EPAS

Basics

Supervisors complete an assessment for each of their direct reports for one of the review periods below. Each section helps supervisors give formal feedback pertaining to either the core values of the agency or the performance expectations of the position and/or assessment type being completed.

Additional guidelines for each review period are below.

Assessments can be started at any time and updated throughout the review period prior to employee acknowledgement and certification. To make changes to the current assessment, follow the steps to update/edit below.

After an assessment has been discussed, acknowledged and/or certified, a PDF copy should be saved in the employee's Performance Evaluation Repository.

How-To...

Begin a New Assessment

Click on the General Information tab to get started.
Select the employee from the drop-down list.
Select the assessment type and the assessment's start and end dates.
Click Create.

View the Most Recent Assessment

Click the Assessment Lookup button above.
Enter the employee's id number.
Click Search.

To lookup other past assessments, use the Assessment Lookup, enter the EEID then click Priors and click on one of the links shown.

Update/Edit the Most Recent Assessment

Click the Assessment Lookup button above.
Enter the employee's id number and click Search. This should bring up the most-recent assessment.
On the General Information tab, click the Edit button in the bottom-right and proceed. Click the save button after any changes!

This option is disabled after an assessment has been certified by the employee and supervisor.

Print the Most Recent Assessment

Click the Assessment Lookup button above.
Enter the employee's id number and click Search. This should bring up the most-recent assessment.
On the Outcome & Certification tab, click the Printable Summary button in the bottom-right, then and choose Save as a PDF.

To print past assessments, use the Assessment Lookup, enter the EEID then click Priors. Click on the link of the appropriate review, then click on the Outcome & Certification tab. Click the Printable Summary button, then and choose Save as PDF.

Review Periods

Initial Evaluation or Trial Period

At the start of an employee’s initial evaluation or trial period, plan the performance assessment criteria or job functions and expectations with the employee.

Comments are highly encouraged when the employee has successfully passed their initial evaluation or trial period. If you intend to extend either status or terminate, you must substantiate with comments and speak with HR.
Complete the form 6 months from hire date or 3 months from promotion date.
Submit to your Division Director, Executive Director and HR for review prior to the final meeting with the employee.

Mid-Term Meeting

At the mid-term meeting, supervisors share their assessment of the extent to which the work performed by the employee during the first half of the assessment period was consistent with the values and expectations.

Use the Rating Scale to assign ratings between 1 and 5 for each applicable core value and performance expectation.
Comments are required for each core value rating and each job competency that is either above or below a rating of 3 (meets expectations).

End-of-Term Meeting

At the end-of-term meeting, supervisors share their assessment of the extent to which the work performed by the employee during the whole assessment period was consistent with the values and expectations.

Use the Rating Scale to assign ratings between 1 and 5 for each applicable core value and performance expectation.
Comments are required for each core value rating and each job competency.

