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DOD: Designing Appraisal Programs Under a Flexible System

Many agencies have flexible performance appraisal systems that allow their components to design customized appraisal programs that fit unique cultures and work structures. The Department of Defense (DOD) is one of those agencies and has several programs that demonstrate the creative design possibilities available with a flexible appraisal system. Conference attendees had an opportunity to hear DOD representatives discuss how they used DOD system flexibilities to design performance appraisal programs tailored to their needs.

• Why is the DOD appraisal system designed to be flexible?
• What was the goal of appraisal program design at the Defense Security Service (DSS)?
• What was the goal of appraisal program design for the Department of the Army (Army)?
• What was the goal of appraisal program design for the Department of the Navy (Navy)?
• How can I get more information?

Why is the DOD appraisal system designed to be flexible? DOD has the single largest civilian employee population in the Federal Government. It also has some of the most diverse missions. Steve Chester, DOD's Performance Management Program Manager, explained that when the U.S. Office of Personnel Management (OPM) deregulated performance management in 1995, DOD decided to allow its components to use the full range of flexibilities in the design of their appraisal programs. As a result, performance appraisal programs within DOD are some of the most diverse of any agency.

What was the goal of appraisal program design at the Defense Security Service (DSS)? Sally Richmond, from the DSS Office of Personnel Policy, explained that the goal of their program was to create a link between organizational goals and measures and individual performance plans and appraisals.

DSS developed performance elements for all non-supervisors that link to organizational goals:

• contribution to the achievement of organizational goals;
• collaboration;
• technical knowledge and its application;
• customer service;
• communications;
• professionalism; and
• one optional element.

Supervisory staff use the same elements plus two additional elements, which are also linked to organizational goals: leadership and Equal Employment Opportunity (EEO). All these elements can be rated as Unacceptable, Fully Successful, or Exceptional.

To better link these generic, individual elements and standards to organizational goals, supervisors and employees customize the standards. The employees' performance plans contain a worksheet to facilitate the process.

What was the goal of appraisal program design for the Department of the Army (Army)? Michael McClure, Chief of Management and Employee Relations, Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs), described a different program design goal. The goal of the Total Army Performance Evaluation System (TAPES) is to create as much equity as possible in the way military and civilian employees are evaluated. Therefore, Army's traditional five-level performance appraisal program was modeled after the military efficiency reports used for enlisted personnel and includes many similar features.

What was the goal of appraisal program design for the Department of the Navy (Navy)? Ann Marie Khinoo, Program Manager, Employee Relations, Office of the Deputy Assistant Secretary of the Navy (Civilian Personnel and EEO), explained that two key factors affected the Navy's appraisal program design:

• the National Performance Review initiative to limit red tape and restrictive regulations; and
• the general dissatisfaction Navy employees expressed with the five-level program.

Based on these and other factors, Navy decided to make its program as simple as possible while allowing for the possibility of performance distinctions. It accomplished its goal by designing a program with a two-level rating of record, while allowing supervisors to appraise any individual element at five levels.

How can I get more information? For more information on any of these performance appraisal programs, you may contact DOD staff at 703-696-1632.

Originally published on October 1998.