Performance Management Appraisal Program (PMAP) Issues of Interest
Background
An HHS Steering Committee with representation from all the OPDIVS drafted the new performance management system. The plan represents final decisions made by the Office of the Secretary and the Office of Personnel Management (OPM). The HHS PMAP is being implemented now as the federal workforce is moving toward performance programs that make clear performance distinctions, e.g., multi-level rating programs, and that link performance to awards. The performance distinctions envisioned by OPM and the Office of Management and Budget are not possible under the current pass/fail programs.
Performance Awards
Under the PMAP, employees who are rated Exceptional will receive performance awards between 2.5% to 5% of salary, including locality payment or special rate supplement (as of the last day of the rating period- December 31), subject to funds availability within the OPDIV. . It is the intent of HHS PMAP that all employees rated Exceptional receive at least 2.5%.
If funds are not available, then payment less than 2.5% is possible.
Performance awards of up to 2% of salary, including locality payment or special rate supplement (as of the last day of the rating period- December 31), subject to funds availability, are optional for employees who are rated Fully Successful.
Within organizations, all employees rated Exceptional must be paid before any employees rated Fully Successful can receive performance awards, as described below:
- All employees who have been rated Exceptional and approved for a performance award between 2.5% - 5%, must be paid before any employees who have been rated Fully Successful and approved for a performance award can be paid.
- If an employee rated Exceptional has been approved for an award of less than 2.5% because of lack of funds, then no employees rated Fully Successful within that organization will receive performance awards. However, those employees who are rated Fully Successful are eligible for other forms of recognition, including time-off and special act or service awards.
Quality Step Increases
Employees who are rated Exceptional may receive either a monetary performance aware OR a Quality Step Increase (QSI), but not both, for the same rating period.
Time-off Awards
Managers may approve a time-off equivalent, not to exceed an aggregate calendar year total of 40 hours time off. Any remaining cash balance will be paid out in the form of a Performance Award. The manager takes the amount of money they would like to nominate the employee for based on their performance rating and divides it by the employee’s hourly wage to determine the number of hours.
Example:
$1085 divided by $26 = 40 Hour Time Off Award
The remaining 1.7 hours will be paid out in cash as a Performance Award.
NIH Policy on Payment of Cash Awards When Employee Moves From One IC To Another IC Within 90 Days of the End of the Appraisal Period
- An employee moves from one IC (A) to another IC (B) within 90 days before the end of the appraisal period (12/31/07), IC (A) must rate the employee and may recommend the award amount for consideration by IC (B). IC (B) makes the final performance award decision in accordance with PMAP policy. If a cash award has been approved, IC (B) funds the award, as the award is automatically funded by the IC they work in at the time it is processed. IC (A) is not required to reimburse IC (B) for the award amount. Employees appear, and should remain, on the IC spreadsheet where they are assigned as of December 31, 2007.
- An employee moves from one IC (A) to another IC (B) after the end of the appraisal period (12/31/07), IC (A) must rate the employee and may recommend the award amount for consideration by IC (B). IC (B) makes the final performance award decision in accordance with PMAP policy. If a cash award has been approved, IC (B) funds the award, as the award is automatically funded by the IC they work in at the time it is processed. IC (A) is not required to reimburse IC (B) for the award amount. However, the employee should remain on IC (A)’s spreadsheet, where the employee was located organizationally as of December 31, 2007.
Scenario |
Who Completes Rating? |
Who Determines Award Amount? |
Who Pays Award? |
Which spreadsheet does employee appear? |
Jane Doe moves from IC (A) to IC (B) in November 2007. |
IC (A) completes final rating. |
IC (A) may recommend an award amount for IC (B)’s consideration; however, IC (B) makes final award determination. |
IC (B) processes and pays the award amount. IC (A) is not required to reimburse IC (B) for award amount. |
Jane’s name appears, and should remain, on IC (B)’s spreadsheet even though her rating is prepared by IC (A). IC (B) should include the date of Jane’s transfer next to her name on the spreadsheet. |
John Smith moves from IC (A) to IC (B) in late February 2008. |
IC (A) completes final rating. |
IC (A) may recommend an award amount for IC (B)’s consideration; however, IC (B) makes final award determination. |
IC (B) processes and pays the award amount.IC (A) is not required to reimburse IC (B) for award amount. |
John’s name appears, and should remain, on IC (A)’s spreadsheet even though he works in IC (B) when his award is being processed. IC (A) should include the date of the John’s transfer next to his name on the spreadsheet. |
Summary Rating Narratives
While the HHS PMAP only requires supervisory narratives for ratings below Fully Successful, the NIH has decided on a policy requiring supervisors to provide narratives to support all Exceptional ratings and for Fully Successful ratings where any type of performance award is approved. Supervisors may use the same narrative justification required for the Exceptional or Fully Successful summary rating as the justification for the resultant performance award.
Employees Appointed under Formal Intern Programs
Management Interns, Presidential Management Fellows, Emerging Leaders, and Administrative Fellow’s performance cycle will begin in August of each year and end in July, with two performance evaluations being given under their internship.
