Important PMP Reminders

The Performance Management Program (PMP) evaluation period is October 1 through September 30 of each year. As the end of the FY 2007 rating period is quickly approaching, agency HR Advisors, those who handle personnel matters, and PMP users should be mindful of the following:

• Look at your agency PMP structure, note and make any corrections. In cases where assistance is needed (e.g. supervisory employee has left, did not release subordinates and password is unknown), notify the DC Department of Human Resource's Performance Management Unit (PMU). The PMU can be reached at (202) 442-9671 or (202) 442-9624.
   
• Submit the Gateway Security Access Form to secure access to the PMP system, user name, and password information. 

• When completing either the PMP Performance Evaluation or the Performance Plan, the information must be saved frequently in order for it to be retained in the online system. If there are problems with saving the information, it may be because software has been installed in the computer to block pop-ups. If this is the case, then follow your computer's instructions regarding the use of or the disabling of pop-up blockers. 

• When completing the Performance Plan, the information must be saved and approved online by the supervisor in order for the Plan to be official. 

• PMP users must click the Save, Save & close or Save & Print button located on the gray bar in the PMP document in order for the information to be saved. 

• If a Performance Plan is revised, it must be saved and re-approved by the supervisor in order for it to be finalized.

• The PMP Performance Evaluation must be approved online by the supervisor and the reviewer in order to be considered official. 

• The HR Applications Gateway, through which the PMP is accessed, goes down for routine maintenance at 8:30 pm each evening.  

Important PMP Deadlines

The following are the deadlines for completion of PMP requirements for FY 2007 and 2008:

• Friday, November 9, 2007 - All FY 2007 Performance Evaluations must be completed in the online PMP by close of business (5:30 pm).
   
• Friday, November 16, 2007 - All Gateway Security Access forms for new PMP employees must be submitted to the Department of Human Resource's Gateway Security Administrator so that new user accounts can be established and login information can be disseminated prior to the deadline for completing FY 2008 Performance Plans.
   
• Friday, December 7, 2007 - All hard-copy PMP Performance Evaluations must be submitted to the Department of Human Resource's PMU by close of business (5:30 pm) for review and filing in employees' official personnel folder. The PMU is located at 441 4th Street, NW, Suite 310 south; you must enter through 330 south.
   
• Friday December 7, 2007 - All FY 2008 Performance Plans must be completed in the online PMP by close of business (5:30 pm). The Plan must be approved online by the supervisor in order to be considered official.
   

Questions and Answers for FY2007 PMP Ratings

Q: What happens if I did not have a plan in place, but should have?

A: Contact your HR Advisors immediately to resolve issues with DCHR before the deadlines.

Q: Can the deadlines be extended?

A: Verbal requests for extensions past the set deadlines will not be accepted by the DCHR Performance Management Unit. All requests for extensions shall be requested formally in writing through the Agency’s Director. The DCHR Director will approve or deny extension requests based on reasonable evidence.

Q: As a Manager, HR Advisor, and Agency Head, will my compliance with the timeframes and PMP procedures affect my performance rating?

A: There may be an adjustment of final rating for an individual responsible for non-compliance with PMP set deadlines. DCHR will report PMP compliance rates and issues to Agency Directors and the City Administrator’s office so that the agency can address the performance issues with the responsible party.

Q: Will active PMP employees be impacted if their supervisor did not complete their ratings and they are eligible for merit pay?

A: Yes. All employees must have an approved valid PMP evaluation in order to be considered for merit pay increases.

Q: What should I be reviewing in terms of final ratings?

A: This year, more than ever, ratings of 4 and 5 are being very heavily scrutinized, so it is imperative that your agency monitor the distribution of the ratings and reserve the highest ratings for your star performers. A summary report of the ratings by agency will be sent to the City Administrator and Mayor.

Q: When will the merit pay increase occur?

A: DCHR anticipates that the increases will be effective in January 2008, but a final decision will be made on eligibility, percentage increases, and implementation once all performance ratings are received from the agencies and rating distributions/costs are analyzed.

Q: How are the merit increases funded?

A: Increases will be partially funded by the Workforce Investment fund, and transferred to the agency’s budget once the new rates are implemented for agencies under the authority of the Mayor.