1. Performance Development
Plan (PDP) Training
Presented by
The Evergreen State College
Human Resource Services

2. What to Expect from this Training
 Supervisors will learn how to…
 Complete the PDP forms;
 Set work expectations;
 Support employees in setting goals; and
 Assess work performance.
 Employees will learn how to…
 Participate in the PDP process; and
 Get the most out of performance evaluations.

3. Why do PDPs?
 Measure/enhance performance;
 Foster professional development/career
growth;
 Set development goals;
 Recognize exceptional performance; and
 Comply with the Classified Collective
Bargaining Agreement.

4. What PDPs are not for
 Performance evaluations will not be used to
initiate personnel actions such as:
 Transfer;
 Promotion; or
 Discipline.

5. Collective Bargaining Agreement –
Performance Evaluations
 Article 6.2 Evaluation Process
A. The immediate supervisor will meet with an employee at
the start of his or her review period to discuss performance
expectations. The employee will receive copies of his or her
performance expectations as well as notification of any
modifications made during the review period. Employee
work performance will be evaluated during probationary,
trial service and transition review periods and at least
annually thereafter. Notification will be given to a
probationary or trial service employee whose work
performance is determined to be unsatisfactory.

6. The PDP Forms
 The PDP is two separate forms
 Form 1: Planning Phase
 To be complete at the beginning of the
evaluation period.
 Form 2: Assessment Phase
 To be completed at the end of the
evaluation period.

7. The PDP Forms
 PDP Instructions
 In addition to this training, there are
instructions that provide guidance on
how and when to complete PDP forms.
 The Instructions are located at the
Human Resource Services website.

8. Form 1: Planning Phase
Performance Expectations
& Goals Planning

9. Filling out the Planning Phase PDP
 Preliminary Steps
 The supervisor identifies the linkage of
employee’s position to organizational mission.
This information goes in the Position
Linkage With Organizational Mission
and Goals space.

10. Filling out the Planning Phase PDP
Preliminary Steps continued
 The supervisor may encourage the employee to draft
a Planning Phase PDP of their own.
 The supervisor and the employee meet to share their
draft Planning Phase PDPs.
 The supervisor completes a final Planning Phase PDP.
 The supervisor and the employee have a Performance
Evaluation meeting where the supervisor shares the
final Planning Phase PDP with the employee.

11. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 1: Performance Expectations
 A. Key Results Expected
What are the most important job objectives, outcomes,
and/or assignments to accomplish in order to be
successful during the evaluation time period?
The expected results should be stated in measurable or
observable terms, to the degree possible.

12. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 1: Performance Expectations
 A. Key Results Expected
Examples of Results Expected:
1. Sarah will prepare a comprehensive PDP presentation
and provide training during the spring.
2. Sarah will continue to provide HR support to people
involved in staff recruitments.

13. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 1: Performance Expectations
 B. Key Skills and Abilities Expected
What are the most important skills and abilities the
employee must demonstrate to perform their
position duties successfully?

14. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 1: Performance Expectations
 B. Key Skills and Abilities Expected
Examples of Skills and Abilities Expected:
1. Sarah must demonstrate skill and ability in using
Microsoft PowerPoint to present information in an easy
to understand manner.
2. Sarah must be skilled in providing guidance on the
Classified and Exempt recruitment processes.

15. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 2: Training and Development
Goals/Opportunities
What training and development needs, goals
and opportunities should the employee focus
on during this performance period?

16. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 2: Training and Development
Goals/Opportunities
Examples of Training and Development
Goals/Opportunities:
1. Sarah should attend Microsoft PowerPoint training.
2. Sarah’s goal is to improve her public speaking skills
by getting feedback from training participants.

17. Filling out the Planning Phase PDP
Training and Development
 Employee: Think about what training
and/or development would help you
perform your job duties.
 Supervisor: Have a conversation with the
employee about what training and/or
development would be beneficial and
possible.

18. Filling out the Planning Phase PDP
Goals and Opportunities
 Goal setting should be a collaborative
process between employee and supervisor;
 Keep goals job related;
 Motivate employees to identifying
appropriate goals; and
 Encourage employees to prioritize their
goals.

19. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 3: Organizational Support
This is for the employee to fill out and is optional.
What suggestions do you have as to how
your supervisor, co-workers, and/or
management can better support you in your
present job and future career goals?

20. Filling out the Planning Phase PDP
 Section 1: Performance Expectations
and Goals Planning
 Part 3: Organizational Support
Examples of Organizational Support:
1. I would like to cross train with my coworkers so that
we can back each other up when needed.
2. I would like to have bi-weekly meetings with my
supervisor to talk about the status of my assignments.

21. Filling out the Planning Phase PDP
 Section 2: Acknowledgment and Filing
 Part 1: Acknowledgment of Performance
Plan
The supervisor and employee sign Section 2,
Part 1 to record that they have discussed the
Planning Phase PDP at the beginning of the
performance period.

22. Filling out the Planning Phase PDP
 Section 2: Acknowledgment and Filing
 Part 2: Filing
The supervisor retains one copy of the Planning Phase
PDP form and provides a copy to the employee.
The signed original Planning Phase PDP form is
placed in the employee’s official personnel file in
Human Resource Services.

