DEPARTMENT OF HEALTH AND HUMAN SERVICES SUPERVISOR 101 Office of Human Resources Strategic Programs Directorate Enterprise Workforce Development and Performance April 2013 SUPERVISOR 101 Introduction Participant Coursebook Participant Coursebook Introduction Page intentionally left blank Supervisor 101 Page Intro-ii Participant Coursebook Introduction Introduction to Supervisor 101 Purpose The purpose of this module is to introduce you to the course objectives, agenda, the Employee View Point Survey, and merit principles and prohibited personnel practices Objectives By the end of this course, you will be able to: Explain the purpose of the Employee Viewpoint Survey and your role in using the survey results. Identify and describe the “Do’s and Don’ts of Management” to include Merit Principles and prohibited personnel practices. Explain the basic hiring process, position classification, and behavioral interviewing, and the supervisor’s role in each. Explain the PMAP Policy and process. Manage performance toward results by using a process to diagnose potential performance problems, provide feedback, recognize good performance, develop employees, and develop a performance improvement plan. Explain the different leave types and the supervisor’s role in leave administration. Describe the different quality of work life initiatives that supervisors can use to create a productive work environment. Explain the principles of Labor Relations and conduct management (progressive discipline). Overview Topic Page Introduction to the Supervisor 101 Objectives and Agenda Intro-1 Course Agenda Intro-2 Opening Activity Intro-3 Introduction of the Employee Viewpoint Survey (EVS) Intro-4 Activity: Analyzing HHS’ EVS 2011 Results Intro-5 Activity: Determining Violations of Merit Principles and Intro-10 Prohibited Personnel Practices Do’s and Don’ts of Management Intro-12 REFERENCE GUIDE : Additional Overarching Principles— Intro-16 NO FEAR ACT and Equal Employment Opportunity Slides Intro-24 Handout—2011 HHS EVS Results Intro-41 Supervisor 101 Page Intro-1 Participant Coursebook Introduction Course Agenda Tuesday: Introductory Module o Employee View Point Survey o Do’s and Don’ts of Management: Merit Principles and Prohibited Personnel Practices o Additional Overarching Principles NO FEAR and EEO Module 1: Hiring o Hiring Process o Classification Workshop o Interviewing Wednesday: Module 2: Introduction to Performance Management Appraisal Program (PMAP) Module 3: Performance Management Thursday: Module 4: Quality of Work Life (Telework and Employee Assistance Program Module 5: Leave Administration Module 6: Labor and Employee Relations Supervisor 101 Page Intro-2 Participant Coursebook Introduction Opening Activity In your table groups: 1. Introduce yourselves and chart one expectation per person. 2. Discuss your transition from individual contributor to supervisor. What were your challenges? How did you handle them? Document your group’s discussion by charting your group’s top 5 challenges. 3. Select a spokesperson. 15 minutes __________________________________________________________________________ Supervisor 101 Page Intro-3 Participant Coursebook Introduction Employee View Point Survey (EVS) Overview of the EVS Process: • Online confidential survey with invitation sent to all HHS employees • Formerly known as the Federal Human Capital Survey • Completed each year at HHS in February/March timeframe • Data available: 2002, 2004, 2006, 2007, 2008, 2009, 2010, and 2011 • 2007, 2008, 2009, 2010, 2011, and 2012 data available at the HHS, Operating Division/Staff Division, and in some cases lower level offices, centers, and divisions • Senior leader expectation of EVS data usage as part of Senior Executive Service (SES) performance plans • Action planning expected at all levels of data availability • Questions in seven areas: My Work Experience , My Work Unit, My Agency, My Supervisor/Team Leader, Leadership, My Satisfaction, Work/Life EVS Connected to the Human Capital Framework • EVS is part of a larger strategy to ensure HHS has a mission-ready workforce to meet program needs of the 21st century • Provides a consistent, comprehensive representation of human capital system fused to merit system principles • Five human capital sub-systems make up the Human Capital Accountability and Assessment Framework (HCAAF): – Strategic Alignment (Planning and Goal Setting) – Leadership and Knowledge Management (Implementation) – Results-Oriented Performance Culture (Implementation) – Talent Management (Implementation) – Accountability (Evaluating Result Supervisor 101 Page Intro-4 Participant Coursebook Introduction Activity: Analyzing HHS’ EVS Data In your table groups, review the handout on the 2012 HHS EVS Results. Assume this data belongs to the organization you supervise. From your analysis, determine the three highest priority areas that YOU would address and then recommend specific strategies to address each area. You want to make sure you focus on areas you have direct control over in your role as a supervisor. 