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General Information:
The following steps outline a group process for developing a validated Standard Workplan. You can develop a Standard Workplan
for a group of 5 or more employees who are in the same classification and have similar responsibilities and duties.
 To develop a Standard Workplan, you will need to work with your manager,
a group of employees, other supervisors (if applicable), and a Certified Performance Management Trainer (to act as facilitator of the group). Your group will complete a thorough job analysis including some validation processes to ensure
that the Standard Workplan represents the work done by most of the employees in a particular classification. This detailed development process should result in a Standard Workplan that is legally sound and
more likely to be accepted by the group of employees affected.
 If you supervise less than 5 employees who perform the same or similar work, you cannot do a "Standard Workplan" as described here. You should consider developing some common standards that can be used
on all of your employees' workplans, however, to ensure that they
are being evaluated on the same criteria.
Note also that your manager is responsible for ensuring that expectations
in Standard Workplans are consistent and equitable across work units for employees with similar jobs.
 In addition to the review requirements described in Step 8 below, divisions and institutions are required to submit a list of those classifications using Standard
Workplans by July 1 of each year to the Department's
Performance Management Program Coordinator. (See Performance Management Policy (formerly Directive 34) for details.)
The following steps for developing a Standard Workplan are from the Office of State Personnel's "Process for Validating Standard Work Plans."
Usually, your manager or the group facilitator will take the lead in completing the following steps:
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Step 1: Select a group of 2 to 5 employees currently working in the classification.
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In selecting employee participants, consider the following:
- Employees should all be doing the same or similar tasks within their classification.
- Involving a cross-section of employees from different work units increases validity.
- The number of employees participating in the development group depends on the number of employees in the classification. The smaller the population, the smaller the number of employees needed.
- Employees should have a thorough knowledge and understanding of all aspects of the job they are doing and be able to discuss it easily.
- If variations exist in the work being done, employees who perform or clearly understand these variations should be included in the group.
- The group should include a representative sample of employees based on age, race, gender, and years of service.
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Step 2: The group creates a first draft of the Standard Workplan.
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Using a certified Performance Management trainer as a facilitator, the group meets to
create a first draft of the Standard Workplan. Having a trained facilitator to help develop the Standard Workplan speeds the process and
ensures that the workplan represents the work of the classification.
Many divisions and institutions have certified trainers
or a group representative may contact the Department's Employee and Management Development Section if an agency trainer is not available.
This "first draft" meeting will probably take from 4 to 6 hours depending on the size of the group.
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Step 3: Send the Standard Workplan draft to all affected employees and their supervisors.
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After a draft of the Standard Workplan has been developed,
send a copy to all employees and supervisors in that classification for comment.
Having input from both the employees and their supervisors increases validity.
Allow 1 to 2 weeks for the employees and supervisors to give comments back to the group.
Encourage employees to send their comments
directly to the facilitator
to increase the variety of feedback.
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Step 4: The facilitator organizes the employees' and supervisors' comments.
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The facilitator receives comments and organizes them by topic, such as KRRs,
Results Expectations, Dimensions, Behavioral Expectations or Tracking Sources/Frequency.
The facilitator then distributes these organized comments to the group members.
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Step 5: The committee meets a second time and adjusts the workplan based on comments.
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The group discusses the comments and makes any revisions necessary to the draft Standard Workplan.
The second draft of the workplan is sent to management for review.
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Step 6: Management reviews the second draft of the Standard Workplan.
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If any aspect of the job is not covered on the Standard Workplan, management then adds
material, make changes, or revises as necessary.
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Step 7: The facilitator produces a third draft copy and finalizes.
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The facilitator makes any additional changes to the workplan based on management input and
sends a copy of this draft to the group for final review. The facilitator makes sure that the group
agrees on a final version and sends the final version to the DHHS Performance Management Program Coordinator.
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Step 8: DHHS Performance Management Program Coordinator reviews the final draft for continuity.
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A copy is sent to the Department's
Performance Management Program Coordinator for review and comment. The Department Coordinator
sends any necessary recommendations to the facilitator.
(A final copy is maintained in the Department's Employee and Management Development section files.)
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Step 9: The facilitator adjusts the final draft if necessary and distributes the Standard Workplan.
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The facilitator adjusts the final draft of the workplan based on recommendations
from the Department's Performance Management Coordinator. Management reviews any modifications and signs the Workplan.
The facilitator then provides copies of the final Standard Workplan to supervisors for distribution to employees.
Note: DHHS has a policy exception from Office of State Personnel (OSP) for managers to be able to sign the Standard Workplan rather than individual Workplans. (Contact your Performance Management Coordinator, Division HR Office, or
Institution/School HR Office if you would like copies of the exception memos.)
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