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Glossary

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Agency Administrator: An individual who has the highest access rights to USA Performance. Controls agency groups, can alter templates, notifications, access others' account information, etc. This role performs the administrative aspects of the performance management cycle. They shall have all of the rights of Rating Officials and basic users except they cannot sign and approve documents. They can act as proxies for others users including the PRB Chair and Appointing authority.

Appointing Authority: An agency head or designee with the authority to finalize performance ratings for Senior Executives under the SES Performance Management System.

Appraisal Period: The established period of time for which performance will be reviewed and a rating of record will be prepared and communicated.

Critical Element: A work assignment or responsibility of such importance that unacceptable performance on the element would result in a determination that an employee's overall performance is unacceptable. Such elements shall be used to measure performance only at the individual level.

Documents: Any attachments to be added to the performance plan (i.e., Supporting Documentation).

Element: A key component of an individual's work that contributes to organizational goals and results. Elements can be critical and non-critical.

Employee: Non-SES individuals who can sign their own plan at each stage of the performance management cycle, and add supplemental documents to their performance plan.

Employee Accomplishment Narrative: An employee's written assessment of their own accomplishments as compared to the elements and standards with their performance plan.

Executive SES ONLY: These users create their own plans, edit plans, sign their own plan at each stage of the performance management cycle, and add attachments to their performance plan.

Feedback: Advice and assistance on improving performance, when needed, and encouragement and positive reinforcement, as appropriate.

Formula: The calculation to determine the overall summary rating using the points, percentages, or weights assigned at the element, standard, and sub-element levels. Formulas can include averages among performance elements [(sum of element level ratings) / (sum of elements) or weights (weight %) x (element level rating {point})].

Higher Level Review SES ONLY: An employee may request a review of their performance plan, progress review or rating by someone other than their rating official, even if such a review is not required by agency policy. A reviewing official assigned by an agency administrator would complete the review.

Initial Summary Rating SES ONLY: The overall rating level the supervisor derives from appraising the employee's performance during the appraisal period.

Organizational Administrator: An individual who has more access rights to USA Performance than the basic user (e.g., Rating Official, Executive). Controls office groups, can alter templates, notifications, access others' account information, etc. Organizational Administrators use USA Performance similarly to Agency Administrators, but their access to users and data is limited to the organization to which they are assigned in their user profile.

Performance Appraisal: The process under which performance is reviewed and evaluated.

Performance Plan: All of the written, or otherwise recorded, performance elements that set forth expected performance. A performance plan must include all critical and non-critical elements and associated performance standards.

Performance Plan Template: The agency Performance Management System Performance Plan.

Performance Requirements: Statement of the performance expected for each critical element.

Performance Review Board (PRB) SES ONLY: The agency establishes one or more PRBs consisting of three or more SES members to make written recommendations on annual summary ratings to the Appointing Authority on the performance of senior executives. Each PRB must have 3 or more members selected by the agency head or designee(s) in a manner that ensures consistency, stability, and objectivity in SES performance appraisal in accordance with 5 CFR 430.310.

Performance Review Board (PRB) Chair SES ONLY: Has the ability to view Executive performance plans along with the initial ratings. Can input their ratings into the system and sign off on the ratings for the PRB.

Performance Review Board (PRB) Member SES ONLY: Has the ability to view Executive performance plans along with the initial ratings.

Progress Review: The rating official and employee discuss the employee's performance as it compares to previously discussed performance expectations, and is documented by both signing and dating the employee's performance plan.

Proxy User: Designated by a user and may include executive assistants, administrative professionals, management analysts, or other individuals identified for performing administrative functions. This role can perform all the duties of the user to which they are assigned, but will not have the rights to sign any documents.

Rating: The written, or otherwise recorded, appraisal of performance compared to the performance standard(s) for each critical and non-critical element on which there has been an opportunity to perform for the minimum period.

Rating Official: These users create draft performance plans for themselves and their subordinate employees, sign plans, provide feedback in progress reviews, write narrative feedback on performance, and rate their employees.

Reviewing Official: These users ensure the rating official and executive have completed each phase of the performance management process according to regulations, policy, etc. They can sign or reject plans. They can also act as a Higher Level Reviewer for executives that are not under their purview (SES ONLY).

Summary Rating Narrative: Mandatory written feedback by a rating official which provides explanation and justification for their rating of an employee.

Supervisor (Non-SES): Individuals who create draft performance plans for themselves and their subordinate non-SES employees, sign plans, provide feedback in progress reviews, write narrative feedback on performance, and rate their employees.

System Administrator: USA Performance program office users have this access. Only the program office has the ability to add agencies, view all user profiles, and add locations.

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