Computing Sciences and IT Division Performance Review and Development (PRD) Process (July 1, 2008 - June 30, 2009)
Introduction
On this page is an overview of the annual Performance Review and Development (PRD) process for Computing Sciences and IT. Included are links to the instructions for completing the PRD form, the PRD schedule, and performance review forms. Important note: Access the correct forms only from the links on this page (not from the links on the Lab's HR web page).
If you haven't had an opportunity to do so recently, this would be a good time to review section §2.03 of the RPM for nonrepresented employees and (if you have represented employees) the relevant union contract (UPTE Technical, CUE Clerical).
If you are reading a printed copy of these PRD materials, the electronic version can be found at http://www.lbl.gov/CS/HR/PRD/index.html. Please direct any questions about the PRD process to Chris Diesch.
Supporting Materials
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Introduction to the Computing Sciences & IT PRD process (this page)
PRD Instructions
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PRD Schedule
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PRD Training Presentation
Regulations and Procecures Manual (RPM) (especially §2.03)
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Union contracts (UPTE Technical, CUE Clerical)
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Job Hazards Analysis
Forms
Important note: Access the correct forms only from the links on this page (not from the links on the Lab's HR web page).
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Employee Worksheets
Employee Worksheet (.doc version)
Publications Summary -- required for scientists (page 3 of employee worksheet)
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Review Forms
Nonrepresented Employees With Publications Summary - PRD Form
Nonrepresented Employees Without Publications Summary - PRD Form
UPTE-Represented and CUE-Represented Employees - PRD Form (with ratings)
Position Description Forms
Position Description Form - Nonsupervisors
Position Description Form - Supervisors
Overview of the Components of the PRD Process
Performance Review
A performance review must be completed for every employee. If an employee does not have a performance review on file, she/he cannot receive a salary increase.
There are different forms for different employees, so please read the choices in the forms list carefully. Important note: Access the correct forms only from the links on this page (not from the links on the Lab's HR web page).
Review the instructions for completing the PRD forms prior to writing the review.
If an employee's performance does not consistently meet the expectations and requirements of his/her position, a Performance Improvement Plan (PIP) must be implemented. Please see Chris Diesch immediately to develop the PIP.
Expectations and Development Plan
The PRD form includes a performance development and planning worksheet. The worksheet must include a list/description of the top 2-3 expectations for the next performance review period. (These expecations are in addition to the job duties that are listed in the employee's position description.)
In the development plan section, include comments regarding plans for professional growth and career development (generally proposed by the employee), training (proposed by either the employee or supervisor), and performance enhancement (generally proposed by the supervisor). While the primary responsibility for employee development rests with the employee, supervisors are encouraged to help employees identify activities which will result in more effective employee performance and contribution as well as any required or recommended training. Based on the foregoing description and discussion of performance, contribution, and results on expectations for the period just reviewed, supervisors may recommend future development actions; these actions should enhance performance, knowledge, and skills as well as promote short-term and long-term career growth. Finally, this section should specify any training that is required during the next PRD period to maintain certifications or that is mandated by Environment, Health or Safety requirements. Information on employee development can be found in the Regulations and Procedures Manual, §2.04.
Publications, Patents and Invention Disclosures, and Invited Talks
All scientists must provide information regarding publication activity for the past year on the publications summary form. This information is reviewed by the Laboratory Director during the annual review process. Specifically, the form must include the following:
- A summary statement describing the total number of publications (in press or published) during the review period and a list of these publications (in order of significance and with LBNL report number).
- A list of patents and invention disclosures that have been submitted and/or approved during this review period.
- List of invited talks during this review period.
All reports and publications listed must comply with Laboratory policy (RPM §5.02) and must include an LBNL report number. A final version of all publications must also be submitted to Report Coordination.
Position Descriptions
Position descriptions must be reviewed each year as part of the performance review process.
- Revise your position descriptions only if necessary (i.e.,
write a reusable description; save specific goals/expectations that change from
year to year for the Performance Review and Development Worksheet).
- If the position description has not changed, you should modify the date
on the form to indicate that you have reviewed it for accuracy. If writing
a new position description, please be sure to start with the form (above)
rather than copying from an old position description. This will ensure that you have the correct format.
- A hard copy of the position description must be attached to the PRD form.
- An electronic copy must be mailed to your administrative support person who will save it in the eRoom being used to support the review process. Copies of the position descriptions are used throughout the year for a variety of reasons, so it is very important that you provide an electronic copy.
- If you need assistance in writing or revising position descriptions, please contact Chris Diesch.
Environmental Health and Safety
As part of the annual performance review process, employees and supervisors should review and renew their commitments to environmental heath and safety.
- Each employee should review and update (if
necessary) his/her Job Hazard Analysis (JHA) through the
EH&S web site.
- Once the JHA has been updated, employees and supervisors can then
review the updated training profile. To access the training profile for you or your employees,
go directly to the Job Hazards Analysis (JHA),
enter your LDAP user name and password, then select "Search Training Profiles". Enter the employee information as appropriate and select the division.
- Each supervisor should review the EH&S training requirements
relevant to each employee's job and ensure that appropriate training has been
taken or is scheduled to take place.
- In addition, supervisors should evaluate an employee's commitment to working safely and maintaining a safe work environment. Recognition for participation in the Division's safety program, such as membership on a safety committee and on self-assessment teams, should be included in the institutional expectations section of the PRD form.
Final Checklist
When you're in the process of finalizing your PRDs, please be sure to check the following:
- Did you use the correct forms (only those linked from this page)?
- Did you check spelling and correct errors?
- Did you check grammar and mechanics and correct errors?
- Did you check to make sure you avoid referring to other employees in the review?
- Did you avoid making statements regarding reclassification actions?
- Did you avoid using direct customer quotes and use thematic summaries of customer quotes instead (advised)?
- Did you write in the second person ("your performance") rather than third person ("Chris performed well this year")?
- Did you avoid inappropriate or illegal references to approved medical leave?
- Did you review and (if necessary) update the position description, making sure that it correctly and accurately identifies the key job duties?
- Did you safely store the electronic files so that you can access them again in the future (or designate an administrative support person to do so for you)?
For supervisors with represented employees:
- Did you use the correct forms (only those linked from this page)?
- Did you include performance ratings?
Please direct any questions or comments about the PRD process to Chris Diesch.