HomeMy WebLinkAboutIR 8116 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8116
Apr i 1 7, 1998
To the Mayor and Members of the City Council
Subject: EMPLOYEE PERFORMANCE APPRAISAL SYSTEM
BACKGROUND
Background:
For several years the City has been grappling with the issue of employee performance evaluation. The
"method"of the evaluation, i.e., the form, had been developed in the early `70's and had little relevance
to today's performance expectations. Many departments modified the form or created new forms. More
than 26 forms were being used, thereby providing little consistency in terms of the criteria and standards
used to evaluate employees' performance.
The"process"of the evaluation also left a lot to be desired. Supervisors,employees and the City
Council expressed disapproval of the process of once-a-year forrnal_evaluations, in which employees'
performance and contributions might be overshadowed by a recent error.
The major complaints heard about the appraisal system were:
• Work expectations are not clearly defined
• No feedback or infrequent feedback during the performance cycle
• No documentation provided to substantiate the rating
• Inaccurate rating—employee's overall rating reflects one negative incident
• Measures are not clear, levels of rating are not identified
• Employees are required to sign completed appraisal forms without receiving feedback
New Program:
The Human Resources Department in conjunction with four operating departments has piloted a new
performance evaluation system, both "method"and "process." Based on the pilot program,we have
decided to implement the new system throughout the organization.
Method—The method involves a new appraisal instrument,which is attached for your review, in two
formats:
1) a one-page format used to summarize and report the employee's performance at the end of the
performance cycle; and
2) an appraisal packet in a multi-page format used at the beginning of and during the performance
cycle to discuss expectations, standards and levels of performance.
The multi-page packet is longer than the current one-page form,but the space is necessary to adequately
define the rating factors and to provide a place for supervisors and employees to clarify those factors. All
departments are required to utilize the new form, in order to provide consistency.
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ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8116
April 7, 1998
To the Mayor and Members of the City Council
�m
Subject: EMPLOYEE PERFORMANCE APPRAISAL SYSTEM
The form is divided into two rating parts:
• The first(Part II)deals with "how an employee does his/her job." These factors generally
mirror the values of the organization(customer service,communication, team work; etc.).
• The second part(Part III)deals with "what an employee accomplishes." In this section, the
employee and supervisor identify goals/projects on which the employee will work during the
year.
During the pilot process with the four departments, it was apparent that setting goals for employees in
laborer, clerical and some technical classifications was difficult and perhaps unmeaningful, because of
the routine nature of the work. Therefore, employees in such classifications will normally be rated only
on Part II.
Process—The process calls for the employee and supervisor to meet at the beginning of the fiscal year to
agree on the rating factors,the goals/projects to be achieved during the year, and the measures of the
employee's success (i.e., a"standard" rating, an "excellent"rating, etc.). It also requires a mid-year
review to insure the employee is"on track,"to identify any deficiencies,and to identify any changes in
the key result areas. This process should assist employees in knowing where they stand, so there are no
"surprises"at the end of the year.
The new performance appraisal system will be implemented in all departments by October, 1998. We
will continue modifying and improving the system as feedback from supervisors, managers and
employees is received.
If you have questions, please contact me.
Bob Terrell
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS