- Will there be paper PEP/PEPRs anymore?
- How will the overall numerical rating be rounded in ePerformance?
- How do I know where I am in the pay range?
- What type of pay increases can employees receive?
- What will the Flexible Merit Increase Table look like?
- What happens if an employee is at the top of the pay range?
- When will I find out what my performance rating and merit increase will be? When will I receive my pay increase?
- What if an employee leaves employment with the City prior to when the retro payment of pay increases is delivered in their paycheck?
- I have Outcomes that I think are more important than other Outcomes. Will I be able to weight the Outcomes differently in ePerformance?
- I have several employees with the same job title, job duties and Outcomes. Will I need to create these PEPs one at a time?
- I have employees that may promote out of my unit or get transferred. How do I handle the PEPRs for those employees?
- Will the employees that I supervise be able to get into the ePerformance system and see what I have developed?
- Can I add to or delete the duty statements in the templates within ePerformance?
- Can I add a new outcome to an employee's PEP?
- Can I assign the ability to go into ePerformance to another member of my staff?
- What do I do if I am supervising employees and need to create their PEP plans in ePerformance, but do not have access?
- How do I include employee comments to the PEPR?
- How do I conduct the meeting with my employee to deliver their performance evaluation rating?
Q: Will there be paper PEP/PEPRs anymore?
A: The only paper necessary will be the final print out of the completed PEP planning document that documents the expectations for the employee and a copy of the completed PEPR with the final ratings that a supervisor or manager will provide to the employee at the end of the evaluation process. You will be able to print both documents from ePerformance.
Q: How will the overall numerical rating be rounded in ePerformance?
A: The ePerformance is set up to use simple rounding for the overall numerical rating. The rating scale using this method of rounding is listed below:
4.5 or above = Outstanding
3.5 – 4.4 = Exceeds Expectations
2.5 – 3.4 = Successful
1.5 – 2.4 Below Expectations
1.4 or below = Failing
Q: How do I know where I am in the pay range?
A: In order to determine location in the pay range, an employee will need to find the two values in the pay range that his/her salary lies between their pay quartile. For example, an employee within pay grade 615-A, earning $43,100, would be in the first quartile. The employee's salary is greater than the range minimum, which is $39,714, but is less than the second quartile minimum, which is $44,281.
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Range
Minimum
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2nd Quartile Minimum
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3rd Quartile Minimum
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4th Quartile Minimum
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Range Maximum
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615-A
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$39,714
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$44,281
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$48,274
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$52,783
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$57,291
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Q: What type of pay increases can employees receive?
A: Pay increases are delivered to employees through the annual performance evaluation. The increase that an employee may receive will be determined based on the employee's annual performance rating and the employee's placement in the pay range.
Q: What will the Flexible Merit Increase Table look like?
A: The 2012 Flexible Merit Increase Table appears below. Please note that the 2013 Flexible Merit Increase Table will not be posted until January of 2013, but it is expected to look similar to the 2012 Flexible Merit Increase Table
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1st Quartile
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2nd Quartile
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3rd Quartile
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4th Quartile
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Range Maximum
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5: Outstanding
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3.4-3.8%
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2.9-3.3%
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2.4-2.8%
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1.9-2.3%
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Merit Payment
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4: Exceeds Expectations
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2.9-3.3%
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2.4-2.8%
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1.9-2.3%
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1.1-1.5%
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Merit Payment
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3: Successful
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2.4-2.8%
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1.9-2.3%
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1.1-1.5%
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0.6-1.0%
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0.0%
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2: Below Expectations
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0.0-1.2%
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0.0-0.7%
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0.0%
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0.0%
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0.0%
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1: Failing
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0.0%
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0.0%
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0.0%
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0.0%
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0.0%
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Note: The values in the Flexible Merit Increase Table above are included for informational purposes only and do not reflect actual merit pay increases employees may receive.
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Q: What happens if an employee is at the top of the pay range?
A: If an employee is at the top of the pay range (pay range maximum) he/she will not receive an increase in base pay. Instead, the employee is eligible to receive a lump sum payment equal to 1% of his/her annual salary if they earn a rating of Exceeds Expectations or Outstanding.
Q: When will I find out what my performance rating and merit increase will be? When will I receive my pay increase?
