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: 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 will be able to assign different weights to different Outcomes.
Q: I have several employees with the same job 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. How to do this will be covered in ePerformance training.
Q: I have employees that may promote out of my unit or get transferred. How do I handle the PEPRs for those employees?
A: ePerformance has a feature that gives supervisors and managers the ability to transfer an interim PEPR to the employee’s new supervisor. This feature will be covered in training.
Q: Will the employees that I supervise be able to get into the ePerformance system and see what I have developed?
A: Only supervisors and managers will have access when the system goes live November 8. The rest of the employees will be brought into the system at another time that has not yet been determined.
Q: Can I add to or delete the duty statements in the templates within ePerformance?
A: No. The duty statements in the “duty bins” (Example- Human Resources, Operations, etc) of the templates come directly from the classification specifications for that job and cannot be changed. If a duty statement does not apply to a specific job it need not be used in creating the PEP for that position. If an additional duty statement is necessary to describe the work of the position you can use the “Add a duty” link to add it to the PEP as a separate section.
Q: Can I assign the ability to go into ePerformance to another member of my staff?
A: After discussions with Tech Services we find there is no functionality within ePerformance that would allow this kind of access. The options are for the managers and supervisors to access their direct reports personally within the ePerformance system or allow staff to use the manager’s login and password to enter and work within the system which we do not recommend.
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 that you are performing you can contact your CSA HRS representative 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 CSA Classification and successfully taking and passing the appropriate supervisory test will allow ePerformance access. For assistance in preparing the audit request and scheduling the supervisory test, contact Steve Adkison at Steve.Adkison@denvergov.org.
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. 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 $39,257, but is less than the second quartile minimum, which is $43,766.
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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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$39,257
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$43,766
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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 Proposed 2012 Flexible Merit Increase Table appears below.
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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 will receive a lump sum payment equal to 1% of his/her annual salary.
Q: What type of performance rating will enable an employee to move up in the pay range, and by how much?
A: Employees may receive merit increases for Successful, Exceeds Expectations, and Outstanding, no matter where they are in the pay range. The only exception to this would be if the employee earns the maximum rate of the pay range. In this scenario, the employee will receive a lump sum payment equal to 1% of the employee's annual rate of pay, which is similar to the current system.
An employee may also receive a merit increase if his/her performance rating is Below Expectations, provided the employee is in the first two Quartiles of the range.
Q: When will I find out what my performance rating and merit increase will be? When will I receive my pay increase?
A: For 2012, the following is a list of key performance evaluation dates:
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January 1 - February 10
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Performance evaluations will be written for all employees for the review period of January 1 through December 31, 2011.
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February 16 – February 24
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Appointing Authorities will determine merit costs and allocate pay increases to all employees within their organization.
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February 27 – March 2
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Supervisors meet one-on-one with employees to deliver performance evaluation and pay increase amount.
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March 30
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Pay increases delivered in paycheck.
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April 13
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Retro payment of pay increases (1/1/2012 to 3/10/2012) delivered in paycheck.
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Based on the timeline above, employees will find out what their performance rating and merit increase will be between February 27 and March 2nd of 2012. Employees will receive their pay increase on March 30, and their retro payment on April 13, 2011.
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 all of 2011, he/she is eligible for a merit increase in 2012. In these cases, the employee’s supervisor will still need to complete the 2011 PEPR and assign a merit increase. Employees who leave the City on or after January 1, 2012 will receive a check in April for the retro payment covering January 1 through their last day of employment. The retro payment will also impact the employee’s payout of sick and vacation (or PTO), as well as the employee’s retirement calculation with DERP (if applicable).
Q: How will an employees pay be affected if they are promoted to another position prior to receiving their retro payment?
A: The City will have a moratorium in place for the processing of any Personnel Action Forms that involve changes to pay or pay grades from January 1 - March 20, 2012. All pay affecting transactions that happen during that time will be entered into PeopleSoft after March 20, 2012 (or after the merit increase for the employee has been processed). The pay increase will then be applied to the new pay level (which includes the merit increase) starting from the effective date for the new position.