20 minutes Top Areas to Address: Strategies: Supervisor 101 Page Intro-5 Participant Coursebook Introduction 2012 Results at a High Level Overall Satisfaction Scores Improving – Best Places to Work rankings (Partnership for Public Service) • HHS ranked 11 out of 19 large agencies in 2012; with 8 of 11 HHS Operating Divisions making the Most Improved list • HHS showed a .6 percentage point increase in 2012 • Government showed a 3.2% decline Results vary across the Department • Work units are showing dramatic improvement, moderate/slight improvement, and decline • Top rated units and lowest rated units within same Operating Division • Rankings can be localized and influenced by leadership and other factors Action Planning Process: HHS action planning based on 2011 EVS data is ongoing: • Senior Executive Service (SES) performance plans call for using employee viewpoint data • While Operating Divisions (OPDIVs) are not required to submit an action plan to HHS, there is an expectation that best practices will be submitted to Office of Secretary, Office of Human Resources (OHR) in support of annual human capital report due in December of each year • All HHS organizational levels that have EVS data are expected to act on the data by drafting and implementing an action plan to address areas needing improvement • Action planning training is available upon contacting OHR (see resources section at end of presentation) Areas of Focus: Leadership: • Key focus areas include leadership, training, performance management • All executives will ensure EVS results are communicated to all their employees. • All executives will see that action plans are developed to address improvement areas. • All executives will provide updates to employees on improvement initiatives and results. • OPDIV/STAFFDIV heads will provide status/results updates as part of their regular program update. Training: • Executives will see that employee training needs are identified. • OPDIV and STAFFDIV heads will ensure appropriate funding levels are set aside to ensure for the long term training needs are met and program integrity is maintained. • Training functions will evaluate their effectiveness in addressing knowledge and skill deficiencies. Supervisor 101 Page Intro-6 Participant Coursebook Introduction • OPDIV/STAFFDIV heads will provide status/results updates as part of their regular program update. Performance Management: • OPDIV and STAFFDIV heads will ensure effective and timely performance plans are in place for all employees. • All executives will ensure that employee input and supervisor involvement throughout the year is part of the performance management practice. • All executives will see that all performance evaluations including mid-year feedback sessions seek to make meaningful distinctions in performance across all employees. • OPDIV/STAFFDIV heads will provide status/results updates as part of their regular program update. Communication • Effective communications are positively correlated to satisfaction. • HHS 2011 EVS study shows for each point effective communications goes up-- overall satisfaction increases 1.04 percentage points. • Main point here is that offering effective communications is something that can be directly addressed; whereas satisfaction is more in-direct or a more summative position. • Supervisors are well positioned, and expected, to be effective in personal and organizational communications. Work/Life Balance EVS provides an opportunity for employees to offer their input around work-life balance both in terms of participation in programs and satisfaction with those programs. While HHS generally does well when compared to Government scores, there is room for improvement. Work-Life balance indications from the EVS provide a comparative set of conditions to such management issues as workload, goals, resources, skills, and other factors necessary for striking a proper and healthy work-life balance. Supervisors are well situated to review EVS scores in light of finding the right balance by making adjustments to goals, workload, and taking necessary creative/innovative steps to accomplish the work, given the staff, while striking a necessary healthy work-life balance. Supervisor Role: Supervisor plays a critical role in promoting a positive and healthy work environment. There are four basic actions that a supervisor can take, explain the data, explore underlying issues, and act on the data you have