23. Form 2: Assessment Phase
Performance Assessment

24. Filling out the Assessment Phase PDP
Preliminary Steps
 The supervisor may encourage the employee to draft an
Assessment Phase PDP of their own.
 The supervisor and the employee meet to share their
draft Assessment Phase PDPs.
 The supervisor completes a final Assessment Phase
PDP.
 The supervisor and the employee have a Performance
Evaluation meeting where the supervisor shares the
final Assessment Phase PDP with the employee.

25. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 1: Interim Reviews (Optional)
As an option, the Interim Reviews part can be
used to document performance feedback and/or
update expectations during the performance
period. Any modifications made during the
review period will be shared with the employee.

26. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
In general, Part 2 should provide a narrative
assessment of the employee’s performance in
relation to the content in Section 1, Parts 1 and 2 of
the Planning Phase PDP.
The assessment must be based on observed or
verified performance.

27. Filling out the Assessment Phase PDP
To what degree did the employee
accomplish the expected results
and how well were they done?
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 A. Key Results Assessment

28. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 A. Key Results Assessment
Examples of Results Expected:
1. Sarah successfully prepared a PDP PowerPoint and
gave a well attended training that got great feedback.
2. Sarah consistently provided excellent support to
several recruitments which resulted in successful
hires.

29. Filling out the Assessment Phase PDP
How well (or how frequently) did the
employee demonstrate the skills and
abilities expected?
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 B. Key Skills and Abilities Assessment

30. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 B. Key Skills and Abilities Assessment
Examples of Key Skills and Abilities:
1. Sarah demonstrated good information delivery skills when
using PowerPoint to develop a PDP training presentation.
2. Sarah continued to demonstrate remarkable
communication skills when conducting recruitments.

31. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 C. Training and Development
What training was completed?
What development goals were achieved?

32. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 C. Training and Development
Examples of Training and Development:
1. Sarah attended Microsoft PowerPoint training and
demonstrated her new skill and ability by using
PowerPoint to create presentations.
2. Sarah met her goal of improving her public speaking skills
by getting great feedback from training participants.

33. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 D. Other Performance Feedback
Other relevant information may be included in
this part such as: special achievements,
comments about strong performance under
unanticipated difficult work place
circumstances, etc.

34. Filling out the Assessment Phase PDP
 Section 1: Performance Assessment
 Part 2: Performance Feedback
 D. Other Performance Feedback
Examples of Other Performance Feedback:
1. Sarah always met deadlines despite a heavy
workload.
2. Sarah demonstrated excellent turnaround time when
working on recruitments.

35. Filling out the Assessment Phase PDP
 Section 2: Comments, Signatures and
Filing
 Part 1: Signatures and Comments
What each Signature means:
• Supervisor = Assessment Phase PDP is based on my best
judgment.
• Employee = Assessment Phase PDP has been discussed with
me.
• Reviewer = I have reviewed the Planning and Assessment
Phase PDPs. The PDP process has been properly followed.

36. Filling out the Assessment Phase PDP
 Section 2: Comments, Signatures and
Filing
 Part 1: Signatures and Comments
Comment sections are provided on the
Assessment Phase PDP form.
Comments may also be attached and submitted
with the final Assessment Phase PDP.

37. Filling out the Assessment Phase PDP
 Section 2: Comments, Signatures and
Filing
 Part 2: Filing
Same as the Planning Phase… The supervisor
retains one copy of the Assessment Phase PDP form
and provides a copy to the employee.
The signed original Assessment Phase PDP form is
placed in the employee’s official personnel file in
Human Resource Services.

38. Useful Information
Timelines,
Suggestions
& Reminders

39. Sample PDP Timelines
 New Hire (Probationary Period):
 Employee is hired on January 1st
and the
Planning Phase PDP is completed right away.
 Prior to June 30th
the Assessment Phase PDP
is completed. A new Planning Phase PDP
should be done at that time.
 The following June, the Assessment Phase
PDP is completed and a new Planning Phase
PDP is completed.
 What happens the following June?

40. Sample PDP Timelines
Q. What are the timelines for employees
serving Trial Service or Transition Review
periods?
A. It depends!
While the steps in the Performance Review
process and the forms are the same for each
period, the length of time varies! Work with
Human Resource Services to make sure you are
correctly following the current CBA.

41. Update Job Descriptions
 Job descriptions should be updated any time
there is a change to:
 Essential Job Functions;
 Knowledge, Skills and Abilities;
 Desired Qualifications; or
 Conditions of Employment.
 If the job description is revised during the PDP
process, attached the revised job description to
the PDP submitted to Human Resource Services.

42. Suggestions
 Fill out the PDP forms electronically. The
fields within the form will expand
automatically as you type.
 Use Outlook to set up reminders for each
phase of the Performance Evaluation
process.
 Other suggestions from the group?

43. Remember…
 The supervisor will discuss the evaluation
with the employee;
 The employee must have an opportunity to
provide feedback on the evaluation;
 Keep job descriptions up to date; and
 Remember to do Performance
Development Plans!

44. Questions / Discussion