HR Platform

Definition and Purpose of Assessment Process

Definition

The Assessment Process is a process for evaluating each employee's:

1. Position (Assignment) Level;
2. Person (Skill) Level; and
3. Performance Level.

The primary tool is the Job Description Assessment Form.

Purpose

The Assessment Process is an evaluative tool. It is used by management and employees to:

1. identify training needs (areas requiring skills development);
2. ensure that the assigned duties and responsibilities are appropriate for the assigned broadband level;
3. determines if performance is appropriate for assigned broadband level; and
4. communicate skill, job and performance expectations.

In doing so, the Assessment process enables management to identify and provide necessary and appropriate training; plan and organize assignments; and take appropriate action to address performance problems. The process also enables staff to assess their own training needs; better understand their assignment and the expectations of management; and improve their performance.

The Assessment Process is used during probation to assess the employee's skill development and job performance to determine if they support continued assignment to the broadband. The Assessment process is used during probation to identify specific training and develop needs that must be addressed prior to gaining permanent status in the broadband at the assigned level.

The Assessment Process is also used to assess readiness for salary adjustment within level (see section on Salary Adjustments Within Level) or from one level to another (see section on Level to Level Movement).

Roles and Responsibilities

Manager's Role and Responsibility

Managers manage staff for the purpose of producing a product or performing a service. Managers are expected to select staff who have the skills and abilities to perform; train and develop staff to perform effectively in their assigned work; assign and control staff work activities; and take action to correct inefficiency.

In order to effectively fulfill the above responsibilities for managing employees, managers need to effectively apply an employee assessment process. To do so, managers must:

1. Have a clear understanding of the Department's Vision, Mission and Strategic Plan.
2. Align all work activities and projects with the Strategic Plan.
3. Communicate and share with staff their specific role and responsibilities so that they are performing work in a manner that is consistent with and in alignment with the Strategic Plan.
4. Develop and/or modify the Factor Sets descriptions for work performed under his/her supervision. Develop and/or modify the related quantitative and qualitative measures that are used to assess performance in specific skill areas. This supplemental criteria is necessary when additional and more detailed criteria is needed to assess a job-person match and/or to evaluate performance.
5. Advise employees of the expectations that Departmental Management have in terms of skill development and work performance. If additional quantitative and qualitative measures are used, those too should be shared in advance with the employees.
6. Conduct periodic assessment of employee's skills, assignment and performance using the Assessment Form. At minimum this assessment process will be conducted once every year.
7. Provide detailed written feedback to the employee regarding the specific areas where the employee is rated either "Marginal" or "Needs Improvement" and "Outstanding".
8. Take necessary and appropriate action to address needs identified in the assessment.

The Assessment Process is a tool that managers have at their disposal to help them to fulfill their responsibilities. The Assessment Process can be used to as an evaluative tool to help the managers to identify staffing issues/ problems and as a communications tool to help managers explain to employees what is expected of them. The Assessment Process can be used to identify and communicate: specific skill development needs; appropriate job duties and responsibilities; and performance expectations.

Employee's Role and Responsibility

Employees have a responsibility for producing a product or performing a service.

In order to fulfill their responsibility, they need to know and understand what is expected; possess the requisite skills necessary to perform; and have sufficient motivation and desire. More specifically, they need to:

1. Have a clear understanding of the Department's Vision, Mission and Strategic Plan.
2. Align their work activities and projects with the Strategic Plan.
3. Develop skills to perform their work.
4. Conduct periodic self-assessment of their skills, assignment and performance.
5. Work with their manager to periodically check to see that they are fulfilling their job duties and responsibilities.
6. Take necessary and appropriate action to address needs and/or problems identified in their assessment.

The Assessment Process is a tool that employees have at their disposal to help them to understand and fulfill their responsibilities. The Assessment Process is a vehicle for informal and formal discussions between the employee and manager. It can help to achieve an understanding between the employee and manager regarding the employee's duties and responsibilities and what is expected of the employee. It can also be used to communicate how the employee is doing in regard to performance.

Process

Periodic Assessment

A Periodic Assessment should be completed on an as needed basis when a more frequent assessment is necessary. The Annual Assessment is completed the month prior to the beginning of the fiscal year.

The Annual Assessment is intended as regular feedback regarding each employee's skill development needs and performance. It may be used to support and document performance pay adjustments, level-to-level movement, performance deficiencies, corrective action need, etc. When used for any of the above purposes, the Assessment should be current and up-to-date. Occasionally, it may be necessary to do an "Update" or "Interim" Assessment in order to reflect significant changes that have occurred since the last Annual Assessment and prior to a new Annual Assessment.

The typical step-by-step process for the Annual Assessment is described below:

1. Advise the employee of the job at hand and what is expected. To do so, the employee should be informed of the Factor Sets required of the job, as described in the Specification for the Broadband, as well as the specific Factor Set descriptions for the Broadband level and program area to which the employee is appointed. If additional quantitative and qualitative measures are used, those too should be shared in advance with the employees. This is done to ensure that there are no surprises.
2. Instruct the employee of the manner in which specific skills can be developed and utilized/applied to do his/her job.
3. Describe the Assessment Process which will be used to evaluate the employee. Advise the employee that when an assessment is made, he/she will be evaluated in terms of his/her skills, job assignment and performance.
4. Maintain records of skill development progress as well as records of productivity and service. Document events, as they occur, which reflect upon the employee's skill development needs, assignment and/or performance (include time, date and specific circumstances).
5. Complete the Assessment Form according to the instructions.
6. Review the assessment with the employee and address each of the following areas:
   1. specific skills that require improvement;
   2. specific job assignment changes that are necessary to correct misalignment of assignment level; or,
   3. efforts to improve performance.

Probationary Period Report

The Assessment Form is intended for use as a Probationary Period Report. When used for this purpose, it should be completed according to the policy on Employment Probation. The evaluation of the probationer is intended for the purpose of identifying and addressing developmental needs to be addressed prior to the employee attaining permanent status in the broadband.

The typical step-by-step process for the assessment during the Probationary Period includes the following:

1. Advise the employee of the job at hand and what is expected. To do so, the employee should be informed of the Factor Sets required of the job, as described in the Specification for the Broadband, as well as the specific Factor Set descriptions for the broadband level and program area to which the employee is appointed. If additional quantitative and qualitative measures are used, those too should be shared in advance with the employees. This is done to ensure that there are no surprises.
2. Instruct the employee of the manner in which specific skills can be developed and utilized/applied to do his/her job.
3. Describe the Assessment Process which will be used to evaluate the employee and to identify skills that require development in order to successfully pass probation.
4. Maintain records of skill development progress as well as records of productivity and service. Document events, as they occur, which reflect upon the employee's skill development needs, assignment and/or performance (include time, date and specific circumstances).
5. At the end of each Probationary Period, complete the Assessment Form according to the instructions.
6. Share the assessment with the probationer and focus on the specific skills that require improvement.