U.S. Office of Personnel Management - Ensuring the Federal Government has an effective civilian workforce

Automating Performance Management

Downsized human resources (HR) organizations and tight budgets force agency officials to seek alternative methods to deliver HR services and do more with less. In an effort to streamline the performance appraisal process, some agencies are using automated appraisal software applications.

• What are the advantages of automated performance appraisal software applications?
• What are the disadvantages of automated performance appraisal software applications?
• Are any agencies using automated applications?

What are the advantages of automated performance appraisal software applications? The two primary advantages are:

• they provide online assistance by suggesting sample sentences to reflect the rating assigned and making word processing editors available to personalize appraisals; and
• they cut the time it takes to do an appraisal by offering step-by-step instructions to help a supervisor write the performance plan, keep notes on performance, and finally rate the employee.

What are the disadvantages of automated performance appraisal software applications? The most typical disadvantages are:

• the users' computer phobia or lack of technical expertise;
• employees receiving "cookie-cutter narratives" be cause supervisors don't personalize the appraisal; and
• employee concerns with security and privacy.

Are any agencies using automated applications? Yes. Two examples are the Pension Benefit Guaranty Corporation (PBGC) and the Department of Education.

Pension Benefit Guaranty Corporation. The PBGC decided to use an automated performance appraisal application to:

• cut the time it takes managers to do appraisals;
• streamline the appraisal process; and
• assist managers with their coaching skills.

The automated application used by PBGC helps it meet all three goals. Rather than have appraisal forms going back and forth between managers and the human resources office, each employee who is not in a one-of-a-kind position has an electronic folder with five performance objectives (elements): two corporate generic elements on customer service and teamwork and three work-related elements. The manager can access the folder to retrieve or enter information on: development ideas, assignments, accomplishments, performance problems, ratings, custom notes, or recognition. The application also provides a script to help managers give employees feedback, and tips to manage employee performance. Finally, managers rate each employee, discuss performance with the employee, print the appraisal, and file it in the Employee Performance File. For further information, contact Lisa Crosslin at 202-326-4110, ext. 3536.

Education. The Department of Education's General Performance Appraisal System requires that employees receive feedback on their performance from co-workers, supervisors, and customers-a 360-degree assessment. Education invested in an automated appraisal application in order to run such a program effectively and efficiently for 5,000-plus employees. The performance appraisal program is run through a Windows application delivered through the Local Area Network. All employees now have access to the performance appraisal application on their personal computers. Although this accomplishment required significant start-up costs to acquire the appraisal application and compatible computers, Education is getting positive returns from its investment. Employees are receiving worthwhile and honest information from their raters to improve their performance and achieve Department and personal goals.

Education tackled employee concerns about security and privacy by assigning each employee a user identification number and password, and by hiring contractors to do the system administration. For further information, contact Paula Javonillo at 202- 401-1920.

Originally published on February 1999