Questions from Employees Working on Performance Plans
Questions from Employees and Supervisors Working on Progress Reviews
Questions from Employees Working on Evaluations
Questions from Supervisors Working on Performance Plans
Questions from Supervisors Working on Progress Reviews
Questions from Supervisors Working on Evaluations
Questions from Division Directors During the Formal Review
Answers for Employees Working on Performance Plans
- Can I access the PPMS Automated System through a regular Internet connection?
- No. For security reasons, you must be logged into DORA’s network to gain access to the PPMS Automated System.
- I forgot my password, how do I get back into the system?
- Enter your social security number and position number into the normal Logon Form and click on the “Password Hint” button. The system will send an email message containing your password.
- What if I don’t know my position number?
- Click on the List of DORA Position Numbers from the Logon Form to view a list of position numbers by employee name.
- Can I copy an existing performance plan?
- Yes. You can create a new plan for yourself by copying one of your previous plans. Once a copy has been created, it can be modified the same as any other performance plan within the system.
Note: Non-supervisory employees will only be able to copy their own existing performance plans. Supervisors will be able to copy plans among their staff members.
- What are the steps that I should follow to copy a performance plan? (Non-supervisory Employee)
- To copy a performance plan:
- Log into the Performance Planning and Management System.
- From your main planning page, select the plan that you would like to copy by clicking the radio button next to that plan.
- Click the “Copy Plan” button.
- When prompted, enter the start and end dates for the new plan.
- Click the “OK” button to complete the copy.
- Can I copy only selected portions of an old plan?
- There is no system utility provided that will let you copy just selected portions of a previous performance plan. You could…
- Copy a previous plan and delete/update the job duties, goals and measures that are no longer applicable. -or-
- Create a new plan and use copy (ctl-c) and paste (ctl-v) functions to copy job duties, goals and measures from the old plan to the new one.
- Why do I get an error message stating that I already have a plan on file when I try to copy a plan?
- You may have at most, one annual plan on file for any given appraisal period. Check the following:
- Have you correctly entered the dates for the new plan? If not, entering the correct dates should solve this problem.
- Is there already an existing annual plan on file that covers the same year of the new plan that you are trying to create? If yes, you will have to decide if you should keep the existing plan -or- delete the existing plan before attempting to copy.
- Does the system have a Spell Checker?
- No. There is no spell check function within the system. To check text that will be entered into the system, you can first type
the text into MS Word. Next use the copy (ctl-c) and paste (ctl-v) functions to move the text from the Word document into the selected areas of your performance plan.
Typing your entries into MS Word and saving the Word document to disk is highly recommended when you will be entering large job duties, narratives, comments etc.
- Can I add weights to my own performance plan?
- No. The system has been designed so that only the supervisor can assign weights to job duties and core competencies.
- Why can’t I make modifications to my performance plan anymore?
- Once a supervisor finalizes weights for a performance plan, the employee will no longer be able to modify any portion of that plan.
- Can I delete a performance plan?
- Supervisors or employees may delete plans from the system until the weights have been finalized.
- Why won’t the system let me delete my plan?
- Before you can delete a plan, you must delete each of the individual job duties and/or optional core competencies that have been added to that plan.
- How many plans can I have for given planning period?
- For each position held, you may have only 1 annual plan on file covering any given appraisal period. You may have up to 6 interim plans.
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Answers for Employees or Supervisors Working on Progress Reviews
- How do I enter a record of the progress review into the automated system?
- In the automated system, progress reviews are tied to specific performance plans. Use the following steps to record an occurrence of a progress review:
- Log into the Performance Planning and Management System.
- Find and select the current performance plan for your employee.
- Click the “Modify Plan” button.
- Click the "Progress Reviews" button.
- You will then be able to add the a new progress review to the plan, or update information
about a progress review that has already been entered into the system.
Please note, both employees and supervisors have the capability to enter and/or update progress review records in the automated system.
- Why can't I enter progress reviews for a performance plan?
- Before you can enter a progress review record for a performance plan, that plan must have already been signed by both the supervisor and the employee.
Also, once an evaluation is complete, progress reviews will no longer be allowed.
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Answers for Employees Working on Evaluations
- Why can’t I see my evaluation scores or comments?
- Employees will not be able to see any portion of the evaluation until the Supervisor has signed the evaluation –and- that evaluation has undergone and passed a formal review by the employee’s Division Director.
- I’m not sure I agree with my evaluation, can I modify portions of the evaluation before I sign it?
- Employees may add comments to any of the individual job duties or core competencies on an evaluation. You will not, however be able to modify any of the ratings or comments entered by your supervisor. You are encouraged to keep an open dialogue with your supervisor during the evaluation period. Remember, once you have signed your evaluation it is considered final and no further changes will be allowed.
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Answers for Supervisors Working on Performance Plans
- Can I copy performance plans from one employee to another?
- Yes. You can copy an existing plan from any of the positions that are under your supervision to any of your supervised positions. Once a copy has been created, it can be modified the same as any other performance plan within the system.
- What are the steps that I should follow to copy a performance plan? (Supervisor)
- The steps are similar to those used by non-supervisory employees when copying a plan.
Supervisors have the additional capability of selecting from among any of their supervised staff
when copying a plan.
- Log into the Performance Planning and Management System.
- Find the plan that you would like to copy and select it by clicking the radio button next to that plan.
You may select a plan from your own list, or from any of the employees that you supervise.
