PerPro Pilot Group Information
Thank you for being a part of the PerPro Pilot Program! PerPro is our new employee performance system, and you are one of the first employees to experience it. We look forward to partnering with you over the next 12-months, to assess your experience and receive feedback regarding the performance review cycle.
- Direct Supervisor is the term that is used to refer to anyone who is giving a performance review to other Employees.
- Employee is the term that is used to refer to one whose performance is being reviewed by a Direct Supervisor. Note: All Direct Supervisors are also considered Employees for their own evaluations, except for the ACCGov Manager, Constitutional Officers, and Elected Officials.
- Weighting is the term used to refer to how much emphasis or "weight" a SMART goal should be given during a performance cycle. More important goals should have "heavier" weights than less important goals. Assign weights to all SMART goals so that the total equals 100%.
- Self-Evaluation is the term used to refer one's evaluation of one's own performance. Self evaluations are "hidden" from Direct Supervisors until the evaluation Merge. All Employee's will be required to give themselves a Self-Evaluation.
- Merge is the term used to refer to a Direct Supervisor who has completed their evaluation an Employee and is ready to Merge the Employee's "hidden" Self-Evaluation and their evaluation together for a side-by-side comparison. A Direct Supervisor must complete their evaluation before Merge is made available in the system. Once Merged, a Direct Supervisor can still make edits to the Employee evaluation.
- Route is the term used to refer to a Merged evaluation that is ready to be Routed to the Department Director for final approval. Once Routed, a Direct Supervisor cannot make edits to the Employee evaluation.
- E-Signature is the term used to refer to a performance review that has been through the Merge and Route processes and is ready to be finalized with a digital signature.
Note: We will continue to add to the list of terms during the pilot.
New Rating System:
In this system, employee performance will be monitored and rated across three performance categories:
- SMART Goals (40%)
- Core Values (20%)
Competencies are things you need to be able to do well in a specific role and have been defined and pre-assigned to positions based on the type of work performed on the job. A list competencies can be found in the PerPro System User Policy. These cannot be modified.
SMART Goals are short-term objectives that an employee is expected to achieve within a set period of time. These will be written and defined through conversations between supervisor and employee. Download the SMART Goal worksheet for personal practice. These are modifiable at anytime with approval of the Direct Supervisor.
Core Values will be preset for the entire organization. At the time of this webpage creation, the core values in the system are acting as “placeholders” to use for practice while ACCGov’s core values are still being finalized. When the system opens to the entire organization in 2022, these placeholders will be replaced with ACCGov’s core values. Once in place, these cannot be modified.
Behavioral Anchors will be used instead of a set of "numbers" to review performance. Only four behavioral anchor descriptors are being used in this system for the pilot. For more information, please read the PerPro System User Policy. The same behavioral anchors are used for Competencies and Core Values and cannot be modified. A different set of behavioral anchors are used for SMART goals and cannot be modified.
Surveys & Providing Feedback:
Your participation and feedback will be invaluable as we navigate this shift in performance management, and we look to incorporate what you share throughout the pilot program prior to the system being released to the entire organization in 2022.
You will be receiving PerPro Feedback Survey links quarterly—following each performance review—asking you to share information about your user experience. These surveys should not take more than a few minutes of your time, and will allow the implementation team make system adjustments, monitor use, and continue to create a user-friendly, efficient performance review experience.
A Few Important Things to Keep in Mind about Pilot Group Participation:
- Non-supervisory Employees that join or transfer to your team after the pilot program starts will not be able to participate in the pilot.
- Direct Supervisory positions that experience a change during the pilot will be updated to ensure those employees that have been rated in the system continue to participate in the pilot.
- Performance reviews in the PerPro system will be conducted quarterly for a continuous feedback experience.
- If you are used to having a 1-hour performance conversation using the PMP process, then your quarterly conversations should only need to be 10-20 minutes to discuss the previous 3 months of performance.
- All participants will receive email notifications when quarterly reviews are coming due.
- The system will aggregate the final performance scores at the end of the year.
- Employee Self-Evaluations will be hidden from the Direct Supervisor until they complete their portion of the performance assessment.
- You will still be required to participate in the typical PMP process for one more year.
- The scores received through the PerPro Pilot program will not affect your PMP score or pay in any way. Please contact us if you have any questions about this.
- Supervisors may consider copying and pasting information from the PerPro system into the PMP form, to facilitate a quicker PMP process.
