Rating Official – Creating the Performance Plan Phase 1 – Creating the Performance Plan
Note: Do not use the Back Button on the Browser, use only the buttons within the PAA. These are the steps the rating official will take to create the performance plan and send it to the employee. 1. Log into DPCDS https://cpps.donhr.navy.mil:8007/OA_HTML/AppsLocalLogin.jsp 2. At the Navigator Screen – click on My Workplace on left side of screen. 3. Middle top of screen will populate for My Workplace. Click on My Employee Information. Verify all employees are shown for whom you are the Rating Official. If listing is not correct, please contact Ms. Tanya Harris, Head, Workforce Development Section, at (703) 614-1046. 4. Click Home at top or bottom of page to return to previous page. 5. Click (NSPS Appraisals (My Workplace). This will bring to you the PAA Welcome Page. 6. Click on the (Go to Main Page) button at either the top or the bottom of the screen to go to the next screen, the main page. 7. Click the (Create) button at the middle right side of the page to begin the process. 8. Click the (Create icon) under the Create column for the employee you wish to create a performance plan. 9. The next screen will be the Create Performance Plan: Setup Details page, Step 1 of 3. You may now review/update the information on this page before proceeding. Note: The Appraisal Start Date for most employees should be 1 October 2007. Please refer to the Guide for Specially Situated Employees or contact your HROM advisor at (703) 784 -1306, if you have any questions. 10. Click the (Next) button at the top or bottom of the screen.
11. This will take you to the Create Performance Plan: Overview screen. Complete the box “Organization Mission/Strategic Goals” by adding your mission and goals. 12. Scroll down beneath the “Organization Mission/Strategic Goals” box you will find the “Job Objectives”. To begin adding objectives, click the (Add Objective) button on the right side of the screen. 13. The next screen will be the Add Objective screen. Begin by selecting an objective number. You may add objectives in any order you choose, the PAA will order them in the correct sequence with the document. Note: The system will not verify that you have numbered your objectives sequentially and will allow you to use a number more than once. Add the title in the “Objective Title” box. Add the complete job objective in the “Job Objective” box. You may add contributing factors by clicking in the box next to the contributing factor you wish to select. To add additional job objectives, click (Save and Add Another) button. Once you have all the job objectives updated, click on the (Save and Return to Overview Page) button at the top or bottom of the screen. 14. You may then review the information on the Create Performance Plan: Overview Page, Step 2 of 3. You may make changes to job objectives by using the (Blue Pencil Icon) under the Update column. 15. Once satisfied with the job objectives click the (Next) button. You will then be at the Create Performance Plan: Review, Step 3 of 3. Once you have reviewed and are satisfied with all information, click the (Continue) button at the top or bottom of the screen. 16. The next screen is the Rating Official Review Page. At this point you may still update or make changes to the plan or if you are ready to move to the next step in the process, click the (Transfer to Employee) button. You will then receive a screen with an optional message box. You may use this box to send a message to the employee. Once complete, click the (Transfer to Employee) button at the top or bottom of the screen. Click Logout at the top or bottom of the page to sign out of the system. Note: Ownership of the appraisal has now transferred to the employee. During this time, you may not make changes/update to the appraisal. The system will allow the employee to make changes to the “Organization Mission/Strategic Goals”, but will not allow the employee to make changes to Job Objectives created by the Rating Official. The employee is only allowed to make changes to job objectives, if the job objective was created by the employee.
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You will complete the next phase after the employee has returned the appraisal to you through the PAA.
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Phase 2 – Editing of the Performance Plan After Initial Employee Review, Higher Level Review and Approval of the Plan, and Employee Acknowledgment of the Plan Rating officials will begin these steps after the employee has returned the appraisal through the PAA. Editing/Approval by RO 1. The notifications screen in My Workplace, NSPS Appraisals (My Workplace) will notify you the appraisal needs your attention; the employee may notify you they have returned the appraisal to you or you may receive an email directly from the PAA notifying you the appraisal has been returned to you. At this point you will log into DCPDS. Once at the Navigator Screen, you will click on My Workplace. At the following screen, you will click on NSPS Appraisals (My Workplace). At the PAA welcome screen, you will click on (Go to Main Page) button. 2. To review the appraisal following the employee’s editing, click the (View Icon) under the View column. You may then click “Show Relevant Organizational Mission/Strategic Goals” to view employee changes, if any. Then click Show All Details under the Job Objectives header to see Job Objectives added by the employee, if any. 3. Next screen is the Rating Official Review Page. Click (Update Plan/Appraisal) button at top or bottom of the screen. You may now make changes/updates to the Organization Mission/Strategic Goals simply by clicking in the box. You may review/update each job objective by clicking “Show” any job objective under the Job Objective Header. 4. You may click the (Blue Pencil Icon) under the Update column to make changes to the job objectives and contributing factors. 5. Click (Save and Return to Update Page). You may also click the (Blue Trashcan Icon) to delete a job objective in its entirety. Following deletion click the (Yes) button. The next screen is the Update Plan/Appraisal screen. Click (Save and Continue).
6. You now have two options:
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a. Continue editing: Click (Transfer to Employee) button to continuing the editing process with the employee. If you choose option a, the editing process will continue. b. Approve Job Objectives: To approve a job objective, click the (Update Plan/Appraisal) button. This will take you to the Update Plan/Appraisal page. Scroll down to the Job Objective Header; click the Select box to the left of the job objective that you wish to approve. Click the (Approve) button on the right side of the screen. You may approve job objectives one at a time, or you may approve all job objectives at once by "x"’ing the appropriate job objectives boxes. Click (Save and Continue) button at the top or bottom of the screen. The status column will change to reflect job objective now approved. If you choose option b, then you are ready to submit the performance plan to the higher level review official. Go to step 7 to complete the higher level review process. Obtaining Higher Level Review 7. The next screen is the Rating Official Review screen Under the Approvals and Acknowledgement Header, begin the next step, Higher Level Review (HLR), Step 1. You have two methods to obtain Higher Level Review. a. Step 1 Option A: (Request HLR) through the PAA. Click the (Request HLR) button on the right side of the screen. This will transfer the appraisal to the Higher Level Review through the PAA system. You will receive a screen with an optional message box for you to include comments to your HLR. Click the (Transfer to HLR) button. Then Click (Yes). b. Step 1 Option B: Document HLR. Complete the boxes as appropriate to reflect HLR has been obtained through verbal, email, fax or other means. Complete the boxes to include 1) review date 2) method of review and 3) HLR name. You may type HLR name or type a portion of the name then click the (Flashlight Icon) to right of the HLR name. The next screen will be the Search and Select: HLR Name. Click in the circle next to the HLR name you wish to select. Click (Select) button at top or bottom of screen.
Transferring for Employee for Action
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8. The final step is to transfer the plan to the employee to obtain the employee’s acknowledgment. Once complete, click the (Save) button on the right side of the screen. You must then complete Step 2: Document Communication of Performance Plan to Employee. Complete the communication date and Method boxes as appropriate. Click the (Save and Transfer to Employee for Acknowledgement) button. The next screen is the Rating Official Notification to Employee screen. A system generated message is automatically provided to notify the employee the appraisal is ready for their attention. Click the (Transfer to Employee) button at the top or bottom of the screen. Click Logout at the top or bottom of the screen to sign out of the system. At this time ownership of the appraisal has transferred back to the employee. Following employee acknowledgement, the appraisal will be returned to you.
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