Skip navigation

 

2016 Performance Review & Merit Increase Information

 

Performance Reviews
Supervisors and managers have until February 5, 2016 to complete the performance review (PEPR) in e-Performance, covering the time period of January 1, 2015 to December 31, 2015. 

Employees hired after September 30, within the year of the rating period, will not be eligible for merit increases or merit pay as provide by Career Service Rule 13 Pay for Performance, Section 13-10 Definitions for Eligible Employees. 

Merit Increases
The city's budgeted and approved merit allocation for the 2015 rating period is 3.1%. An eligible Career Service employee will receive a merit increase based on the employee's 2015 performance rating and location within the pay range (i.e. quartile). Once approved by the Career Service Board, the Flexible Merit Increase Table will be used to determine employee rating increases. The effective date for the 2016 Merit Program and merit increases is January 3, 2016. 

Merit increases for eligible employees will be delivered in the March 25, 2016 paycheck, and retroactive pay will be delivered on the following paycheck on April 8, 2016. 

*

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 based on individual performance expectations.  

e-Performance Review

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.

In addition, supervisors and managers can now access through City U an online PEP Workshop and ePerformance Simulation? Both are available 24/7 from any computer with internet access. Simply log on to City U via www.denvergov.org/cityu and select New Supervisor Training in the Featured Topics. There managers will find the Performance Enhancement Program (PEP) Workshop, which includes the easy-to-navigate and comprehensive ePerformance Simulation and a host of downloadable job aids. 

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, from January 1 through December 31 of each year. In addition, all performance reviews are conducted at the same time, January 1 through the first week in February 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 

The following is a list of key performance evaluation dates for 2016:

January 1, 2016 to February 5, 2016

Performance evaluations completed for all employees for the period of January 1, 2015 through December 31, 2015.

February 5, 2016

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

February 19, 2016

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 19, 2016, if completed.

February 22, 2016 to March 9, 2016

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

March 9, 2016

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 9, 2016 if completed.

March 25, 2016 Merit increases delivered to employees in paychecks.
April 8, 2016 Retroactive payments 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.

 

 

2016 Flexible Merit Increase Table
Rating 1st Quartile 2nd Quartile 3rd Quartile 4th Quartile Range Maximum and Above Range
5.  Outstanding 4.6 - 5.0% 4.1 - 4.5% 3.6 - 4.0% 2.0 - 2.4% Plus 1.0% Lump Sum Merit Payment 2% Lump Sum Merit Payment
4.  Exceeds Expectations 4.1 - 4.5% 3.6 - 4.0% 3.0 - 3.4% 1.2 - 1.6% Plus 1.0% Lump Sum Merit Payment 1% Lump Sum Merit Payment
3.  Successful 3.6 - 4.0% 2.9 - 3.3% 2.4 - 2.8% 0.7 - 1.1% Plus 1.0% Lump Sum Merit Payment 0.0%
2.  Below Expectations 0.0% 0.0% 0.0% 0.0% 0.0%
1.  Failing 0.0% 0.0% 0.0% 0.0% 0.0%
* 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 $41,291, but is less than the second quartile minimum, which is $46,040.

 

Range

Minimum

2nd Quartile

Minimum

3rd Quartile

Minimum

4th Quartile

Minimum

Range

Maximum

615-A

$41,291

$46,040

$50,788

$55,537

 

$60,285

 

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.

Please see the The Flexible Merit Increases tab above.

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.

The following is a list of key performance evaluation dates for the 2016 Merit Program:

January 1 to February 5, 2016

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

February 5, 2016

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

February 19, 2016

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 19, 2016, if completed.

February 22 through March 9, 2016

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

March 9, 2016

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 9, 2016 if completed.

March 25, 2016

Merit increases delivered to employees in paychecks.

April 8, 2016

Retroactive 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 Us
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.