- Click the “Copy Plan” button.
- Find the employee that you are creating the copy for. Select that employee by clicking the radio button
next to his or her name.
- Click on the "OK" button to continue the copy process.
- When prompted, enter the start and end dates for the new plan.
- Click the “OK” button to complete the copy.
- The list of positions that I supervise has changed. How do I gain access to performance plans/evaluations for new any new positions that I supervise?
- If you are a supervisor and are logged into the Performance Planning and Management System, you can modify the list of positions that you supervise,
by clicking on the "Manage Positions" icon
 located toward the top right-hand corner of the screen. Non-supervisory employees will not have this icon on their screens.
- I’ve hired a new employee, or information has changed for an existing employee. How do I update the system?
- Contact DORA’s Human Resource Department to have the system updated appropriately.
- I’ve assigned and finalized the weights on my employee’s performance plan. Can s/he go in and update the job duties or core competencies for that plan?
- Once weights have been assigned to a performance plan, the employee is prohibited from making further modifications to that plan.
- My employee and I have both signed off on a performance plan. Can the job duties or core competencies be modified after this point?
- Upon completion of the planning phase (i.e. once a performance plan has been signed), the supervisor will still be able to modify any of the elements on that plan. Once a plan
is signed, the system will keep track of any modifications made to that plan by noting the date changed, and the employee making that change. The actual details of what was modified are not tracked by the system. During the evaluation phase,
the employee will be required to acknowledge any modifications before signing his/her evaluation.
- I’ve made some major changes to a performance plan. Can I get the old copy of that plan back?
- No. The system does not maintain old versions of performance plans. Once any portion of a plan has been changed, the previous version will be erased from the system.
- When do I create a new Annual performance plan for an employee?
- In accordance with the Department's performance planning and management cycle, by May 31st of each year.
- For newly hired, promoted or transferred employees (e.g., current employees moving from one position to another), a
plan must be put in place within 30 days of employment.
- One of my employees has changed positions, but I still supervise the same employee. Do I need to create a new annual performance plan for this employee?
- Yes. Employees moving from one position to another must have an exit evaluation completed and a new plan put into place
that reflects their new duties.
- A desk audit has changed the job classification for one of my employees (s/he is not changing position numbers). Do I need to create a new performance plan for this employee?
- No, a new plan does not need to be created, HOWEVER, the reallocation of the position does require modification to the plan to reflect the current assignment. Modifications to the plan must be made within 30 days of the promotion.
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Answers for Supervisors Working on Progress Reviews
- What is the purpose of the progress review?
- The purpose of the progress review is to provide an opportunity for:
- Feedback, in both directions, between the supervisor and employee regarding progress to date (discussing the first part of the year’s performance by the employee);
- Documentation and discussion of the employee’s performance (that will ultimately help support and substantiate the actual rating at the end of the performance management year)
- The supervisor to offer coaching, identify training needs, or modify the performance plan (if or when necessary)
- The employee to share information about how they see their work
- Both the supervisor and employee to look ahead to areas of change, skills development and competency acquisition
- The supervisor and employee to discuss and review activity and progress to date regarding expectations, goals and measurements.
- What is the difference between a progress review and an Interim evaluation?
- The intent of the progress review is to provide an opportunity for feedback and communication, in both directions, between the
supervisor and employee, regarding progress and performance to date. The result of the progress review is not intended to be an actual “rating” or evaluation. The purpose of an
interim evaluation is to actually provide a performance rating. For example, an interim performance evaluation (an actual performance rating) might be completed and used as
documentation when performance falls below expectations.
- Do I enter ratings for the progress review?
- No, please see response to "What is the difference between a progress review and an interim evaluation?" for more detail.
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Answers for Supervisors Working on Evaluations
- When will my employee be able to view his/her evaluation?
- employee will only be granted access to your evaluation ratings, comments and narratives after you have signed the evaluation, and the division director has reviewed (and approved) that evaluation.
- I signed off on an evaluation and released it to my division director for review. Can I still modify this evaluation?
- You will need to work with your division director to make any changes to this evaluation. Ask your division director to re-open the evaluation for modifications. S/he should be able to do so during the standard review process.
- Can a performance evaluation be modified after the division director has reviewed it?
- Yes. A supervisor may re-open an evaluation for modifications after it has been approved during the formal review. Once re-opened for modifications, the evaluation will again need to be submitted to the division director for review before the employee will be allowed access.
- Can a performance evaluation be modified after the employee has signed it?
- No. After an employee has signed an evaluation it is considered final. Further modifications will not be allowed.
- When do I perform an evaluation for an employee (for an annual plan)?
- All employees are required to be evaluated at least annually. Annual performance evaluations are conducted at the end of the annual performance planning and management cycle (and submitted to Human Resources by May 31).
- Employees promoting, resigning (including retirements), or moving from one position to another (including transfers), must have an exit evaluation completed.
- I am changing positions (or leaving DORA) and will no longer be supervising the same employees. Should I complete performance evaluations for all of my staff before I move or leave?
- Prior to changing positions or leaving DORA, supervisors are responsible for conducting an interim evaluation of those positions over which he/she has supervisory responsibility.
- One of my employees is changing positions (or leaving DORA). Do I need to complete the Annual performance evaluation for this employee?
- Yes. Employees moving from one position to another (including promotions, transfers, etc., ) and resignations, retirements, etc., must have an exit evaluation completed.
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