Performance Management - End of Year Process
16 March 2015
This briefing contains the first part of the unions advice about preparing for your self assessment and the end of year review meeting
Members will be aware from the advice issued in recent briefings (R&C/BB029/15 & R&C/BB033/15) that updated guidance on the end year process for the Performance Management System (PMS) has been issued by HMRC. The following advice should therefore be read in conjunction with those briefings.
Performance Management reviews have an emphasis on self assessment. Prior to your review meeting with your manager you should prepare a self assessment of your performance taking account of:
• The ‘What’ (delivery of objectives) and
• The ‘How’ (demonstration of behaviours, competencies and values) with equal weighting using the performance wave diagram
• The standards or expectations of performance set for 2014-15
Preparing examples of your performance
Prepare examples of your performance against objectives and how you have demonstrated the required competencies and behaviours to bring to your Review meeting. A reasonable period of time for preparation, during normal working time, should be agreed with your manager.
Prepare to discuss your performance
You should prepare to discuss your self assessment with your manager, using the performance wave diagram, for a suggested performance rating which is consistent with shared expectations of performance. Previous discussions should ensure that there are no surprises at the final end-of-year discussion.
Checklist for your end-of-year review
Your review meeting should cover four areas:
• Performance – the “what” delivery of objectives and the “how” demonstrating behaviours, competencies and values of your performance using the performance wave diagram to inform a suggested performance rating
• Giving and seeking feedback
• Review development over the period
• A brief summary of what was discussed and agreed
Our advice is that members should only complete their self assessment once they have fully evaluated the evidence they have collected. Once this has been done they should complete their self assessment and arrange an end of year meeting with their manager.
The End of Year Review Meeting
Jobholders and managers are both expected to provide evidence on the jobholder’s in year performance. In order to ensure that both parties can demonstrate that the process has been adequately adhered to jobholders should follow these basic principles:
• Ensure that the self assessment guidance is followed by providing evidence of both “what” was delivered in terms of outcomes against objectives and “how” these outcomes were delivered
• Seek endorsement from your manager that the evidence provided is both adequate and sufficient
• Challenge any examples presented by your manager that you do not think are either fair or properly reflect your performance
• Challenge any examples that are single instances, e.g. it would be inappropriate to use a single example of a behavioural issue to justify a “must improve” marking
• The HMRC published equality policies must be adhered to. All parties to the process must ensure that individuals are not subject to discrimination by way of reference to protected characteristics i.e. Age, Disability, Gender Reassignment, Marriage and Civil Partnership, Pregnancy and Maternity, Race, Religion and Belief, Sex, Sexual Orientation.
Following the meeting the jobholder will prepare a note of the meeting which will be the formal end of year report. The manager will be required to verify the accuracy of the report.
Action for Managers
PCS understands that the end of year process is particularly difficult for managers. They are charged with the responsibility of ensuring that the process is dealt with properly but they are also not able to give a clear and binding performance rating ahead of validation. PCS advice is that managers will have a view on an individual’s performance and they should ensure that they have an open and honest conversation with the jobholder. Importantly, this year jobholders will receive details of the performance rating that will be presented to the Validation Meeting once this has been agreed by the manager and countersigning manager.
The checklists above can be used as a guide for managers in their dealings with jobholders, countersigning managers and validation meetings. If these principles are followed there should be limited scope for concerns to be raised, or changes made, at Validation Meetings.
Discussions with HMRC
Branches have been asked to collate feedback from members on the changes to guidance on PMS. Although the published changes have not been subject to agreement with PCS we will be seeking to engage with the employer on the comments received. Further advice on the end of year process will be issued shortly, but in the meantime if members require any clarification on the advice issued by PCS they should contact their branch secretary. Branches requiring advice should contact the group office.