Employee Details

Name

EEID

Job Title

Division

Supervisor Name

Assessment Details

Type

Date Range

Start Date

End Date

Create

Value	Rating	Comments
Adaptability & Creativity Displays resiliency when situations do not go as anticipated or desired. Ability to adjust to new conditions or situations and can re-prioritize quickly. Comes up with a creative and new ideas or solutions and puts into practice. Using imagination while encouraging diverse thinking in exchanging ideas with colleagues. Learning new skills & tools and adding to current skillset. Creating a working environment that is goal oriented and allowing improvisation to accomplish the goal/outcome and making staff comfortable to share ideas. Being situationally aware, displays active listening, has empathy to the problem trying to solve. Models and encourages the open expression of diverse ideas and opinions. As the organization matures, we are only keeping the things that work, and we are finding new and improved ways for things that don’t work. We assess the needed resources and develop out of the box solutions for the situations we are faced with.
Making a Difference in the Community Self-motivated to find solutions to community and workplace concerns. Educating and translating planning to community so they can make informed decisions. Creating opportunities for people to be involved through outreach and listening to the community. Encourages & participates in volunteer opportunities within the community and workplace. Provides support for the agency’s staff to make a difference. Creates and nurtures partnerships with community organizations, citizens, local governments, and within the agency. Being proactive about preparation and engagement strategies – thinking about communication and cultural issues in materials and projects. Responsive to community feedback in work products. Applying an equitable lens to work efforts. Producing outcomes and results with the aim of creating a measurable difference in the well-being of those around us to make our community a better place to live, work, play, and thrive.
Teamwork & Stewardship Understands agency goals and how actions impact others; Engages, coaches and mentors fellow employees. Actively listens to colleagues with goal to understand others’ perspectives. Produces work projects on time and in an efficient manner. Strives for the most efficient, appropriate, and cost-effective approaches that are respectful of agency resources and staff time to produce impactful results. Willingness to take on tasks outside of your comfort zone or are unexpected. Participates in constructive dialogue both giving and receiving feedback from teammates. Takes time to give explanations - being intentional and impactful. Collaborating with your team to effectively plan, manage, or enhance the agency’s goals
Trust & Transparency Follows documented policies and procedures. Produces accurate, quality, accessible products for public consumption. Responsive and honest in all interactions. Shows respect and interacts in a professional manner. Can be relied on to provide high quality, timely, impartial, unbiased products, and services to both internal and external customers. Fixes processes and ensures accountability; admits mistakes and uses mistakes as an opportunity for improvement. Documents and shares process steps so internal and external stakeholders trust our approach. Provides timely and helpful information to others across the organization and external stakeholders. Commits to holding tough and honest conversations; speaks up even when it may be risky to do so. We are open, honest, objective, and trustworthy in dealing with customers, coworkers, partner agencies and our communities. We create an environment where staff can have open discussion about projects, popular or not. We ensure that our communication is accurate and easily understandable to planners and non-planners alike to empower stakeholders and remove barriers to participation.

