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
- 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
- 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