Key Process Terms

PMP (Performance Management Process)

• • PMP - For non-represented research, engineering and operations employees (i.e., unit 99 staff)

Annual Performance Review Forms

• • PMP - For non-represented research, engineering and operations employees (i.e., unit 99 staff)

  • P2R - For represented staff in AFSCME (SX) and CNA (NX).

  • PRD - For represented staff in UPTE (TX), AFL-CIO (KB) and Teamsters Local 2010 (CX) and (RX).

  • Job Performance Review - Postdoctoral Scholar Annual Performance Review form

  • Individual Development Plan (IDP) - Optional career development plan Postdoctoral Scholar completes and discusses with supervisor. Can be initiated anytime throughout the year.

Division Process Owner for Google Docs (DPO)

• • Work with Division management and HR Field staff to establish Division timeline and requirements.

  • Keep sensitive information confidential, seek guidance from DBM or HR Division Partner if unsure how to handle a particular information sharing or distribution situation.

  • Share Google Docs with employees, monitor progress of supervisors and one-up reviewers.

  • Report completed reviews to HR Field staff and send reminders for reviews not completed.

HR Division Partners (HRDPs) and Division Field Staff

• • Provide guidance, resources, and information to help facilitate Division review/ratings completion by deadline.

  • Work closely with Division Process Owner on performance process and deadlines, and Google Docs set up for Divisions.

  • Validate eligible employee population.

  • Manage HR Division Tracking Google Spreadsheet.

  • Provide Division total/aggregate rating range pivot chart to Division Director.

  • Confirm that reviews are signed by both supervisor and employee and also include performance ratings. Escalate appropriately if particular supervisors are delayed and won’t meet deadline.

Google Docs

• Technology tool that provides some automation of forms, routing, reporting and storage. The Google Docs system used at the Lab has been designed by IT for this particular annual process.

HR Division Tracking Google Spreadsheet

• Google drive spreadsheet includes all eligible employees as of 4/1. Status, ratings, updates on leave status, and reasons for ineligibility are entered. Spreadsheet also includes an aggregate pivot table template so the Division can track where aggregate performance ratings are within recommended % ranges. Google Spreadsheet is used by all Divisions to track employees.

HRIS

• Annual list of those employees who are eligible for an annual performance review is run from HRIS as of 4/1. Rating and status information from HR Division Tracking Google Spreadsheet is uploaded to HRIS in September. HRIS holds the official record for reporting final ratings and completions.

Leave of Absence (LOA) Tracking Google Spreadsheet Tab

• In a tab in the HR Division Tracking Google Spreadsheet is information on all employees who are on leave (LOA). Spreadsheet is used to track status until employee returns to work and review is completed (e.g. rating is assigned, employee and supervisor signature).

  • Proposed Performance Rating – First performance rating that supervisor enters is a draft rating.

  • Proposed rating is used for:

    • Division rating calibration discussion to ensure ratings are being applied fairly and in same evaluative interpretation across Division.

    • Creating pivot chart for senior leader review on whether aggregate draft ratings are within recommended ranges.

Performance Rating

• Final performance rating is retained in HRIS and used as a factor in annual merit increase consideration.

Role Account

• Google account that owns all of the division’s PM documents, and sends all emails (e.g., Engineering: pmp-eg@lbl.gov ) with the exception of HelloSign

Google Doc Checklist

• Google spreadsheet shared with HR Division Partners and DPOs, containing Set Up choices to copy and paste into the Google application.

PMP Website/ PMP App

• pmp.lbl.gov (contains links to Process Owner Page and Ratings Editor Page, if applicable)