Expectation	Rating	Comments
Communication Communicates proactively, providing relevant information clearly and concisely whether orally or in writing Reads agency-wide emails and announcements to stay informed Acknowledges emails and voicemails requiring a response within one business day; advises when requests may take longer to handle Using the most appropriate means to communicate (e.g., phone, email, voicemail, text, written document or in person Conveys key information in timely manner to and from to others, including staff, consultants, other agencies, committees, boards and members of the public Willing to listen to other perspectives; listens attentively before responding Is respectful and courteous in language, tone, and maintains positive attitude Is aware of body language and how their communication is perceived Uses charts, tables, maps and graphics effectively to support recommendations Makes clear when speaking for themselves When speaking for the agency, can be relied on to communicate accurately and consistently
Work Quality Proactively uses spell check, Grammarly and other software to proof own work before submitting drafts Prepares work that is thorough, accurate and free of errors Follows rules of grammar, punctuation, spelling and sentence structure in written documents. Follows established quality review process; submits drafts on time to supervisor or quality reviewers; revises work appropriately based on review comments Asks others to review important letters, emails, memos, etc. before transmitting them Provides thorough reviews of other staff’s and consultant's work Gathers, organizes and evaluates data; uses appropriate analysis to draw logical conclusions Ensures that analyses using GIS, databases, spreadsheets and other quantitative methods and computations are accurate and free of errors Prepares agenda materials that are complete, accurate, on time and free of errors
Job/Plan Knowledge Meets job/plan knowledge expectations consistent with their job classification and tenure in position Understands principles, laws, regulations, policies, data sources and procedures applicable to transportation planning Is familiar with agency plans and planning products Exhibits ability to use analytical tools, computer applications and software related to their job classification Demonstrates understanding of history, context, broader issues and relation of their functions to other plans and planning functions Raises appropriate questions and brings forward relevant issues to their supervisor in carrying out assignment Serves as the go-to person for certain topics, especially for external parties; invited by professional peers to share knowledge in workshops, panels and conference sessions Proactively seeks to increase job knowledge by acquiring institutional knowledge, taking advantage of training, participating in peer exchanges, acquiring and maintaining professional certifications
Project Management and Organizational Skills Consistently meets project deadlines Keeps within time and budget limitations Consults supervisor when conflicting deadlines arise Before beginning a project, develops a scope of work that clearly lays out: Purpose, objectives and product to be delivered Data needs and sources Analysis and tools to be used Realistic schedule including milestones, timelines, and completion date Quality assurance process, allowing enough time for draft products to be reviewed and revised Coordination with internal and external stakeholders Monitors progress and communicates regularly with project team Develops contingency plans for dealing with unavoidable schedule slippage Checks for understanding when assigning work to others Communicates with other teams; includes cross-employees in kick off meetings
Presentation of Information Presents information clearly and concisely; provides the appropriate amount of information; uses terminology appropriate for technical or lay audiences Sticks to the time allotted; gears presentations to the audience; is sensitive to the audience’s cues to move on Speaks with confidence, clearly and calmly, without rushing; uses body language to help make point and not distract audience Prepares presentations ahead of time; practices and seeks feedback from quality reviewers; thinks through the Q&A Demonstrates knowledge of topics present; interprets data and conveys information in a way that leads the audience to logical conclusions Uses graphics, maps, charts effectively to support or substitute for words; chooses appropriate presentation formats, technology, and displays Checks for audience understanding; fields questions and asks for audience feedback appropriately Previews consultant presentations; prepares them in advance; makes sure they understand the context and likely questions
Accountability
Professional Growth Goal At the mid-term, a professional growth goal has been determined. At the end-of-term, a professional growth goal has been completed.
Supervision Keeps team members informed about how projects relate to overall agency mission. Delegates work appropriately; checks for understanding when assigning work. Balances workloads equitably between team members; coordinates workloads with other supervisors. Meets regularly with subordinates to monitor progress and address problems in a timely way. Provides guidance, training and professional development support to subordinates. Coaches and provides constructive and timely feedback to team members; uses mistakes as learning opportunities. Gives constructive criticism to team members privately; acknowledges and celebrates superior performance and successes publicly. Reviews subordinates' work to ensure high quality. Does not shy away from confronting team members when necessary, holding them accountable for poor performance, inappropriate behavior and failure to follow SOPs. Reviews subordinates' performance impartially and consistently; supports performance annual evaluations with documentation and factual observations. Completes and submits performance reviews to upper management on time.

Scoring Details

Total Core Values

Total Performance Expectations

Total Score

Overall Rating

Assessment Outcome

Click

then

Rating	Description	Score
Remarkable	Consistently exceeds the performance expectations of the position. The employee requires little or no supervision in accomplishing his/her tasks. The employee possesses highly advanced job knowledge. The employee is relied upon to solve complex problems and applies creativity and innovative approaches in formulating solutions.	5
Exceeds Expectations	Consistently meets and often exceeds the performance expectations of the position. The employee requires minimal supervision in accomplishing his/her tasks. The employee possesses a thorough knowledge of the job, and often solves or assists in solving complex problems.	4
Meets Expectations	Consistently meets and may occasionally exceed the performance expectations of the position. The employee requires moderate supervision in accomplishing his/her tasks. The employee possesses sufficient knowledge and/or initiative to execute his/her duties and responsibilities.	3
Below Expectations	Employee exhibits inconsistent job performance, often failing to meet the performance expectations of the position. At times, the employee requires close supervision where he/she should be operating on his/her own. The employee sometimes lacks initiative and/or job knowledge.	2
Unacceptable	Employee consistently fails to meet the designated performance expectations. The employee requires close supervision and his/her work requires frequent correction. The employee’s rarely shows initiative and/or adequate job knowledge.	1

Overall Rating	Range
Remarkable	≥ 4.40
Commendable	≥ 4.00	< 4.40
Exceeds Expectations	≥ 3.50	< 4.00
Meets Expectations	≥ 3.00	< 3.50
Below Expectations	< 3.00