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Office of Civilian Personnel

Performance Management
(DHS/Performance Management Program)

The Department of Homeland Security/Performance Management Program (DHS/PMP) is a four-level, competency based system covering a supervisory employee (civilian) which promotes communication and feedback between the supervisor and employee and supports achieving and sustaining a high performance culture within the Department. The performance management or appraisal cycle has three distinct phases: Performance Planning, Progress Reviews, and the Annual Appraisal. (DHS/PMP covers supervisors only. Therefore, all references to an “employee” in this document mean a “supervisor”.)

  • Performance Planning - A written performance plan must be developed for each employee (supervisor) by his/her rating official at the beginning of the rating cycle (1 April), or if newly-hired, within 30 days of the beginning of the entrance on duty date, or at the beginning of a detail or temporary promotion expected to last more than 90 days. A supervisor is rated on seven (7) pre-established core competencies, including the performance goal “Achieving Results.” Performance goals account for 60 percent of an annual rating; core competencies, 40 percent of an annual rating. During this phase, a Rating Official (first-line supervisor) communicates and works collaboratively with his/her employee through discussions focusing on establishing individual performance goals and performance standards. The core competencies and performance standards are also discussed, and the Rating Official communicates performance expectations clearly, at this time, so that an employee fully understands how he/she is to be evaluated during the year.
  • Progress Review - A Progress Review is a formal, documented discussion between an employee and Rating Official (first-line supervisor) concerning actual performance as measured against goals, core competencies, performance standards and performance expectations which may be held at any time during the appraisal period as a part of coaching and feedback. A Rating Official must conduct at least one mandatory Mid-Year Review which should be completed no later than 30 December of the rating year.
  • Interim Rating - A written evaluation of core competencies and goals in an employee’s performance plan, including a narrative statement of performance which may be considered by a supervisor when preparing a rating of record.
  • Early Rating of Record - A rating that is prepared for an employee on an approved performance plan within 90 days before the end of the appraisal period under special circumstances, e.g., an employee and/or Rating Official leaves the position before the rating cycle ends.
  • Extension of the Rating Period (Delayed Rating) - If an employee has not worked at least 90 days under an approved performance plan as of 31 March the appraisal period must be extended for the time needed to meet the 90 day requirement.
  • Annual Appraisal (Rating of Record) - A Rating Official assesses his/her employee’s performance of at least 90 days and prepares a recommended rating of record at the end of the appraisal cycle (31 March) or, for a Delayed Rating, at the end of the 90 day period. Normally, an appraisal must be completed within 30 days after the end of the appraisal cycle. An employee’s appraisal input/accomplishments may be considered by the Rating Official together with other information (e.g., Mid-Year Review, interim evaluations, etc.) when determining the rating of record.
  • DHS/PMP Rating Levels
    • Level 5 - Achieved Excellence: An employee performs as described by the “Achieved Excellence” standard.
    • Level 4 - Exceeded Expectations: An employee performs at a level between the “Achieved Excellence” and “Achieved Expectations” standards.
    • Level 3 - Achieved Expectations: An employee performs as described by the “Achieved Expectation” standard.
    • Level 1 - Unacceptable: An employee performs below the “Achieved Expectation” standard, requiring corrective action.

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Last Modified 11/4/2014