HR-006 APE HR-006 APE
Portland Housing Bureau
Annual Performance Evaluation
E M P L O Y E E I N F O R M A T I O N
Employee Name Employee Position
EMPLOYEE NAME EMPLOYEE POSITION / TITLE
SUPERVISOR NAME Work Team
Current job description is accurate.
Current ( job description or job classification) needs revision.
Revision Explanation
Start Date (M/D/Y) End Date (M/D/Y)
RATING PERIOD TO
S U P E R V I S O R E V A L U A T I O N
PERFORMANCE RATING |
DEFINITION |
Exceptional Performance
Above Average |
Commitment, quality and quantity of work and interpersonal relations were consistently exceptional. Job responsibilities were achieved in a clearly superior fashion. Where unusual situations arose, the response was thoroughly evaluated and implemented thoughtfully and in a timely manner.
Work quality, quantity, commitment, and interpersonal relations exceeded work plan and job standards. All job responsibilities were met or exceeded. Where unusual situations arose they were handled in a professional manner. |
Meets Requirements |
Work quality, quantity, commitment and interpersonal relations were consistent with work plan and job standards. All job responsibilities were met. Where unusual situations arose, they were handled satisfactorily. Results met overall requirements. |
Needs Improvement |
Work quality, quantity, commitment and interpersonal relations met job standards but were marginal in some areas. Some objectives may not have been met because of problems that will require improvement. |
Unsatisfactory Performance |
Performance was below minimum requirements of the position and requires improvement. Significant job responsibilities and objectives were not met. |
INSTRUCTIONS:
Evaluation assessments shall be conducted at least annually for each employee you supervise as a tool for constructive feedback, professional development planning and to asses eligibility for merit-based pay increases. Before completing this form, a supervisor should review and consider the following sources:
• Employee and team work plans that set performance goals
• Employee performance as compared to expectations
• Previous evaluation and performance improvement plan
• Training history over the relevant period
Employee performance should be evaluated against the total requirements and standards of the job and on the basis of activities and tasks actually performed. Under the "PERFORMANCE RATING" column, mark the box that most accurately describes the performance of the individual during the period covered and list examples of that performance in the "COMMENTS/SUPPORTING EXAMPLES" section. Examples provide key feedback to an employee and reassurance that the evaluation is squarely based upon observable considerations. For factors not applicable to the position, write "N/A". The Personal Improvement Plan (PIP) can be used for boxes marked needs improvement or unsatisfactory. The PIP will target goals for improvement.
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COMPETENCIES / PERFORMANCE FACTORS |
PERFORMANCE RATING |
COMMENTS / SUPPORTING EXAMPLES |
PRIORITY |
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QUALITY & PRODUCTIVITY Produces or accomplishes accurate and thorough volumes of work meeting standards for volume and timeliness. Plans, and manages multiple functions, meeting goals & deadlines. Seeks improvement whenever possible. Sets & achieves individual goals & deadlines. |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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WORKPLACE ENVIRONMENT Proposes solutions to better accomplish PHB work. When appropriate, takes effective action without being told. Models positive communication and works to improve working environment for all colleagues and avoids innuendo and negative speculation. Strives to continually improve job knowledge & personal skills. Responds quickly to the needs and requests of others; consistently keeps clients' interests central when making decisions.
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Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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DIVERSITY & CROSS CULTURAL GOALS Supports PHB’s diversity goals for workplace and contractors. Makes people of all backgrounds feel welcome at PHB.
