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The City of Portland, Oregon

Office of Management & Finance

Bureau of Technology Services

BTS HelpDesk: 503-823-5199

111 SW Columbia St, Suite 400, Portland, OR 97201

PMGM FAQ

 

Question

Answer

Why are we using a calendar year instead of using the fiscal year?  

In designing this new process, we looked at a fiscal year, a calendar year, as well as a custom fixed twelve-month schedule for our review cycle.

There were definite pros and cons for each approach, but the calendar year was found to be easiest to follow and allowed for key conversations to take place outside of high vacation usage periods as well as other competing operational priorities.

 

What happens if an employee who is in a pilot bureau moves into a bureau that is not in the pilot project?

 

If a participant moves out of a bureau participating in this pilot they will follow the performance review process in place within their new bureau.  

 

What happens if an employee who is not in a pilot bureau moves into a bureau that is in the pilot project? 

 

New hires or City employees who move into a pilot bureau on or before October 1, 2019 will be eligible for a prorated merit increase in January of the following year.

New hires who join the City or transfer into a pilot bureau on or after October 2, 2019 will not be eligible for a merit increase in January. These employees would be eligible for a full merit increase the following January plus an additional proration for their initial calendar years’ service.

 

What happens if an employee in a pilot bureau changes manager during the calendar year? 

 

Pilot participants who change managers but remain in a pilot bureau during the year will be eligible for an unreduced merit award and will require that the current manager and the previous manager coordinate on an overall rating during the Align phase (Oct – Dec).

If the change occurs after the Assess phase (Jan – Mar), objectives from the prior position will remain on the performance form. An appropriate status can be selected, and comments can be added to reflect that the objective is no longer a current expectation in their new role.

 

What if I already have objectives in process?

 

While objective setting for each new calendar year will take place during the Assess phase (Jan – Mar), objectives are not static and will likely roll over into new calendar years. As you and your manager define Service and People objectives in the system, you may already have objectives or goals in progress that will transfer directly into this new process. Throughout the year, the check-in process is an opportunity to update progress on each objective, add new objectives, as well as modify the status of existing objectives (on-track, behind, completed, postponed, or cancelled).

 

What is a calibration meeting?

 

Calibration meetings takes place after the employee and manager assessment phase. In this meeting, managers discuss how to apply a similar performance standard for all employees and help eliminate

any potential manager bias. For example, prior to using performance review calibrations, all employees working for one manager may receive “outstanding” ratings while employees working for another manager may receive a wide variety of ratings for the same job. The reviews between the two teams would need to be calibrated to take into account the different reviewing styles and get a better idea of who is really doing well and who is not. Ultimately, calibration establishes a common and well understood definition of performance across the City.

 

Who can see my objectives in SuccessFactors?

 

An employee and their manager can see both Service and People objectives for that employee. View access is also available to the employee’s 2nd level manager, who can see the objectives but cannot edit them. Bureau HR Business Partners will have access to performance review forms during the calibration process, and to ensure adequate system support, certain individuals will be granted administrator status in the system to help route forms and make corrections as necessary. 

Finally, employees will have view access to their direct managers Service objectives to ensure alignment. Employees will not have access to their manager’s People objectives.

 

Can I access SuccessFactors’ Performance and Development Review software from my phone?

 

Yes, you can download the SuccessFactors App to your City issued mobile device.

In accordance with HRAR 4.08, all work related electronic communications should occur on City devices, so personal mobile phones should not be used.

Applications are available in Google Play and in the Apple App Store.

Setup instructions are available on the CityLearner homepage under the “Mobile Application” tile. 

 

When will we get training on how to use the SuccessFactors software?

 

We will be providing information on system training in January. However, over the course of this pilot you can expect just-in-time training on each phase of the performance cycle.

 

Are performance reviews subject to public disclosure?

 

Generally speaking, employee evaluation information is considered to be personal in nature and would be exempt from public disclosure under the exemption in the public records law for “information of a personal nature.” (ORS 192.355(2)).

However, this exemption, like most public records exemptions, is subject to a “public interest” exception when it is determined that the public interest in disclosure in the particular instance requires disclosure.

It is also clear that the methodology used for completing evaluations, as opposed to information in the evaluations themselves, will almost always be subject to public release. 

 

What do I need to be doing right now?

 

Right now, we are asking all pilot participants to wrap up existing anniversary-based reviews with their manager, to start thinking about what good service and people objectives would be for them, and to be on the lookout for more information on system training in January.