2015 Performance Review & Merit Increase Information

Performance Reviews
Supervisors and managers have until February 6, 2015 to complete the performance review (PEPR) in e-Performance, covering the time period of January 1, 2014 to December 31, 2014. 

Merit Increases
The City's approved, budgeted merit allocation for 2015 is 3.0%. An eligible Career Service employee will receive a merit increase based on the employee's 2014 performance rating and location in the pay range (e.g. quartile). The 2015 Flexible Merit Increase Table is currently unavailable. The table will be posted after approval by the Career Service Board in January 2015. The effective date of 2015 merit increases is January 4, 2015. 

Merit increases for eligible employees will be delivered in the March 27, 2015 paycheck.  Any retro pay or approved merit payments that are due will be delivered in the April 10, 2015 paycheck.

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The PeopleSoft e-Performance module is the tool used in the City to create and complete performance evaluations (PEP/PEPRs). e-Performance contains a template for each classification, which must then be customized base don individual performance expectations.  Supervisors and managers can attend training on e-Performance as part of the SS5 PEP Workshop.  In addition to get general information on Performance Management, the training covers how to automate the Outcomes and Measures using e-Performance.  

To register for the full-day PEP Workshop, log into City University (www.denvergov.org/cityu) and self enroll.  To self enroll, click on the Instructor Led Training button on the left side of the page.  Then click on "Session Schedule" and locate the class you would like to attend.  Finally, click on the "Enroll" link located to the right of the course information.   

e-Performance Review

Refresher Open/Drop-In Lab:  In this open lab supervisors and managers will receive support while they work on their actual PEP and PEPR documents in the live ePerformance environment. Attendees should possess at least a basic knowledge of the City's performance management system and ePerformance software. To make the most of this lab, verify that you have access to ePerformance before attending, and that your employees appear in the staff list. 
Attendees need not enroll beforehand. Simply drop in.
NOTE: This lab does not serve as an equivalent for the required, full-day PEP Workshop. To register for the full-day PEP Workshop self-enroll at www.denvergov.org/cityu or write to cityu@denvergov.org.


For questions about e-Performance, managers and supervisors can email eperformance@denvergov.org for additional help. The Frequently Asked Questions section at the bottom of this web page is available to help answer the most common questions about e-Performance and performance reviews. Supervisors and managers are also welcome to call their HR representative directly with questions. For assistance contacting agency HR representatives, call the HR Service Team main line at 720-913-0770.

For questions about Classification and Compensation, please email compensation@denvergov.org

 **The e-Performance Open Labs are now available. Click Here for the schedule.

The City uses a 5-tier rating system to evaluate employee performance on a common performance review date. The 5-tier rating system is incorporated in the Performance Enhancement Plan (PEP) and the Performance Enhancement Plan Report (PEPR). The five ratings and definitions appear below:
  1. Failing: Work does not meet expectations in most, if not all, areas. 
  2. Below Expectations: Meets many, but not all job requirements. Outcomes are generally less than expected, with improvement required in one or more specific areas
  3. Successful: Consistently achieves performance standards.
  4. Exceeds expectations: Consistently performs well above expected job requirements. Outcomes frequently surpass expectations.
  5. Outstanding: Consistently delivers outcomes not often achieved by others; always exceeds standards.

With a Common Performance Review Date, all employees are evaluated for the same time period, January 1 through December 31. In addition, all performance reviews are conducted at the same time, January 1 through February 6 of the following year; any potential merit increases are provided to all employees on the same day.

By using a Common Performance Review Date, the City has the ability to forecast, manage, and budget merit increases. The City has also improved the timeliness of completing performance reviews and providing feedback to employees. The advantages, for employees, of using a Common Performance Review Date include the following:

  • Employee performance goals are tied to the organization's annual goals;
  • Employees are evaluated based on a common performance period, allowing performance to be compared among peers; and
  • No more late PEP/PEPRs 
  • No more forced merit increases (when available) 

The following is a list of key performance evaluation dates for 2015:

January 1 to February 6, 2015

Performance evaluations completed for all employees for the period of January 1, 2014 through December 31, 2014.

February 6, 2015

Deadline for all performance evaluations to be completed in E-performance (please note that your department/agency may have an earlier deadline).