- We anticipate an organization-wide rollout of the new PerPro performance management system in April 2022. This date is subject to change in accordance with approvals for system modifications.
- Complete the PerPro Learning Plan, assigned to you in the TakeAim Learning Management System.
- You will receive a Welcome email with your login information. Upon receipt, you will have access to the TakeAim LMS.
- If you have not received an email by June 1, 2021, please contact someone in OD.
- Start thinking about your own SMART goals. Practice writing them using the worksheet (found in the Documents and Links section above).
- Discuss SMART goals with your Direct Supervisor or Employees.
- Don't worry about writing the perfect SMART goals before June 30. Just get something reasonable written with a deadline for June 30.
- Spend more time working on proper SMART goals in quarter 2. Yes, you can modify SMART goals anytime during the 12-month performance cycle.
- We encourage you to “play” around in the PerPro system no later than June 14, 2021:
- Don't fret about the first quarter period being almost over. We know this is a quick rollout for the pilot and we encourage you to practice using the system during the first quarter without worrying about being perfect.
- Make your first Notes entries.
- Review the competencies and their descriptions.
- Review the “placeholder" core values and their descriptions.
- Check out the Peer Feedback feature and use it if you know someone in the pilot group whose performance deserves kudos!
OD is looking forward to partnering with each of you during this pilot!
OD Virtual Office Hours
OD is committed to helping you successfully use the new system. We will be available most Mondays, from 3:00pm-5:00pm during the pilot via the link provided. Feel free to contact us in whatever way feels most comfortable for you:
OD Virtual Office Hours: [most] Mondays, 3:00pm – 5:00pm
OD Virtual Office Hours Link: Click to enroll in a session
PerPro User FAQs
How do I add a SMART Goal?
Instructions found on page 10 of the employee training manual:
- From the main menu, under Employee Documents, click Employee SMART Goal Tools.
- The Current SMART Goals tab will display.
- Click the Add SMART Goal button.
- Enter a new SMART Goal name in the Name box. For easy viewing, keep them brief.
- Enter a detailed description of the SMART Goal in the Description box. Be as detailed as you want here.
- Enter a weight in the Weight box. Each SMART Goal must be weighted separatedly. All SMART Goal weights must equal 100%.
- If you would like to assign this SMART Goal a due date, enter the date in the Due Date field (mm-dd-yyyy) or click on the calendar icon and select the desired date.
- Click Save at the bottom of the screen.
- If desired, add specific SMART Goal Action Steps by clicking the + sign in the Action Steps area. Enter a Name, Description and Due Date for the Action Step.
- Repeat until all Action Steps have been entered.
- Add as many SMART Goals as you like. We recommend 1-6 high-level SMART Goals that can be broken down into as many Action Steps as you need.
- At the end of every quarter, you must create a “future SMART Goal” to complete your evaluation. This future SMART Goal will show up in the next quarterly review.
- If your SMART Goals don’t change from quarter-to-quarter, ask your Direct Supervisor to duplicate your SMART Goals for you each quarter. They have a quick “duplicate goals” button that Employees don’t have access to.
- If you add a SMART Goal, your supervisor must approve it before you can rate yourself on it. Please make sure you are having SMART Goal discussions with your Direct Supervisor to ensure a smooth process.
Why can’t I change my competencies?
These competencies were identified by HR as competencies you should have in order to perform your job. These competencies are shared across departments with others who share similar job titles and responsibilities. These apply to everyone in a specific job family and cannot be changed. The best place to customize your performance review to rate your achievements is in the SMART Goals section of the review.
Where did the core values come from?
These core values are “placeholders” until the Core Values project team has completed compiling the information they received from the organization. The core values in the system will change when the Core Values team has completed the project. These apply to everyone in the organization and cannot be changed.
Why do I have to leave comments on my self-evaluation?
Comments are required for each behavioral rating. The comment field is an excellent place for you to remind your supervisor of all the accomplishments you have made over the last quarter.
Do I have to e-sign my evaluation if I don’t agree with it?
No. You can check the box that indicates you do not agree with the review and leave the e-signature blank. You can also leave comments explaining why you disagree. This will not change your review rating. It will only document your disagreement.
How will I know when my self-evaluation is due?
You will get an email notification emailed to your accgov.com email account. Please make sure you have a way to access to your email in order to get the notifications.
Note: We will continue to add to the list of FAQs during the pilot.