October 1998
Department of Transportation Evaluates Its Performance Management System
The best way to improve a system is to begin by evaluating it. The Department
of Transportation (DOT) is evaluating its performance management system
in two phases: first, it has completed evaluating the development and
implementation of the system, and second, it will be evaluating whether
the objectives of the system have been met. This will be completed in
January 1999. DOT representatives shared with TRANSFORMATIONS '98 conference
attendees the methods, processes, and techniques they are using to evaluate
their system.
How did they get started?
The Department began its evaluation process by creating an evaluation
plan. The plan outlined the objectives of the evaluation, the methods
to be used, and the expected outcomes of the evaluation process. By outlining
a plan with specific expected outcomes, evaluators can focus their efforts
to effectively gather the information they need.
Some objectives of the evaluation are:
- to assess implementation of the system to determine if it provides
organizations with a results-focused employee performance evaluation
system using relevant and measurable criteria linked to the goals of
the Department;
- to assess how well organizations are integrating the performance management
system into other management initiatives; and
- to determine if supervisors and employees see the performance management
system as a means to ensure communication about job performance and
to recognize and reward, as well as evaluate, employee accomplishments.
What methods do they use?
The Department is using several methods to evaluate its performance management
system:
- Surveys. Surveys are distributed by electronic email to representative
samples of human resources specialists, managers, supervisors, and employees.
Respondents are able to return the survey anonymously. The survey is
also available on the DOT web site.
- On-site visits. A three-member team conducted 1-day on-site
visits to all organizations that had been under the performance management
system for at least a year. The on-site visit included:
- a review of employee performance plans to determine if the plans
are results-focused and link to organizational outcomes;
- focus groups and/or individual interviews with human resources
directors and staff, managers, and supervisors to determine how
well the performance management system is operating and whether
it is achieving the desired outcomes.
What questions do they ask?
Survey questions for supervisors and employees include:
- Did you and your supervisor discuss your performance expectations
and outcomes (results) to be achieved?
- Do you understand how your performance expectations and outcomes support
the organization's goals?
- To what extent did the system affect the amount and quality of communication
between you and your supervisor?
- Do you believe the performance management system allows employees
to be recognized and rewarded for their performance?
What are the results
and lessons learned? DOT has completed part one of its evaluation,
which focused on the system's development and implementation. Findings
were:
- employee involvement in system design teams, focus groups, and surveys
resulted in a better product and eased the way for acceptance and implementation;
- partnering with unions produced excellent results;
- the system has improved feedback and communication among managers,
supervisors, employees, and human resources offices; and
- the performance management system provides the necessary flexibility
to allow organizations to design appraisal and awards programs that
reflect their organizational culture.
How can I get more information?
You may contact Robert Stokes at 202-366-9443 for information about DOT's
evaluation plan.