HomeMy WebLinkAbout2.b. Performance Evaluation (Department Heads)ti
CITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
COMMITTEE OF THE WHOLE MEETING DATE: MAY 9, 2000
AGENDA ITEM: PERFORMANCE EVALUATION
AGENDA SECTION: DISCUSSION
PREPARED BY: PAULA GRAFF,
AGENDA NO
t' 2
HUMAN RESOUR CES COORDINATOR
ATTACHMENTS: PERFORMANCE REVIEW FORM
APPROVED BY:
At the direction of the City Council, attached you will find a copy of the Performance Review form currently
being utilized by City staff. This form is used at the end of each phase of an employee's tenure: probation,
Steps 2 - 6, and annually thereafter.
Council will note that near the end of the review form there is a section reserved for evaluating the performance
of supervisors. At the direction of Council, this section could easily be modified to provide a forum for Council
to provide input regarding the performance of department heads.
RECOMMENDED ACTION NOTES:
■
Review to Paula Graff
no later than
CITY OF ROSEMOUNT
PERFORMANCE REVIEW
Employee Name
Job Title
Department
Date Hired for this Position
Date of Review
Reviewed by
This review is: Step 2
Step 3
Step 4
Step 5
Step 6
Annual
Probationary
PURPOSE
The purpose of conducting a performance review is to enhance the overall quality of service to
the community, improve productivity, and foster employee development. The performance
review is designed to:
• Generate continuous, two -way communication between employee and
supervisor as a shared responsibility
• Review employee performance in relation to City and department goals and
expectations
• Recognize achievements, accomplishments and contributions of employees
• Identify areas for employee training and development
• Provide a basis for planning future performance
The benefits to be gained also include improved communications, trust, and the efficient,
innovative delivery of services.
r
GUIDELINES
Performance management at Rosemount is a continuous communication process in which 1) expected
levels of performance are defined and communicated, 2) performance is planned, maintained, and
improved, 3) actual performance is compared to expected levels, and 4) accomplishments are recognized.
The performance review may also be used in management decisions regarding assignments, career
development, reassignment, or corrective action.
INSTRUCTIONS
1. Indicate your rating by placing an "X on the rating which best describes performance on each
measure. Rate each dimension separately, being careful not to be influenced by your `overall"
judgment of the employee's performance while rating individual measures.
The descriptions that are provided should be used as guidelines to help clarify the rating for
each performance measure. Although the box may only partially describe the employee's
performance, mark the one that fits most closely.
2. Use the area for comments to further clarify performance and explain the rating. Comments are
required for all "Requires Improvement" and "Outstanding" ratings. Comments may be written
for all performance measures, regardless of the rating.
3. Complete the front cover, sign and date the last page, and forward to the Human Resources
Coordinator.
PERFORMANCE LEVEL DEFINITIONS
These definitions are intended as guidelines to assist the supervisor in selecting a rating and maintaining
consistency.
Outstanding Employees in this category consistently and significantly exceed performance
expectation, think outside and ahead of their job description, anticipate and prevent
problems, and exemplify unusual initiative. Their quantity, quality, and timeliness of
work is clearly and consistently far above expectations. Errors are rare and of minor
consequence.
Exceeds
Employees in this group consistently exceed performance expectations.
Expectations
Performance contributions are definitely above that expected of the good, competent,
"achieving" employee. Errors are infrequent and of minor consequence. This
individual's performance stands out from the norm of other employees in similar
positions or in the same profession.
Achieves
Employee fully achieves expectations and performance in this category.
Expectations
Contributes to the ongoing success of the organization. Employee is qualified,
competent and valued. Errors are within acceptable limits, in terms of both frequency
and consequence. NOTE: This rating may also be used for probationary (new, transfer
or promoted) employees, and for employees who have recently changed job assignments,
if they are making satisfactory progress toward achieving proficient performance. This
should be noted in the comments area.
Requires
Performance at this level is below expectations and should not be considered
Improvement
acceptable. Although some aspects of performance may meet expectations, the
work in general is below the level expected of a proficient employee. A specific plan for
bringing performance to an acceptable level should be clearly outlined to the employee
in writing.
A
PERFORMANCE MEASURES
1. Job Knowledge. The understanding of concepts, procedures and tasks relevant to the job; the degree to
which job knowledge contributes to outcomes and expectations.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Given the employee's level
Knowledgeable of all
Has knowledge beyond
Exceptional comprehension of job
of experience progress is
facets of the job;
usual scope of job and
functions; recognizes need for functional
unsatisfactory; often has
performs routine work
responsibilities; performs
changes based on changing conditions;
difficulty or is unable to
without frequent
out of the ordinary tasks
excellent skills; actively learning new
follow instructions; requires
instruction and follow -
with minimal instructions;
techniques; maintains highest quality
frequent follow -up; detracts
up; work seldom needs
work is accurate, thorough
standards.
from full productivity of
correction.
and done properly the first
procedures.
work unit.
schedules in accordance
time.