Did you participate in accumulating points for Cultural Diversity? |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory
Yes # of Points___________
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COMMITMENT & POSITIVE APPROACH Does what it takes to get the job done. Persists to overcome obstacles, demonstrates "can do" attitude and approaches work enthusiastically. Contributes to a harmonious, productive work group; acts as part of a team. Maintains reliable and consistent performance when multiple projects large volumes of work and/or tight deadlines are required; adapts to changing priorities. |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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COMMUNICATION Expresses self well and listens effectively; prepares and delivers effective presentations; keeps others informed; writes effectively (clear, thorough, concise, grammatically correct and appropriate in style and tone). Recognizes his/her impact on others; accepts feedback non-defensively; understands others' perspectives and modifies approach to achieve goals; deals appropriately with people in different positions and of different backgrounds. |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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BUDGET/COST SENSITIVITY Effectively uses all resources available; recommends cost savings or revenue-enhancing methods; compares costs and benefits of different courses of action and makes recommendations as appropriate. |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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CONTRACT MANAGEMENT AND COMPLIANCE If applicable, acts fairly & consistently with all sub-recipients, as demonstrated by contractor evaluations. Work and or projects have not contributed to HUD findings during the most recent review period. Keeps on schedule with monitoring activities, quarterly and annual reports, etc. |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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CUSTOMER SERVICE Effectively provides customer service to both internal and external customers (eg, helping each other reach success or assisting co-workers with cross-department needs). |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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The following criteria applies to supervisors and managers:
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COMPETENCIES / PERFORMANCE FACTORS |
PERFORMANCE RATING |
COMMENTS / SUPPORTING EXAMPLES |
PRIORITY |
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ADVOCACY FOR SUBORDINATES Coaches subordinates to meet challenges of work and supports their career development. Provide employee recognition. Establishes an environment that encourages people to succeed |
Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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MANAGEMENT Is a catalyst for staff enthusiasm. Is responsible for delegating the work and accountable for results. Reduces barriers. Directs employees and provide feedback. Sets & achieves individual goals & deadlines. Keeps subordinates informed of bureau management policy discussions. Supports subordinates to ensure compliance with performance requirements.
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Exceptional Above Average Meets Requirements Needs Improvement Unsatisfactory |
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E M P L O Y E E A C K N O W L E D G E M E N T
The employee should check the applicable box and sign below:
I have had an opportunity to review and discuss this Performance Evaluation with my supervisor.
E M P L O Y E E C O M M E N T S
S I G N A T U R E S
Employee Date
Supervisor Date
PHB Director Date
C: employee’s bureau personnel file
E V A L U A T I O N S U M M A R Y
PORTLAND HOUSING BUREAU
Performance Evaluation Rating Record
Significant Results / Accomplishments:
Employee Name
Job Class No. Job Class Title
Anniversary Date
Date Evaluation Completed
OVERALL EVALUATION OF PERFORMANCE
Please indicate below the level which best describes the employee's performance overall. Management Leave may be awarded to an employee, if they are at the top of their pay scale, in lieu of a merit increase. Management leave may also be awarded in addition to a merit increase. Please refer to the management leave form located on PHB’s employee’s tab under HR Forms. Please complete and submit with the Performance Review to the Bureau Director for consideration.
Exceptional Performance 4.1%
Above Average 3.5%
Meets Requirements 2.5%
Needs Improvement 1.5%
Unsatisfactory No pay increase
Follow-up review set for ________
Date
Please Check box if the attached form HR-004 EPP (Employee Performance Plan) has been completed
I have completed a Performance Evaluation for this employee, which awarded the above overall rating for this evaluation period.
(Print Supervisor Name) (Supervisor's Signature) Date
____________________________ __________________________________________
(Print Manager Name) (Manager’s Signature) Date
Margaret Van Vliet____________ ___________________________________________
Bureau Director (Director’s Signature) Date
Forward this form with the Performance Evaluation to Stella Martinez for processing.
* Cannot exceed of top of class hourly rate.
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For Bureau Payroll and Personnel Use
Position Control No
Effective Date
PERNER #
Cost Code
Standard Hours
Old Hourly Rate
Base Hourly Rate x 1.041
New Hourly Rate (Cannot exceed top of class rate)
Date Received Date Processed
HR Signature: Payroll Signature
Portland Housing Bureau
Employee Performance Plan HR-006a EEP
Employee Information Employee Name
Review Period From: To:
Current Position Title
Date Assigned to Current Position:
Reports to:
Length of time with the City
SECTION I - PERFORMANCE PLANNING - GOALS & OBJECTIVES
The supervisor and the employee should meet to set goals and objectives and should document the goals/objectives and the expected results in the achievement of each goal/objective. The performance plan is for one fiscal year; therefore, goals/objectives should also be for one fiscal year, unless there will be phases to the goals.
1. Goal/Objective:
Expected Results:
2. Goal/Objective:
Expected Results:
3. Goal/Objective:
Expected Results:
4. Goal/Objective:
Expected Results:
5. Goal/Objective:
Expected Results:
