Library: Policy

OKDHS:2-1-24. Procedures for closing Form OPM-111

Revised 6-1-04

Sections B and D through F of Form OPM-111, Performance Management Process (PMP), are completed by the immediate supervisor at the end of the evaluation period. Upon initial completion, the reviewing supervisor reviews, proposes revisions, if necessary, and approves Form OPM-111. The immediate supervisor and the employee discuss and review the evaluation before the supervisor documents the final outcome of the review. The employee, immediate supervisor, and reviewing supervisor sign the closed Form OPM-111.

(1) Section B – Accountabilities. Statement of actual results and ratings.
- (A) Actual results. For any rating other than Meets Standards, results must be documented. Results must be based on verified sources, such as official reports, observations of supervisor, and audits. Results statements must be consistent with the measurements in the accountability statements: the amount of work completed versus expectation, time frame, quality, or manner.
  - (i) One of the ratings listed in (I) through (IV) of this unit is assigned to each accountability statement.
    - (I) Does Not Meet Standards means performance that fails to meet job requirements and expectations. Justification is required.
    - (II) Needs Improvement means performance that is inconsistent, sometimes meeting requirements and expectations, and other times not meeting the performance requirements and expectations. Justification is required.
    - (III) Meets Standards means performance that meets job requirements and expectations. No justification is required.
    - (IV) Exceeds Standards means performance that clearly and consistently exceeds job requirements and expectations. Justification is required.
- (B) Supervisory judgment. Supervisory judgment or opinion, when clear expectations have been previously identified, is an appropriate measure for some aspects of performance. This is especially true when measuring judgment or decisions by a qualitative standard or when an employee's action or lack of action has serious effects.
- (C) Determining the overall accountability rating. The overall accountability rating in Section C is based upon the formulas listed in (i) through (iii) of this subparagraph.
  - (i) If all accountabilities are Meets Standards or below, then the overall accountability rating cannot be Exceeds Standards.
  - (ii) If any critical accountability is Does Not Meet Standards, the overall accountability rating cannot be Exceeds Standards.
  - (iii) If any three accountabilities are Needs Improvement or Does Not Meet Standards, the overall accountability rating cannot be Exceeds Standards.
(2) Section D - Behaviors. The supervisor rates the employee's performance on the behaviors and documents in the results section any rating other than Meets Standards. The behaviors reviewed in this section are:
- (A) Customer Service Orientation;
- (B) Teamwork;
- (C) Problem-Solving Initiative;
- (D) Leadership; and
- (E) Observing Work Hours and Using Leave.
(3) Section E - Overall Performance Rating.
- (A) If two or more behaviors are Does Not Meet Standards, then the Overall Performance Rating must be one level lower than the Overall Accountability Rating.
- (B) If two or more behaviors are Exceeds Standards, then the Overall Performance Rating may be one level higher than the Overall Accountability Rating.
(4) Section F - Summary/Development Plan.
- (A) Performance Strengths. The supervisor describes the employee's strengths and behaviors that positively affected the actual achievements during the evaluation period.
- (B) Performance Areas for Development. At the end of the evaluation period, the supervisor and employee discuss areas the employee needs to gain additional skills or knowledge.
- (C) Development Plan. A development plan is designed to assist the employee in overcoming deficiencies or developing knowledge, skills, and abilities. The development plan on Form OPM-111 is implemented after the employee's first year on duty.
(5) Conferences to Close Form OPM-111. Discussion with the reviewing supervisor occurs prior to review and discussion with the employee. The required sections of Form OPM-111 are completed by the immediate supervisor.
- (A) The immediate supervisor:
  - (i) holds a conference with the employee to discuss Form OPM-111;
  - (ii) discusses with the employee the actual results, performance strengths, areas for development, and a development plan; and
  - (iii) answers questions the employee has regarding Form OPM-111.
- (B) If the immediate supervisor and the employee disagree about the results and ratings, the reviewing supervisor may be brought into the discussion to resolve the disagreement.
- (C) The employee may:
  - (i) complete the section for Employee Comments at that time; or
  - (ii) request an extension of five working days to submit additional information or rebuttal as provided in DHS:2-1-25.
- (D) The employee and immediate supervisor sign and date Form OPM-111 after the discussion. The employee's signature indicates that the contents of the evaluation have been discussed with the employee and does not indicate the employee's agreement with the performance evaluation.
(6) Reviewing supervisor's signature. The reviewing supervisor reviews Form OPM-111 for consistency and adherence to established standards and OKDHS policies and verifies the final rating. Exceptions are referred back to the immediate supervisor for correction prior to final signature and approval. The reviewing supervisor's signature indicates that a review has been made and exceptions discussed with the immediate supervisor.