ESDC’S 2021-2022 Beginning of Year Performance Management (for non-EX employees) Checklist
The beginning of year for the performance management cycle is a time when managers and employees meet to:
- Have a conversation about what will be expected of the employee for the upcoming year.
- Set up SMART work objectives (the “what”) and associated performance indicators.
- Agree on the behavioural indicators connected to the four TBS Core Competencies (the “how”)
- Create or adjust the Learning and Development Plan to support employee development and growth for current and future roles.
- Ensure the information is accurate in all sections of the Public Service Performance Management Application (PSPM App.)
Step 1: Preparing for the Conversation
Managers
- Ensure that the employee has SMART work objectives with indicators linked back to your branch or regional business plan and departmental priorities and commitments.
- Be prepared to discuss the four TBS core competencies.
- Determine if functional and technical competencies are also required.
- Determine what work tools, support and/or training the employee may require to succeed with their work objectives.
- If the employee’s performance was identified as needing improvement at the 2020-2021 year-end cycle, seek advice from Labour Relations as soon as possible, if you have not already done so, and consider the possibility of implementing a Performance Improvement Plan (PIP), formerly known as Action Plan.
- Schedule the virtual conversation (for example, via MS Teams)
- June 30, 2021 is the target date to complete beginning of year discussions and for 2021-2022 Performance Agreements (PAs) for employees to be entered in the PSPM App.
Employees
- Review your current work objectives to ensure that you have a clear understanding of what is expected. If they are not clear or you are unsure, be prepared to discuss these with your manager.
- Review the four TBS core competencies and expected behaviours to understand ‘’how’’ you are expected to do your job.
- If you need to improve the required skills that allow you to effectively do your work, identify what options (i.e.: work tools, support and/or training) you may require to improve your performance. Make sure your Learning and Development Plan identifies what you need to excel in your job.
- If your performance was identified as needing improvement at the 2020-2021 year-end cycle, be prepared to discuss the possibility of implementing a Performance Improvement Plan (PIP), formerly known as Action Plan to be carried-out in 2021-2022 to document specific steps to be put in place in order to support and help you get on track.
- Reflect on your short term and long term career goals.
For employees who are active contributors and play a leadership role in various diversity and inclusion networks or committees, consider whether adding an optional work objective would be a meaningful tool to reflect the employee’s contribution towards advancing diversity commitments.
Step 2: Holding the Conversation
Managers
- Discuss the employee’s work objectives (the ‘’what’’) and competencies (the ‘’how’’) and how they link back to the branch or regional business plan and departmental priorities.
- Discuss how the performance indicators relate to the delivery and achievement of the employee’s work.
- Discuss work tools, support and/or training the employee may require to succeed with their work objectives.
- Discuss ESDC Essential (formerly Mandatory) Training that must be included in all employees’ Learning and Development Plans once released in late April.
- Discuss learning and development for insight into employees’ career intentions and growth interests.
- If the employee’s performance was identified as needing improvement at the 2020-2021 year-end cycle, discuss areas for improvement, support needed and the possibility of implementing PIP, formerly known as Action Plan.
- Be open, honest and ready to answer questions.
- Agree on the frequency of formal and informal meetings and the feedback methods to be used.
Employees
- Discuss your current work objectives and if you are unsure, ask how they support the branch or regional business plan and departmental priorities.
- Discuss the possibility of modifying your work objectives if you find that they do not accurately reflect the work that you do.
- Discuss the work tools, support and/or training you may require to succeed.
- Discuss ESDC Essential (formerly Mandatory) Training that must be included in your Learning and Development Plan once released in late April.
- If applicable, discuss your PIP (formerly known as Action Plan).
- Discuss your interests for development and growth to support a better awareness of yourself with your manager.
The conversation is one of the most important aspects of performance management. Open, honest two-way communication, active listening, constructive feedback and mutual respect are key factors.
Step 3: After the Conversation
Managers
Document the PSPM App no later than June 30, 2021
- If you have not already done so at year-end, click on “Add a performance agreement” to open the beginning of year PA for your employee.
- Section A. If applicable, update employee’s personal information.
- Section B. If applicable, create or adjust the employee’s work objectives and/or performance indicators.
- Section C. Review the competencies (expected behaviours). Are there any changes required? Are functional or technical competencies required?
- Section D. Ensure that ESDC Essential (formerly Mandatory) Training is included in the employee’s Learning and Development Plan, as well as any other previously discussed learning activities.
- If applicable, create or update the PIP in Section F.
- Section I. If applicable, ensure that for an employee on probation, an attestation has been made a few months before the end of the probation period, to confirm whether the employee has met expectations.
- In Section E. Complete the process by selecting the appropriate boxes, include your comments and sign.
- Ask the employee to read the information and to sign. Remember: the manager signs first, the employee signs afterwards.
- Click “Save” at the top or at the bottom of the screen.
Employees
Document the PSPM App no later than June 30, 2021
- Section A. Review your personal information and ask your manager to make any necessary updates.
- Section D. Ensure to update your Learning and Development Plan, including ESDC Essential (formerly Mandatory) Training activities and any other previously discussed learning activities.
- Section E. Select all three boxes that are located under “Employee”; add your comments if you have any, and sign (your manager will advise you when to sign). The manager signs first, the employee signs afterwards.
- Click “Save” at the top or the bottom of the screen.
Reminders:
- In addition to capturing intended learning activities in the Learning and Development Plan within the PSPM App, at ESDC, all completed learning activities should also be recorded in Saba, since it is the department’s source for tracking and reporting all learning activities.
- Managers are responsible for ensuring that all new/departing employees update their Saba profile to improve Quarterly Essential Training Reports for ADMs.
Questions?
- For answers to branch or region-specific questions, contact your Performance and Talent Management Branch and Regional Coordinators’ Network representative.
- For questions or comments pertaining to this Checklist or regarding the Performance Management Program, contact the Non-Executive Employees Performance Management team.
- For help regarding the Public Service Performance Management Application (PSPM App), contact your branch or regional PSPM App Administrator.
Check out the Performance Management Beginning of Year and Reference Tools iService pages where you will find a complete guide pertaining to the beginning of year cycle, various tools, Q&A’s, learning labs, etc.