A: For 2013, the following is a list of key performance evaluation dates:
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January 1 to February 8, 2013
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Performance evaluations completed for all employees for the period of January 1, 2012 through December 31, 2012.
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February 8, 2013
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Deadline for all performance evaluations to be completed in E-performance.
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February 22, 2013
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Deadline for Appointing Authority to approve (and sign) merit worksheet containing performance rating and merit increase recommendations for all eligible employees. Approved merit worksheets to be delivered to OHR Compensation. Recommendations may be delivered earlier than February 22, 2013, if completed.
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February 25 to March 13, 2013
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Supervisors meet one-on-one with employees to deliver performance evaluation, rating and merit increase percentage.
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March 13, 2013
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Deadline for Appointing Authority to approve any corrections to performance rating and/or merit increases. Approved corrections to performance ratings and merit increases to be delivered to OHR Compensation. Approved corrections may be delivered earlier than March 13, 2013 if completed.
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March 29, 2013
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Merit increase delivered to employees in paychecks.
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April 12, 2013
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Retro due delivered to employees in paychecks.
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Q: What if an employee leaves employment with the City prior to when the retro payment of pay increases is delivered in their paycheck?
A: As long as the departing employee worked for a full year, he/she is eligible for a merit increase. In these cases, the employee’s supervisor will still need to complete the PEPR and assign a merit increase. Employees who leave the City on or after January 1 will receive a check for the retro payment.
Q: I have Outcomes that I think are more important than other Outcomes. Will I be able to weight the Outcomes differently in ePerformance?
A: Yes. supervisors and managers have the ability to assign different weights to different Outcomes.
Q: I have several employees with the same classification title, job duties and Outcomes. Will I need to create these PEPs one at a time?
A: No. ePerformance has a feature that will allow a supervisor to create just one template and then copy that template to other employees as long as the classification titles are the same for those employees. For more information, see the ePerformance User Manual.
Q: I have employees that have transitioned in or out of my unit during the rating year. How do I handle the PEPRs for those employee?
A: ePerformance has a feature that will allow supervisors and managers to transfer an interim PEPR to the employee’s new supervisor. Detailed instructions can be found on page 22 of the
ePerformance User Manual.
Q: Will the employees that I supervise be able to get into the ePerformance system and see what I have developed?
A: No. Only supervisors and managers will have access to ePerformance.
Q: Can I add to or delete the duty statements in the templates within ePerformance?
A: No. You cannot delete or edit the developed duties of the classification. However, you can add, edit, or delete additional duties.
Q: Can I add a new outcome to an employee's PEP?
A: Yes. You can add, edit and delete additional outcomes. Detailed instructions can be found on page 15 of the ePerformance User Manual.
Q: Can I assign the ability to go into ePerformance to another member of my staff?
A: No. Only supervisors and managers will have access to ePerformance.
Q: What do I do if I am supervising employees and need to create their PEP plans in ePerformance, but do not have access?
A: Only employees who are in supervisory classifications, or in classifications that state the person may supervise other employees, may be given access to ePerformance. If you are in a non-supervisory class there are two ways to attain ePerformance access.
1. Out of class assignment - If there is a vacant supervisor position in your organization and you are performing the duties, you can contact your Human Resources generalist about creating a Work Assignment Outside of Job Classification status for yourself. This is covered under Career Service Rule 9-40. Once that status has been achieved ePerformance access can be granted for the duration of the assignment.
2. Position Audit process - If there is no vacant position and the supervisory duties are a permanent assignment, you may prepare a request to audit your position to a supervisory class. Submitting this request with appointing authority approval to Human Resources and successfully taking and passing the appropriate supervisory test will allow ePerformance access.
Q: How do I include employee comments to the PEPR?
A: The supervisor can add the employees comments in the Supervisory Comment box if the document is still in progress or the supervisor can send the comments directly to CSA Records (CSA.RecordsHelp@denvergov.org) to include in employee file.
Q: How do I conduct the meeting with my employee to deliver their performance evaluation rating?
A: The PEP/R Meetings Job Aid was developed to help managers and supervisors conduct performance evaluation meetings with employees. For additional assistance and guidance please contact your Human Resources representatives.