress Review: Section used for conducting mid-year or progress reviews.
  • Rating: The section where the rating official assigns the summary performance level.
  • Formula: Displays the derivation or calculation formula used to determine the annual summary rating.
  • Rating Signatures: The section where the rating official, reviewing official (if applicable), and employee provide electronic signatures.
  • Additional Information: This section displays additional agency specific instructions. 
  • Performance Elements: Lists the performance elements that define success for the position.
  • Documents: Displays or allows uploading of supporting documents related to the performance plan (e.g., awards, memos, certifications).
  • Notes: Allows informal notes throughout the performance period. Users may add an unlimited number of notes. Each text field allows for unlimited characters.
  • Signature History: Tracks all required electronic signatures and plan history for plan stages.
  • Save: Saves all updates and progress in the system.
  • Print: Generates a printable or PDF version of the performance plan.
  • Profile: Links to the user profile details within the system.

Import Features

Import from Previous Plan

This option will only appear if the employee had a performance plan in USA Performance the previous performance management cycle. Selecting Yes will copy the previous plan information.

Import from Another Plan - Administrators and/or Rating Officials

The option will appear once a plan is created for another employee on the same performance plan template and same supervisor. When the option options, click Import from Another Plan. 

Please select the employee's plan you wish to copy from the drop-down menu. You may click Preview to verify that this is the correct plan. After completing your review, click Yes, Import and Save to copy the plan, or No, Do Not Import to cancel the import process. 

 

Part 1. Employee Input

  • Part 1. Employee Input: Documents employee information, acknowledgment, and plan setup at the beginning of the performance cycle.
  • Eligible for eOPF: Checkbox indicating whether the form is eligible to be filed in the employee’s electronic Official Personnel Folder.
  • Plan Status: Field showing the plan’s current state (e.g., “Active”).
  • Employee Name: Shows the employee’s name.
  • Appraisal Pd. (Appraisal Period): Two date fields representing the start and end of the performance appraisal period.
  • Title: Text field for the employee’s position title.
  • Series/Pay Plan/Grade: Fields capturing classification details for the position (series number, pay plan).
  • Organization: Displays the employee's organizational unit.
  • Plan Purpose: Required field that indicates the purpose or type of plan (e.g., annual appraisal).
  • Reviewing Official’s Name: Field showing the assigned reviewing official.
  • Release to Reviewing Official: Per agency policy, if a Reviewing Official is required to sign the plan first in the Planning Phase, the Rating Official will select Release to Reviewing Official when the plan has been drafted and is ready for review. If the reviewing official is not required, then the blue Sign button will appear to initiate the signature process. 
  • Rating Official’s Name: Field showing the assigned rating official.
  • Remove Signatures (Button): Function allowing authorized users to remove signatures if the form needs correction or resubmission. This button will appear immediately after the user signs the plan. 
  • Employee Signature: Field showing digital signature of employee to whom the plan is assigned.
  • Bypass Employee Signature (Button): This digital action will appear after the employee's signature box for the rating and/or reviewing official to bypass the employee's signature and select a reason from the drop-down menu.

 

Part 1 and 2 Optional Text

Part 1 and 2. Optional Text: Areas of text that may or may not be available on a plan depending on template settings. Generally, administrators use the area to provide general or performance management guidance applicable rating officials and employees in the creation of the plan. The character limit for these text fields are 10,000 characters.

  • Edit Part 1 or 2 Optional Text (Button): Allows authorized users (typically rating officials or agency administrators) to add context-specific information to this section. Follow agency specific guidance on editing these areas.

Part 2. Progress Review(s)

Phase: Progress Review: Indicates the stage of the performance management process focused on reviewing progress toward goals.

  • Progress Review Notes (Button): Opens a text entry or notes section related to the review phase. Rating officials may add an unlimited number of Progress Review or Evaluation Notes. Each text field allows for unlimited characters. Employees may review notes if available. 
  • Rating Official’s Signature: Digital signature of the supervisor or rating official responsible for conducting the review. The blue Sign button will appear to initiate the signature process. 
  • Employee Signature: Digital signature of the employee acknowledging receipt and discussion of the plan and expectations.
  • Remove Signatures (Button): Function allowing authorized users to remove signatures if the form needs correction or resubmission. This button will appear immediately after the user signs the plan. 
  • Bypass Employee Signatures (Button): This digital action will appear after the employee's signature box for the rating and/or reviewing official to bypass the employee's signature and select a reason from the drop-down menu. 

 

Part 3. Rating

Part 3. Rating: Section header identifying the portion of the appraisal related to the employee’s overall performance rating.

  • Summary Rating Levels: Label describing the available overall performance categories used to summarize an employee’s performance for the rating period. The number of and names of labels will vary based on your agency policy. For weighted and mean derivation formulas, one check box will be automatically selected after the Rating Official rates all individual elements. 
  • Override (button): Allows rating officials or administrators to manually modify or override the selected rating.

 

Part 4. Derivation Formula and Calculation of Annual Summary Rating

Part 4: Derivation Formula and Calculation of Annual Summary Rating: Section header identifying where the system compiles and calculates the overall annual rating based on performance elements.

  • Performance Element / Performance Element Group: Lists the key performance areas that are evaluated for the employee.
  • Rating Level: The qualitative performance level assigned to each performance element. Example: Fully Successful.
  • Rating Value: The numeric representation of the assigned Rating Level.

 

Part 5. Rating Signatures

Part 5. Rating Signatures: Area where final signatures are collected to validate and complete the performance appraisal.

