Performance Management Assessment Reference Guide

An Equal Opportunity/Affirmative Action University

Copyright 2000, 2015 The University of Memphis, Department of Human Resources. All other rights are reserved.

THE PERFORMANCE MANAGEMENT CYCLE
Effective Performance Management Assessments follow a Performance Management Cycle:
1) Set Performance Standards
2) Communicate Standards and Expectations
3) Monitor Employee Performance All Year
4) Give Ongoing Feedback
5) Write and Conduct the Performance Management Assessment

At the beginning of the period for which you will appraise the employee (usually 12 months prior), discuss with the employee the importance of each appraisal factor on the form as it relates to their job responsibilities. You may include a job-related Optional Factor that is not preprinted. You must rate a minimum of 8 performance appraisal factors as a 1 or a 2. Use the Importance Rating Scale below to set the rating number.

2 = Highly Important to Position
1 = Important to Position
0 = Not Applicable to Position

Once you and the employee agree on the importance of each factor, write on the performance management worksheet the appropriate rating number for each performance factor. Save the worksheet in the employee's file and update when a change in expectations occurs, or when a new incumbent is hired. To access the performance management worksheet, click here.

Instructions for Completing the Performance Management Assessment Form
1) At the end of the period for which you are appraising the employee, retrieve the performance management assessment form that you marked with agreed upon Importance Ratings of appraisal factors.

2) Use the Performance Rating Scale of 1-5 to rate the employee for each performance appraisal factor that has an Importance Rating of more than 0. Highlight the rating by clicking on the down arrow key next to Performance Rating. Ratings are available in tenths of a point. (Example 3.3 or 3.4)

3) Provide supporting comments for all ratings. Comments should be as specific as possible. Note actual examples of job performance that support your rating. You may attach additional documents, if necessary.

4) After completing the performance management assessment form, ratings will be automatically calculated to get the Overall Performance Rating Score.

Manual Calculations
a) Transfer the Job Importance Ratings for each factor to Column 1 on the chart at the end of this guide, add these ratings, and write the total in the Total Importance Rating (TIR) space provided at the bottom of Column 1.

b) Go to column 2, Importance Ratio. For each factor divide the Job Importance Rating in Column 1 by the number you calculated as the TIR. Multiply this number by 10 and round to the nearest tenth place. Write these numbers in Column 2. Example: If the Job Importance Rating (I) is a 1 and Total Importance Rating (TIR) is 12, then the Importance Ratio (IR) is 1/12 or .083 X 10 = .83. Then round to 8.

c) Add Column 2. The total IR's should approximate 10, but due to rounding it will not be exact.

d) Now transfer each Performance Rating to Column 3.

e) Multiply each Importance Ratio by the Performance Rating, and write the result in Column 4. Add these Weighted Ratings, and write the total at the bottom of Column 4.

f) To obtain the Overall Performance Rating Score, multiply the Total Rating Score (TRS) by 2. Write the result in the space for Overall Performance Rating Score.

IMPORTANT POINTS
You may use the Special Recognition section of the Staff Performance Management Assessment form to note significant employee achievement. This documentation will not affect the Overall Performance Rating Score.

The Affirmative Action Section must also be completed for staff that makes hiring and promotional decisions/recommendations. This rating will not affect the Overall Performance Rating Score.

Performance Appraisal Factors are listed in alphabetical order, not in order of performance.

PERFORMANCE APPRAISAL FACTOR EXAMPLES
I. Flexibility
Job Importance Rating: 1
*Adapts to changing work demands and priorities
*Learns and/or assumes new tasks
*Accepts changes and can integrate new knowledge and skills

Performance Rating: 3

Supporting Comments:
Normally accepts new and different tasks with little difficulty and impact on workflow processes. The employee required the standard length of time to adapt to the new telephone system.

II. Quality of Work
Job Importance Rating: 1
*Effectively performs the job through timeliness, accuracy and thoroughness
*Maintains high quality work relative to established standards
*Consistently follows University policies and procedures

Performance Rating: 4

Supporting Comments: Projects are always completed on time with few errors. Once the employee did not know if all University documents needed to have the University logo and date, but she/he contacted the Media Relations department for advice before printing the document.

Example:

  Column 1 Column 2 Column 3 Column 4
Performance
Appraisal
Factors
Job Importance Rating

( I )

From Pages 1-3

Importance Ratio

( IR )

I/TIR X 10

Performance
Rating

( PR )

From Pages 1 - 3

Weight Rating

( WR )

IR X PR

Flexibility 1 1/3 X 10 = 3 3 9
Quality of Work 2 2/3 X 10 = 7 4 28
Totals 3

Total Importance Rating (TIR)

Total Importance Ratio   37

Total Rating Score
(TRS)

Total Rating Score (TRS) 37 multipled by 2 equals 74 = Overall Performance Rating Score
 
Overall Performance Score Rankings:
(Circle appropriate level)

1 - 35      Unsatisfactory performance
36 - 59    Needs some improvement to meet position requirements
60 - 75    Meets position requirements
76 - 95    Frequently exceeds position requirements
96 - 100  Distinguished performance

Electronic Performance Management Assessment
Copyright 2000, 2007, 2011, 2013, 2015 The University of Memphis, Department of Human Resources. All other rights are reserved. The Guide and Form program may not be used or copied by third parties without appropriate written permission.

Electronic Appraisal