February 20, 2015

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 20, 2015, if completed.

February 23 to March 11, 2015

Supervisors meet one-on-one with employees to deliver performance evaluation, rating and merit increase percentage.

March 11, 2015

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 11, 2015 if completed.

March 27, 2015 Merit increase delivered to employees in paychecks.
April 10, 2015 Merit Payment and Retro due delivered to employees in paychecks.

When available, merit increases result from the annual performance evaluation process. The increase that an employee receives is determined by the employee's annual performance rating and the employee's location in the pay range. The Flexible Merit Increase Table was designed to provide supervisors and managers with flexibility and a small amount of discretion in determining merit increases, based on the approved budget for the year.

As defined in Ordinance and Charter, the Career Service Board has directed the OHR staff to create a Flexible Merit Increase Table that is anchored to the external market. As a result, the increases that appear in the Flexible Merit Increase Table will change from year-to-year, based on variations in the market. City Council is responsible for approving the merit budget every year. The Career Service Board is responsible for approving the Flexible Merit Increase Table annually, based on amount City Council allocates.

Finally, the Flexible Merit Increase Table maintains the City's business practices around movement of employees through the pay range. More specifically, employees progress faster through the first half of the pay range towards the range midpoint, which is the market rate. Employees will then progress slower towards the end of the pay range. The City uses the Flexible Merit Increase Table for all City employees in the Career Service personnel system.

The 2015 Flexible Merit Increase Table will be updated soon.

Rating 1st Quartile 2nd Quartile 3rd Quartile 4th Quartile Range Maximum
5.  Outstanding




4.  Exceeds Expectations




3.  Successful




2.  Below Expectations




1.  Failing




* A Merit Payment is a lump sum payment of a percentage of an employee’s current annual base salary. A merit payment will not increase an employee’s base rate of pay.

Frequently asked questions...

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.

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

 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 $40,329, but is less than the second quartile minimum, which is $44,967.

 

Range

Minimum

2nd Quartile

Minimum

3rd Quartile

Minimum

4th Quartile

Minimum

Range

Maximum

615-A

$40,329

$44,967

$49,605

$54,242


$58,880


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.

* The 2015 Flexible Merit Increase Table will be updated soon.

Rating 1st Quartile 2nd Quartile 3rd Quartile 4th Quartile Range Maximum
5.  Outstanding




4.  Exceeds Expectations



3.  Successful




2.  Below Expectations




1.  Failing




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.

For 2015, the following is a list of key performance evaluation dates:

January 1 to February 6, 2015

Performance evaluations completed for all employees for the period of January 1, 2014 through December 31, 2014.

February 6, 2015

Deadline for all performance evaluations to be completed in E-performance.

February 20, 2015

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 20, 2015, if completed.

February 23 to March 11, 2015

Supervisors meet one-on-one with employees to deliver performance evaluation, rating and merit increase percentage.

March 11, 2015

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 11, 2015 if completed.

March 27, 2015

Merit increase delivered to employees in paychecks.

April 10, 2015

Retro pay and approved merit payment delivered to employees in paychecks.

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.
Yes. supervisors and managers have the ability to assign different weights to different Outcomes.
No. e-Performance 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 e-Performance User Manual.
e-Performance 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 e-Performance User Manual.
No. You cannot delete or edit the developed duties of the classification. However, you can add, edit, or delete additional duties.
Yes. You can add, edit and delete additional outcomes. Detailed instructions can be found on page 15 of the e-Performance User Manual.
No. Only supervisors and managers will have access to e-Performance.

Only employees who are in supervisory classifications, or in classifications that state the person may supervise other employees, may be given access to e-Performance.  If you are in a non-supervisory class there are two ways to attain e-Performance 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 e-Performance 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 e-Performance access. 
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 OHR Records (OHR.RecordsHelp@denvergov.org) to include in employee file.
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.

Contact

For questions about Classification and Compensation, please email compensation@denvergov.org

For questions about e-Performance, managers and supervisors can email eperformance@denvergov.org for additional help. They are also welcome to call their HR representative directly with questions. For assistance contacting agency HR representatives, call the HR Service Team main line at 720-913-0770.

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