Comments:
2. Dependability. Reliability and dependability in carrying out the commitments and obligations of the
position, including working under pressure, attendance, promptness, and availability for call -back as needed.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Requires excessive
Work output meets job
Turns out a high volume of
Can be relied upon under any
monitoring to produce
standards; handles normal
work; performs well under
circumstance, including commitment to
standard quantity; not
workload; consistently
pressure; always on time;
tasks that take a large amount of time;
always reliable;
reliable; attendance
prompt in keeping
goes far beyond consistent reliability; has
frequently absent or
record satisfactory;
appointments; ready to
excellent attendance record.
tardy; hinders work unit.
arrives at work on time;
work at prescribed times;
new methods of
observes break and lunch
seldom absent or tardy.
procedures.
schedules in accordance
with dept policies and
standards.
Comments:
3. Motivation. Initiative, drive and energy to get things done; ability and willingness to take action, where
appropriate, without being told.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Lacks drive; frequently
Shows initiative to
Demonstrates initiative to
High degree of initiative;
requires supervision or
perform routine work
assure non - routine and
a "self- starter" who
direction; resists new
activities with minimal
out of the ordinary tasks
generates work and takes
assignments.
supervision
are completed;
on additional
progressive; presents new
responsibilities; initiates
ideas; accepts new
new methods of
methods and procedures.
procedures.
Comments:
4. Planning & Time Management. The ability to anticipate needs, forecast conditions, set goals, schedule r
work, meet deadlines, and measure results.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Does not prepare or plan
Consistently meets
Often completes work prior
Looked to by others for planning
ahead; does not meet
imposed deadlines; plans
to deadlines; strives to
guidance; routinely exceeds deadlines;
deadlines; wastes time
and organizes workload;
improve upon existing
anticipates problems and performs
and works slowly; does
end result usually meets
methods; future oriented;
accordingly; consistently working to get
just enough to get by.
established
well prepared; flexible and
the most out of time and resources;
problems; avoids making
goals /objective; good use
able to adjust priorities; time
handles extra work easily.
decisions; needs to be
of time and resources.
and resources used to a high
closely supervised.
problems.
degree of effectiveness.
Comments:
5. Creativity/ Innovation. The ability to generate new ideas; examine, investigate, and research that which is
unknown or unclear.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Does not take an interest
Recognizes the need for
Consistently reviews current
Talent for creativeness is widely
in seeking improvements
creative thinking or
work methods and functions
recognized; individual is sought by
in job functions or is
solutions; offers
in search of improvement;
others when fresh ideas and solutions
unwilling to try new
suggestions for
conceives ideas which are
are needed; willingness and ability to
ideas.
improvement
practical and frequently
take appropriate risks and be successful.
problems; avoids making
required work standards;
used.
Comments:
6. Decision Making/Problem Solving. The ability to think through a problem, evaluate relevant facts, and
reach sound conclusions.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Falls short in evaluating
Uses appropriate decision
Exhibits above average ability
Looked to by others for guidance in
facts and solving
making process for
to resolve problems and make
resolving problems and making
problems; does not make
assigned duties; exhibits
decisions; considers
decisions; makes sound decisions
sound conclusions;
good judgment and
alternatives and their impact
through excellent judgment; anticipates
judgment has caused
common sense to attain
before making a decision.
problems and offers solutions.
problems; avoids making
required work standards;
decisions; needs to be
understands routine
closely supervised.
problems.
comments:
7. Customer Service. The ability to assess and appropriately respond to internal and external customer needs.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Has been rude toward
Communicates in a
Exceeds standards of helpful
Sets the example of high quality
others; requires excessive
professional and
and supportive service; seeks
service for others to follow; performs
help and direction;
courteous manner with
information not readily
exceptionally under pressure;
frequently not as helpful
customers and staff, in
available in order to provide
develops new ways to effectively
and supportive as desired.
person and on the phone;
better service.
assist customers.
impatient more than
approachable.
departments; tactful; offers
information in a timely manner.