  • Request Reviewing Official (Checkbox): Option to request an additional review by a designated Reviewing Official (usually a higher-level supervisor).  
  • Reviewing Official's Signature: Electronic signature of the reviewing official; will appear if required or if the employee requests the reviewing official to review. 
  • Rating Official’s Signature: Electronic signature of the supervisor who completed and finalized the performance rating.
  • Sign (Button): A digital action control used by the Rating Official or Employee to apply an electronic signature to the performance appraisal form.
  • Employee’s Signature: Signature of the employee acknowledging receipt and discussion of the rating. This does not imply agreement with the rating — only confirmation of review. The blue Sign button will appear after the rating official and/or reviewing official's signs. 
  • Remove Signatures (Button): Function allowing authorized users to remove signatures if the form needs correction or resubmission. This button will appear immediately after the user signs the plan. 
  • Bypass Employee Signatures (Button): This digital action will appear after the employee's signature box for the rating and/or reviewing official to bypass the employee's signature and select a reason from the drop-down menu. 

 

Part 6. Instructions

Part 6: Instructions: Area designated for agency-level or system-wide guidance. Information here is populated by an administrator.

 

Part 7. Performance Elements

Part 7. Performance Elements: The portion of the appraisal form that defines performance elements or critical job responsibilities.

If agency policy allows, you may edit or add to the pre-populated performance elements. Click Edit in Part 7. Performance Elements to make changes.

  • Performance Element Title: In blue area describes a core performance area.
  • Critical (Checkbox): Indicates whether the performance element is designated as a critical element.
  • Strategic Alignment (Sub header): Defines how this element aligns with agency or organizational goals.
  • Element Description: Paragraph under Strategic Alignment. Provides a detailed narrative of expectations for the performance element. Describes how work should be planned, prioritized, and executed to achieve quality outcomes.
  • Performance Standards: On the plan, performance standards are listed under the elements. They are expectations or requirements established by management for a critical or non-critical element at a particular performance rating level. 
  • Sub-Element 1 Standard: This is based and applicable based on agency's policy. Represents a specific task or competency area that falls under the broader performance element. It allows more detailed evaluation of the element through measurable sub-components.
  • Strategic Alignment (within Sub-Element): Shows which Strategic Goal the sub-element supports. For example, “Strategic Goal 2 – Communicating Effectively.” This ties the sub-element to a concrete agency priority.
  • Sub-Element 1 Standard Rating Levels: Provides selectable rating levels for evaluating the sub-element’s performance. The rating official checks one box to indicate the level achieved.
  • Rating Official Element Narrative: A free-text field where the Rating Official documents narrative feedback describing accomplishments, challenges, or rationale for the assigned element rating.
  • Performance Element Rating Levels: Displays the rating scale for the overall performance element. The rating official selects the appropriate level reflecting total performance across all sub-elements and standards.

For further instruction, on how to edit Part 7. Performance Elements, see: Adding and Editing Performance Elements

Adding a Rating during the Rating Phase

Agency policies specify the number and names of summary and element rating levels, whether elements are weighted, and how summary ratings are calculated. Sometimes summary ratings are auto calculated; other times, the Rating Official must assign them. Check agency policy for details.

Beneath each performance element during the Rating phase, the rating levels will appear for the rating official to select the rating. 

Here is an example of the fields for a performance element during the rating phase: 

  • Employee Element Self-Accomplishment Narrative: A text entry box where the employee describes their own performance, results, and contributions related to this element.
  • Rating Official Element Narrative: A text entry box for the rating official (supervisor) to summarize their assessment of the employee’s performance for this element. This narrative provides justification for the assigned rating.
  • Performance Element Rating Levels: Displays the available rating levels for the element. The rating official selects one box to indicate the assessed performance level.

Part 8. Summary Rating Narrative

Part 8. Summary Rating Narrative: Portion of the performance appraisal designated for the overall narrative justification of the employee’s final rating.

Depending on policy, rating officials may or may not have the option or be required to provide a summary rating narrative. 

  • Edit (Button): Click the edit button to open and modify the narrative text field.
  • Narrative Text Field (blank area): Open text box where the Rating Official enters a written explanation summarizing the employee’s overall performance for the appraisal period. The character limit for this text field is unlimited. 

 

Part 9. Employee Self-Accomplishment Narrative

Part 9. Employee Self-Accomplishment Narrative: The part of the performance plan or appraisal designated for the employee’s self-assessment.

Depending on policy, employees may or may not have the option or be required to provide a summary rating narrative. 

  • Edit (Button): Click the edit button to open and modify the narrative text field.
  • Narrative Text Field (blank area): Open text box where the employee documents significant achievements, completed projects, contributions toward goals, and performance relative to established elements and standards. The character limit for this text field is unlimited. 
  • Release Self-Accomplishment Narratives to Rating Official: This action submits or routes the employee’s completed accomplishment narrative to their rating official for review and consideration in the appraisal process.
  • Unrelease Self-Accomplishment Narrative from Rating Official: This action retracts the employee’s accomplishment narrative from the rating official for edits.

 

Part 10.  For Agency Use

Part 10. For Agency Use: Area reserved for administrative or Rating or Reviewing Officials to use as internal documentation for official agency actions related to the plan (e.g. reason for bypassing an employee signature).

  • Edit (Button): Click the edit button to open and modify the narrative text field.
  • Text Field (Blank Area): Open text area reserved for agency officials to enter administrative notes, audit details, or final processing comments.

 

Employee Documents

The Employee Document allows employees to attach supporting files or evidence—such as work samples, reports, or accomplishments—to their performance plan or appraisal for review by their supervisor and rating officials. Please see: Add Documents to the Plan  

 

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