Comments:
8. Teamwork. The ability to interact with others and understand role in accomplishing group's goals; shares
ideas and information; supports decisions made by others; sensitive to needs of other people.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Negative influence on
Able to work as a team-
Actively supports the goals of
Consistently active in working with and
work unit; puts self
member; supports goals
the team; demonstrates a
for others toward accomplishing team
interest above those of
of the team; works to
willingness to cooperate with
goals; gets along with others; positive
group; uncooperative;
maintain respectful and
others in work unit and
influence on work unit; anticipates
tends to argue or is
positive working
employees in other
information and needs and shares
impatient more than
relationships; shares
departments; tactful; offers
information in a timely manner.
others in the work group;
adequate information;
constructive criticisms; shares
alert and sensitive listener.
disrupts morale with petty
considers suggestions
information in a timely
complaints or offensive
from others.
manner.
outbursts
Comments:
9. Communications. The ability to gain mutual understanding and to influence others verbally, in writing and
through effective listening.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Communications are
Communications are
Ideas, opinions and
Demonstrates exceptional ability to
poorly organized, vague,
generally clear, concise
instructions are clearly and
communicate ideas, opinions and
or incomplete, causing
and well - organized;
concisely communicated; has
instructions to others; accomplished in
misunderstandings or
listens to others.
above average oral and
preparing or understanding written
mistakes; written, oral
written communication skills;
documents; skillful in making oral
and/or listening skills
alert and sensitive listener.
presentations to groups; consistently
need improvement.
alert and sensitive listener.
Comments:
10. Safety/Work Rules. Adhering to and enforcing organization policies, procedures, rules and standards;
observing safety rules.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Ignores or has problems
Usually carries out City's
Consistently adheres to and
Sets the example for adhering to and
adhering to City policies,
established policies,
enforces City policy,
enforcing policies, procedures, rules
procedures, rules and
procedures, rules and
procedures, rules and
and standards; has excellent safety
standards; violates safety
standards; observes safety
standards; observes safety
record; always alert to unsafe situations
rules or has to be
rules; is careful.
rules; points out hazards to
for self and others; looks for
cautioned about
performing unsafe acts;
self- accountable for end
co- workers; suggests or
makes improvement as
opportunities to improve safety
often complains about
result.
appropriate.
conditions.
work rules.
cost objectives.
F -I. -+-
SUPERVISOR PERFORMANCE MEASURES
1. Leadership. The ability to positively influence individual or team commitment to achieving goals; ability
to provide a plan for the future.
Requires
Achieves
Exceeds
Outstanding
Improvement
Expectations
Expectations
Outstanding
Ineffective leader;
Handles leadership
Displays excellent ability to
Exceptional leader; high rapport with
accepts leadership
responsibilities well; has
lead and motivate others
others; known as one of the City's best
responsibility reluctantly;
ability to get things done
toward a common goal;
leaders; has strong vision of dept/
blames others when staff
through others; holds
generates enthusiasm; is
division's role in fulfilling City goals
doesnOt perform up to
self- accountable for end
accountable for actions of
today and in the future.
expected levels.
result.
staff and self; has vision.
needs.
ineffective in using
cost objectives.
2. Fiscal Management. The ability to budget and anticipate financial needs; meet cost objectives; respond to
budget problems.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Unable to achieve budget
Usually stays within
Consistently stays within
Always meets or exceeds cost objectives;
targets; consistently
budget and uses available
budget and effectively uses
uses resources effectively; monitors
overspends or fails to
resources; submits budget
available resources; often
budget and proactively manages
follow through on budget
on time or within an
exceeds cost objectives;
overspending or impending shortfalls;
plan; budget requests are
acceptable time frame;
improves information
understands relationship between
unrealistic; seldom meets
makes reasonable budget
gathering in order to budget
different budget areas; plans for future
cost objectives;
requests; usually meets
more accurately.
needs.
ineffective in using
cost objectives.
available resources.
Comments;
3: Supervising Employees. The ability to plan and coordinate the work of others to assure quality of work
unit services; may include hiring practices, establishing standards, delegating, monitoring, coaching for
employee development, encouraging creativity and appropriate risk taking.
Requires
Improvement
Achieves
Expectations
Exceeds
Expectations
Outstanding
Does not delegate work
Establishes realistic
Highly effective in
Exceptional ability in supervising people;
responsibilities to
standards and time
managing personnel;
displays sensitivity to employee0s and
subordinates; maintains
frames; delegates work to
provides specific and timely
has excellent judgment in managing
total control of work
appropriate personnel;
feedback to improve
personnel; challenges employees to use
responsibility; trusts only
provides feedback to
performance; coaches
their full potential.
themselves; ineffective
employees; encourages
employees in new areas and
coach; criticizes
employee
encourages development of
employee suggestions or
involvement/suggestions
new skills.
requests.
where appropriate.
t— omments:
SUPERVISOR'S OVERALL COMMENTS:
EMPLOYEE'S COMMENTS:
GOALS AND OBJECTIVES (Optional):
Supervisor's Signature: Date:
Employee's Signature: Date:
Employee Comments: