3.43.405  Measured Employees Performance System (MEPS) for Managers

Manual Transmittal

June 24, 2011

Purpose

(1) This transmits new IRM 3.43.405, Measured Employees Performance System (MEPS) for Managers. Release/Recall is also covered for managers of all employees within the Internal Revenue Service subject to periodic release and recall.

Background

This IRM provides information for the evaluation of measured employees using the Measured Employees Performance System (MEPS). The information includes processing procedures, sample reports, and definitions. In addition, the IRM includes Release/Recall processing guidelines and sample reports for Seasonal, Career/Career Conditional Intermittent and TERM employees.

Material Changes

(1) This is a completely new IRM.

Effect on Other Documents

This material is to be used in conjunction with the Total Evaluation Performance System (TEPS) IRM, 3.43.401 throughout the parallel year of October 1, 2011 through September 30, 2012.

Audience

MEPS coordinators, any manager of measured employees, Report Unit Employees, and local NTEU chapter MEPS coordinators. In addition, those managers in all areas of the Internal Revenue Service whose employees are subject to periodic release and recall.

Effective Date

(10-01-2011)

Signed by
Pamela Walker
Director, Submission Processing
Customer Account Services
Wage & Investment Division

3.43.405.1  (10-01-2011)
Introduction

  1. Measured Employees Performance System (MEPS) provides information for the evaluation of GS-08 and below employees who are measured in either quality and/or efficiency under Numerical Performance Standards concept as mandated by the National Agreement II. The performance standards concept requires employees be told how well they must perform to achieve rating levels 1 through 5 before the work is performed.

  2. Per Article 12, Section 13 of the National Agreement II, MEPS will run parallel with TEPS from October 1, 2011 through September 30, 2012. As of October 1, 2012, MEPS will be used by managers to provide evaluative data on employees measured in quality and/or efficiency.

  3. The Memorandum of Understanding (MOU) covering MEPS states during the parallel year, TEPS data will be used to provide recordations in the preparation of annual appraisals. At the end of the parallel year, MEPS will be the system used to generate the data for quality and efficiency ratings used in annual appraisals.

3.43.405.1.1  (10-01-2011)
Scope

  1. IRM 3.43.405, Measured Employees Performance System (MEPS) for Managers of Measured Employees, contains instructions, procedures and additional information required for establishing, maintaining and processing employee performance data for the Measured Employees Performance System. In addition, it covers Release/Recall for all areas where employees are subject to periodic release and recall.

  2. MEPS includes employee identification, performance data, Performance Plans and Employee Master file data.

  3. Various reports are generated from the information in MEPS. Copies of all reports are stored on Control D. The primary Control D folder for MEPS reports is the 37MEP folder. Access to this folder is limited to Site MEPS Coordinators. Many of the MEPS reports will be sorted into the individual organization management folder (i.e., 34MAN, 36MAN, etc.). Below is a listing of those reports and the Control D file id:

    • Ad-Hoc Individual Performance Report (IPR) (file id: MEPADH)

    • Annual Individual Performance Report (IPR) (file id: MEPAIP)

    • Calculated Base Point Quality (file id: MEPQCL)

    • Calculated Base Point Efficiency (file id: MEPECL)

    • EMF 3 Coded Employee Report (file id: MEPE3C)

    • Employee Missing Data Control List (file id: MEPEMO)

    • Employee Missing Data Report/Form (file id: MEPEMS)

    • Employee Performance Standards Report (file id: MEPEPS)

    • Measured Performance Plan Statistics for Nation (file id: MEPSNA)

    • Measured Performance Plan Statistics by Operation (file id: MEPSOP)

    • Measured Performance Plan Statistics by Service Center (file id: MEPSSC)

    • Mid-Quarter/Quarterly Report for Efficiency (file id: MEPMQE)

    • Mid-Quarter/Quarterly Report for Quality (file id: MEPMQQ)

    • Minimally Successful Report (file id: MEPMIN)

    • Monthly Individual Performance Report (IPR) (file id: MEPMIP)

    • Release Recall 5141's (file id: MEP514)

    • Release Recall Final Report (file id: MEPFIN)

    • Sampling Report (file Id: MEPSAR)

    • Team Learning Curve Report (file id: MEPTLC)

    • Weekly Individual Performance Report (IPR's) (file id: MEPWKI)

    • Weekly No Volume Data Report (file id: MEPVOL)

  4. The following reports will be sent to print when sent to Control D. All other reports can be printed from Control D.

    MEPS Run ID Full Report Name # of Copies per Campus Location
    MEPSAR Sampling Accomplishment Report 1
    MEP514 Release Recall 5141's 2
    MEPWKI Weekly IPR's 2
    MEPAIP Annual Individual Performance Report 2
    MEPMIP Monthly IPR Reports 2
    MEPADH Ad-Hoc IPR Reports 2

  5. IRM 3.43.405, provides managers with the information to evaluate MEPS reports.

  6. MEPS weekly, monthly and quarterly runs will be systemically run after the appropriate period ending processing on a server located at the Detroit Computing Center (DCC). Once the runs are complete, the output reports will be accessible to each center via CONTROL-D.

    Note:

    Reports and listings sent to Control D will remain as history on Control D for a period of no less than five years.

  7. IRM 3.30.30, Work Planning And Control - Embedded Quality for Submission Processing, provides users of the Embedded Quality for Submission Processing (EQSP) system with instructions on how to use the system. This IRM includes all information regarding EQSP from setting up employee profiles through completing quality reviews on employees.

  8. IRM 6.430.2 Performance Management - Performance Management Program for Evaluating Bargaining Unit and Non Bargaining Unit Employees Assigned to Critical Job Elements (CJE), sets forth policy and guidance for the performance management program covering bargaining (BU) and non-bargaining (NBU) unit employees evaluated by CJEs. This section describes the manner in which these employees are evaluated and the steps of the performance appraisal process.

  9. Tax Production Enforcement records are not used to establish individual measured performance standards for Tax Enforcement personnel.

3.43.405.1.1.1  (10-01-2011)
MEPS Reports and NTEU

  1. The following reports will be supplied to the local NTEU offices via Control D.

    • Calculated Base Point Numerical Performance Standards for Quality

    • Calculated Base Point Numerical Performance Standards for Efficiency

    • Employee Performance Standards Report

    • Measured Performance Plan Statistics by Service Center

    • Measured Performance Plan Statistics by Operation

    • Measured Performance Plan Statistics for Nation

    • Mid-Quarter/Quarterly Report for Quality

    • Mid-Quarter/Quarterly Report for Efficiency

    • Release Recall Final Report

  2. NTEU representatives will be required to have access to the NTEU folder on Control D to access the reports.

3.43.405.1.2  (10-01-2011)
MEPS Record Retention

  1. MEPS employee performance data is maintained on the Embedded Quality for Submission Processing (EQSP) system for eight quarters plus the current quarter.

  2. All MEPS listings/reports are File Transfer Protocoled (FTP'd) to Control D. Retention of all listings/reports on Control D will be no less then five years from the date the listing/report is run.

3.43.405.1.3  (10-01-2011)
MEPS Runs

  1. MEPS reports will run at a predetermined time each day, week, or quarter. Information Technology Assets Management System (ITAMS) tickets will not be the manner in which runs are requested.

  2. It is of utmost importance sites complete required input by the cutoff times. For example, the Employee Performance Standards must be finalized no later than fourteen days prior to the next quarter beginning. No input of base points for the upcoming quarter will be permitted after this time.

  3. Runs will be as follows:

    Report Name Will be run:
    • Calculated Quality Base Point Report

    • Calculated Efficiency Base Point Report

    Once a new quarter begins, these reports will run at 4:00 a.m. (EST) on the third (3rd) Monday of the first month in the quarter. Control D will pick up the report on the same Monday at 11:50 pm (EST).
    • Employee Performance Standards Report

    Will run at 4:00 am (EST) fourteen (14) days before the current quarter ends or anytime a base point has been modified. Control D will pick up the report nightly at 11:50 pm (EST).
    • Mid-Quarter/Quarterly Efficiency Report

    Will run six (6) weeks into the current quarter (midpoint) after weekly processing and at the end of the quarter, after the last weekly processing of the quarter. Control D will pick up the report on Thursday at 11:50 pm (EST).
    • Team Learning Curve Report

    • Weekly IPR Report

    • Missing Employee Report

    • Sampling Report

    • EMF 3-Coded Employee Report

    • Weekly No Volume Report

    • Employee Missing Data Report

    Will run weekly after week ending processing has completed. Week ending processing will start at 4:00 am (EST) on Thursday. Control D will pick up the reports on Thursday evenings at 11:50 pm (EST).
    • Quality Quarterly Report

    • Annual IPR Report

    • Operation Rating Statistics Report

    • Service Center Rating Statistics Report

    • National Rating Statistics Report

    • Minimally Successful Report

    Will run at the end of the quarter after the final week of performance data has been run. Control D will pick up the report on Thursday evening at 11:50 pm (EST)
    • Monthly IPR Report

    Will run monthly on months' end after weekly processing has completed unless it is the end of the quarter. Then it will run the following week after weekly processing has completed. Control D will pick up the reports on Thursday evening at 11:50 pm (EST).
    • Ad-hoc IPR Report

    • Release Recall Final Listing

    • Release Recall Final Listing with Form 5141's

    User requested from the MEPS Report parameter screens. System will look for requests daily at 10:00 pm (EST) and runs will follow, if needed. Control D will pick up the reports, if any, at 11:50 pm (EST).

3.43.405.1.4  (10-01-2011)
Abbreviations

  1. Abbreviations are listed below.

    Literal Description
    EMF Employee Master File
    EOD Enter on Duty Date
    EPF Employee Performance File
    EQSP Embedded Quality for Submission Processing
    HQS High Quality Standard
    HQF High Quality Function
    I & I Impact and Implementation
    IPR Individual Performance Report
    IQR Individual Quality Review
    IRM Internal Revenue Manual
    MOU Memorandum of Understanding
    NTEU National Treasury Employees Union
    OF Organization, Function
    OFP Organization, Function, Program
    OPM Office of Personnel Management
    PERS Performance Evaluation Reporting System
    QFC Quality Function Cluster
    RAS Recommended Annual Sample
    SAR Sampling Accomplishment/Request Report
    SCD Service Computation Date
    SEID Standard Employee Identifier
    SEp Standard Error of Proportion
    SSN Social Security Number
    MEPS Measured Employees Performance System
    WP&C Work Planning and Control

3.43.405.1.5  (10-01-2011)
Definitions

  1. 3 Coded - A numeric code generated and stored in HR Connect which identifies a former employee of the Internal Revenue Service.

  2. 40 or 25 Rule - An employee who has met the measurable work criteria must have spent at least 40% of their direct time on measured work or at least 25% of their total time on measured work.

  3. Accuracy Percent - The accuracy percent is the total number of correct documents divided by the total number of documents reviewed multiplied by 100.

  4. Adjusted Accuracy Score - Minimum of 100 or Percent Accurate plus the SEp.

  5. Adjusted Percent Accurate - The sum of Percent Accurate plus the Standard Error of Proportion, at a 90% Confidence Level, not to exceed 100.

  6. Base Point (Quality) - The overall average accuracy rate for the function. The quality base point will be set nationwide wide using the accuracy rates from the same quarter prior year. No quality base point will be lower than 67.0 percent.

  7. Base Point (Efficiency) - The expected midpoint production rate, set by management for each OFP, using the median production rate of those employees who were held accountable for Numerical Performance Standards when they performed the work from the same quarter, prior year.

  8. Confidence Level - The degree of trust in the results of the sampling process.

  9. Critical Job Element - A number of critical actions, objectives, and results that the IRS expects its employees to accomplish during an appraisal year.

  10. Direct Hours - The total of all hours worked exclusive of overhead hours. Direct hours also includes all 800 functions.

  11. DPH - Documents Per Hour.

  12. National Ranges (Quality and Efficiency) - A set of values which, when applied to a Base Point produce the Numerical Performance Standards.

  13. Employee Index (Quality) - A measure of an employee's effectiveness for Quality computed for each QFC as 100 * [1+(.5 * (Adjusted Percent Accurate - Base Point) / (100 - Base Point))].

  14. Employee Effectiveness (Efficiency) - A measure of the employee's effectiveness for Efficiency computed as 100 multiplied by the employee's Documents Per Hour divided by the Base Point. This is calculated for each OFP with Numerical Performance Standards.

  15. Employee Performance File (EPF) - An Employee Performance File (EPF) is a record of performance-related information and documentation maintained for an employee by the employee's manager.

  16. High Quality Standard (HQS) - The minimum acceptable accuracy rate of High Quality Work. The High Quality Standard is 97.0%.

  17. High Quality Function (HQF) - Functions within an operation who have historically had an average accuracy rate equal to or greater than the HQS. Rather than performing Individual Quality Review on employees, OF review will be performed to determine whether the work will be HQF in the same quarter of the next year. The employees working programs within the HQF will systemically receive the minimum employee effectiveness score required to achieve the five (5) rating for that OF.

  18. High Quality Work - Functions where historically the accuracy rate on the work reviewed is 97.0% or higher. These functions will be referred to as High Quality Functions.

  19. IRS EOD - The date an employee entered on duty with the IRS as modified to include any prior IRS service. Employees hired with prior IRS service after September 15, 2001, will have their EOD adjusted in accordance with the NORD/NC 5.5 Agreement. The IRS EOD date will not be adjusted for time spent outside the IRS in Federal Service.

  20. Learning Curve - A specific number of documents within a specific number of samples to ensure employees have been provided feedback on each OFP(parent) worked. Work processed on the OFP(parent) will not be part of any evaluative data until the learning curve has been met.

  21. Low Hour Restriction - Data will be excluded from the data calculated base point if an employee works an OFP fewer than ten hours unless on average the employee works more than two hours per week on that OFP. This restriction applies to efficiency only.

  22. National Agreement II - Agreement between IRS and NTEU.

  23. Measurable Work - Quality (Weekly IPR, Ad-hoc IPR, Monthly IPR) - work is considered measurable when it is performed by an employee who is assigned to a measured performance plan in quality, has Numerical Performance Standards for the particular OF, Quality Review is reported, the employee has met the 63 day requirement, and the employee has completed the Learning Curve for the OFP(parent).

  24. Measurable Work - Efficiency (Weekly IPR) - work is considered measurable when it is performed by an employee who is assigned to a measured Performance Plan in efficiency, has Numerical Performance Standards, volume is reported, the employee has met the 63 day requirement, and the employee has completed the Learning Curve for the OFP(parent).

  25. Measured Employees Performance System (MEPS) - An automated system designed to provide measured ratings for Quality and/or Efficiency for employees who are assigned a Measured Performance Code in one or both critical elements and are GS–08 and below based on comparing actual performance to Numerical Performance Standards which are provided to employees before the work is performed.

  26. Median - If calculating an odd number of historical rates by OFP, it is the middle production rate. If calculating an even number of historical rates by OFP, it is the average of the two middle rates.

  27. Numerical Performance Standard - A value against which employee performance is measured. It is expressed as the mean (average) Percent Accurate (Quality) or as the number of Documents Per Hour (Efficiency).

  28. OFP consistency File - A Production Control and Accounting (PCA) run which regulates and defines Organization/Function/Program combinations against Generalized Mainline Framework (GMF) and Masterfile.

  29. Overhead Hours - The time spent on function code 990.

  30. Percent Accurate - A percentage for each OFP or QFC computed as the number of documents correct divided by the total number of documents reviewed

  31. Performance Plan Code - A code which identifies whether the employee is measured or unmeasured in quality and/or efficiency. The valid codes are "M" for measured and "U" for unmeasured. The performance plans are assigned on the employee's profile screen.

    1. Measured - A critical element(s) where the quantity of work produced can be measured by documents per hour or quality of work performed can be measured by quality reviews.

      Note:

      Although in most cases, employees will be measured in both quality and efficiency, there will be some employees who will only be measured in quality or just in efficiency.

    2. Unmeasured - A critical element(s) where the accuracy rate and/or document processed is unmeasurable.

  32. Performance Reports - Reports that provide the most recent information about each program worked by an employee.

  33. Quarter - A three month period of time. The beginning month set for the quarters are January, April, July and October.

  34. Rateable Employee (Quality and/or Efficiency) - An employee who has met the measurable work criteria and the National Agreement II MEPS Memorandum of Understanding requirements of 40% measurable to direct time or 25% measurable to total time.

  35. Release/Recall - A listing used to determine the release or recall of all Internal Revenue Service employees subject to periodic release and recall.

  36. Rule of six (6) - At a minimum, at least six employees on a measured performance plan in efficiency must have completed the learning curve and reported time and volume to a specific/established OFP in a quarter with numerical performance standards to be measurable. They must also meet the low hour restriction.

  37. SCD - Service Computation Date.

  38. SEID - Standard Employee Identifier is the five digit code that uniquely ties employees to their data without using their Social Security Number.

  39. Sixty-three (63) day MEPS requirement - A period of time for which an employee on a measured performance plan must work before the work is considered measurable. Time in non-work status under the Release/Recall procedures, time assigned to an unmeasured performance plan, and time worked under no performance plan are not counted towards meeting the 63 day requirement.

    Note:

    Any week (excluding the week in which the employee first signs for a measured performance plan) in which a Form 3081 was submitted counts as 7 days.

  40. Skill Codes - An alpha/numeric code assigned to an employee upon successful completion of training and/or learning curve for use on Release Recall reports.

  41. Standard Error of Proportion (SEp) - A value added to an employee's accuracy rate to reach a 90% confidence Level.

  42. Time/Weight - The measurable hours worked for each OFP or OF divided by the total measurable hours.

3.43.405.1.6  (10-01-2011)
Background

  1. MEPS provides information for the evaluation of GS-08 and below bargaining unit employees assigned a measured performance code in quality and/or efficiency under Numerical Performance Standards concept as mandated by the National Agreement II. The performance standards concept requires employees be told how well they must perform to achieve rating levels (1 through 5) before the work is performed. Employees should be encouraged to perform at or above the Fully Successful "3" level.

  2. Managers seeking information on counseling, can go to url: http://apm.web.irs.gov/WII/wiiCounseling.htm.

  3. Additional management information is available at the Administrative Procedures for Managers website (APM Guide); the url is: http://apm.web.irs.gov/default.htm .

3.43.405.1.7  (10-01-2011)
Functional Responsibility

  1. Each Submission Processing Center determines the level of management responsible for establishing and monitoring the system.

  2. Functional responsibility for input of adjustments should be at the manager level. Adjustments to quality data will be within the Quality Team of the operation where the review was performed.

  3. Efficiency base points are to be input at the operation level.

  4. Release Recall information is to be input by the team managers for the employees within their team.

  5. Systemic or operational problems of sufficient complexity and/or scope requiring National Office attention should be channeled through the manager of the MEPS Program Analyst, email address Deborah.G.Crawford@irs.gov, POD Cincinnati, OH; W & I Submission Processing Monitoring Section, 312 Elm St. Suite 2250, Cincinnati, OH for referral to Information Technology Systems.

    Note:

    All Systems Change Requests and Employee Suggestions should be channeled through the manager of the MEPS Program Analyst, POD Cincinnati, email address Deborah.G.Crawford@irs.gov .

  6. Procedural problems requiring National Office attention should be channeled through the manager of the MEPS Program Analyst, POD Cincinnati,email address Deborah.G.Crawford@irs.gov, for review and resolution.

    Note:

    No site will have local agreements differing from procedures set forth in this IRM.

  7. All employee and management MEPS training is to be reported to 990–84811 .

3.43.405.1.8  (10-01-2011)
Site Coordinator Duties

  1. Each Submission Processing Center will have a site coordinator responsible for oversite of the program.

3.43.405.2  (10-01-2011)
Performance Plan

  1. For Performance Management System (PMS) purposes, employees covered by MEPS will be assigned to performance plans that contain critical job elements and performance standards which define the performance components of a position.

    Note:

    It is the gaining manager's responsibility to ensure each employee is assigned the correct performance plan.

  2. The employee's position description (PD) does not determine the type of performance plan an employee is on. Numerous employees can be on the same PD, some will be measured on a CJE, others will be unmeasured. Whether the work they are processing is measurable, determines whether they should be measured or unmeasured on a CJE.

  3. Under MEPS, an employee can be measured in one or both CJE's. For example, an employee could be measured in quality and unmeasured in efficiency as would probably be the case with employees in Accounting Operation.

  4. When the manager is setting up the profile for an employee, the performance plan for quality will default to measured. The efficiency performance plan must be selected from the drop down on the profile screen prior to closing out the screen. Reference IRM 3.30.30 for information on setting up employee profiles on EQSP.

  5. When assigning a performance plan to an employee, Form 6774, "Receipt for Performance Plan and/or Performance Indicators" , must be signed by employee and Supervisor. A copy of the signed Form 6774 is to placed in the EPF.

3.43.405.2.1  (10-01-2011)
Scope

  1. The two performance plans are:

    1. Measured Performance Plan—a performance plan where the quantity of work produced can measured by documents per hour or quality of work performed can be measured by quality reviews.

    2. Unmeasured Performance Plan—a performance plan where the work produced or quality of work performed is not conducive to measurement.

3.43.405.2.2  (10-01-2011)
Measured Performance Plan

  1. The Measured Performance Plan provides the guidelines for evaluating employees performing measured work.

  2. The performance plan components include:

    • Job Element—an important task, duty or component of an employee's job.

    • Critical element—a component of an employee's performance plan that is of sufficient importance that performance below the minimum standard established by Management would result in unacceptable performance in the employee's position.

    • Non-Critical Element—a component of an employee's performance plan which does not meet the definition of a critical element, but is of sufficient importance to warrant written appraisal and the assignment of a rating.

    • Performance Standard—the expressed measure of the level of achievement established by Management for the duties and responsibilities of a position or group of positions.

    • Performance Aspects—a portion of the performance standard that further defines the job element. Performance aspects are used in deriving unmeasured ratings for measured critical elements.

  3. The Performance Plan Code for a Measured Performance Plan is "M" .

  4. When assigning a performance plan to an employee, Form 6774, "Receipt for Performance Plan and/or Performance Indicators" , must be signed by the employee and supervisor. A copy of the signed Form 6774 is to placed in the EPF.

  5. Newly hired employees must perform under a Measured Performance Plan for a period of 63 calendar days or more for quality and/or efficiency work to be considered measurable. After the 63 day requirement is met, all measurable work that was done during the 63 days becomes measured, excluding learning curve data.

  6. The first full week after the week in which the employee signed for their measured performance plan begins the 63 day requirement for newly hired employees.

    Note:

    An employee new to a measured performance plan should not be put on a plan until they have completed their training. For example, if an employee comes out of training on Friday, have the performance plan input so it begins the following Monday.

  7. Time in non-work status and time assigned to an Unmeasured Performance Plan are not counted towards meeting the 63 day requirement. Approved leave, AWOL, overhead, etc., are counted towards meeting the 63 day requirement.

  8. Except for the first week, when any portion of the week is worked, seven days are counted towards the 63 day requirement.

    Note:

    At the beginning of the parallel year, October 1, 2011, any employee who has met the 63 day period on a measured plan in TEPS, will be seen as having met the 63 day period in MEPS for quality and efficiency. If the employee has not met the 63 day period, for example, was put in non-work or placed in an unmeasured position after only having 28 days on a measured plan prior to October 1, 2011, MEPS will start the counter where it left off prior to the employee having gone in non-work or to an unmeasured position.

  9. When setting up an employee's profile in EQSP, the quality performance plan will default to measured; the efficiency performance plan will have to be selected from the drop down prior to saving the profile.

  10. Under MEPS, all functions become measurable.

3.43.405.2.3  (10-01-2011)
Unmeasured Performance Plan

  1. The Unmeasured Performance Plan provides the guidelines for evaluating employees performing unmeasured work.

  2. The performance plan components include:

    • Job Element—an important task, duty or component of an employee's job.

    • Critical element—a component of an employee's performance plan that is of sufficient importance that performance below the minimum standard established by Management would result in unacceptable performance in the employee's position.

    • Performance Standard—the expressed measure of the level of achievement established by Management for the duties and responsibilities of a position or group of positions.

    • Performance Aspect—a portion of the performance standard that further defines the job element. Performance aspects are used in deriving unmeasured ratings for unmeasured critical elements.

  3. The Performance Plan Code for an unmeasured performance plan is "U" .

3.43.405.3  (10-01-2011)
Employee Master File (EMF)

  1. Employee Master File data is downloaded from the IMS 01 file, on a weekly basis to create the MEPS Employee Master File.

  2. During the weekly download of the EMF, if an employee is on the EMF but does not have a profile setup on EQSP, the MEPS Employee Missing Data Report will be generated.

3.43.405.3.1  (10-01-2011)
Employee Missing Data Report/Form

  1. The Employee Missing Data Report/Form will be generated weekly after the SETR validation for any employee on the EMF who does not have an EQSP profile yet established.

    Figure 3.43.405-1
    This image is too large to be displayed in the current screen. Please click the link to view the image.

  2. The Employee Missing Data Report/Form will display the following information:

    • Report Name

    • Site

    • Organization

    • Week Ending

    • Run Date

    • SEID

    • Name

  3. Management will review the report to determine if a profile needs to be established on EQSP and take the appropriate action.

3.43.405.4  (10-01-2011)
Establishment of Base Points/Numerical Standards

  1. MEPS provides management with an automated method of setting and monitoring Base Points that are used to establish Numerical Performance Standards for evaluating employees on a Measured Performance Plan.

  2. Each center determines the level of management responsible for establishing Efficiency Base Point/Numerical Performance Standards. This cannot be delegated below the Operation Manager level.

  3. Efficiency Numerical Performance Standards are established for all OFPs management considers measurable.

3.43.405.4.1  (10-01-2011)
Numerical Performance Standards

  1. The National Agreement II, mandates the establishment of Numerical Performance Standards for each measurable OFP to determine levels of performance.

  2. MEPS provides Quality and Efficiency Base Points to determine Quality and Efficiency Numerical Performance Standards for rating levels 2 through 5 for all measurable OFPs.

    • Performance below the "2" level is certified and rated as "1" (unacceptable) rating level.

    • The Numerical Performance Standard for the "2" level defines minimally successful performance.

    • The Numerical Performance Standard for the "3" level defines fully successful performance. Employees should be encouraged to perform at this level or above.

    • The Numerical Performance Standard for the "4" level defines exceeding fully successful performance

    • The Numerical Performance Standard for the "5" level defines outstanding performance.

  3. Management is responsible for validating the Efficiency Base Points and Numerical Performance Standards.

  4. NTEU will be notified of Base Points and Numerical Performance Indicators, at minimum, two full weeks (14 calendar days) prior to the implementation date. NTEU can meet with management on the proposed Base Point/Numerical Performance Standards.

  5. NTEU has the right to bargain over adverse impact in the implementation of new or revised Numerical Performance Standards if:

    • The established Numerical Performance Standards setting procedures are not followed; or

    • The National Ranges are revised.

  6. Management should monitor the Mid-Quarter/Quarterly for Efficiency report to ensure at least six employees are working each OFP and that each of those six employees are meeting the Low Hour Restriction. By reviewing this report midway through the quarter, adjustments can be made to the number of employees on an OFP and/or to the number of hours to ensure the OFP remains measured at the end of the quarter.

3.43.405.4.2  (10-01-2011)
Service-wide National Ranges

  1. Per Article 12, Section 20 F of the National Agreement II, the Service-wide National Ranges have been fully implemented. There are two unique sets of ranges: one set for Quality and the other for Efficiency. These ranges are applied to each Quality OF base point and the Efficiency OFP Base Point to establish Numerical Performance Standards. Ranges are indexes of performance designed to ensure the same degree of incremental effort is required to achieve a given rating regardless of the differences in the Base Points established.

  2. The ranges are as follows:

      2 3 4 5
    Quality 77.0 95.0 125.0 140.0
    Efficiency 70.0 90.0 125.0 140.0

3.43.405.4.3  (10-01-2011)
Calculated Base Points

  1. Calculated Base Points are computed each quarter from data of those employees who were held accountable for Numerical Performance Standards when they performed the work. For an employee to be held accountable, they must have been measured in either quality and/or efficiency, have been given the Numerical Performance Standards, and have met their learning curve.

3.43.405.4.3.1  (10-01-2011)
Quality Calculated Base Point Criteria

  1. Quality Calculated Base Points for an OF(Parent) are based on the data from all Submission Processing sites from the same quarter prior year for:

    • Employees who completed their Learning Curve hours.

    • Employees assigned to a quality measured performance plan while the work was performed.

    • Employees with Individual Quality Review reported on work performed on OF's with Quality Numerical Performance Standards.

    • Reported time to OF.

    • Grade 8 and below.

    • Met the 63 day rule.

  2. All results are rounded to one decimal point.

  3. After calculations have been made based on performance data, an OF(Parent) will be placed in HQW for the next quarter if the OF(parent) is HQW for the current quarter and Individual Review was not performed in the same quarter prior year.

3.43.405.4.3.2  (10-01-2011)
Efficiency Calculated Base Point Criteria

  1. Efficiency Calculated Base Points for an OFP are based on data from the same quarter, prior year for:

    • Employees who completed their learning curve.

    • Employees measured in efficiency while the work was performed.

    • Employees reporting time and volume to an OFP with Numerical Performance Standards.

    • Met the 63 day rule.

    • Grade 8 and below.

  2. Low hour data will be excluded from the efficiency calculated base point if employee works an OFP fewer than 10 hours unless on average the employee worked more than 2 hours per week. In the table below, employee 1, 2, and 4 would meet the Low Hour Restriction because they had more than 10 hours (#1) or they had an average of 2 or more hours per week (#2 and #4). Employee #3 would be excluded due to not meeting the required criteria.

    Employee Volume Hours Weeks Worked Docs Per Hour
    1 338 10.7 5 31.6
    2 218 8.1 3 26.9
    3 99 3.9 2 25.4
    4 53 2.1 1 25.2

  3. Once all criteria in 3.43.405.4.3.2 (1) and (2). have been applied to historical data, if the number of records remaining for an OFP is less than six (Less than 6 rule), the Efficiency Calculated Base Point process will produce no data for that OFP. The criteria for the Less than 6 rule is as follows:

    1. If an Efficiency Calculated Base Point is generated for an OFP (i.e., if there were historical data which met all of the criteria, including there were six or more employees working the OFP after all other criteria were applied), the Efficiency Base Point may be retained if fewer than six employees work the OFP during the quarter. The "valid and indicative" requirement of the Efficiency Calculated Base Point process was satisfied. However, for the same period in the subsequent year, since there are fewer than six employees who performed the work, the Efficiency Calculated Base Point process will produce no efficiency data for that OFP for the quarter.

    2. If an Efficiency Calculated Base Point is not generated for an OFP, Management may add an efficiency base point. If an efficiency base point has been added, but fewer than six employees work the OFP during the quarter, the system will delete the base point after the last week ending runs of the quarter have been run, prior to running the Monthly and Annual IPR's. This data will be excluded from the measured database as well as from the employee's measured evaluation. In addition, the Low Hour data must also be deleted if there aren't six or more who met and/or exceeded it . Deletions due to Low Hour will also be done prior to the Monthly and Annual IPR's being run.

      Note:

      Anytime revisions and/or deletions to base points are made, the Employee Performance Standards Report will be run and must be shared with the affected employees and NTEU. A copy of all Employee Performance Standards Reports will be sent to Control D.

  4. All results are rounded to one decimal point.

  5. There must be a distinct difference between ratings when determining a base point. A base point could not be 0.1, for example.

3.43.405.4.4  (10-01-2011)
Setting Base Points/Numerical Performance Standards

  1. Management will determine whether Efficiency Base Points/Numerical Performance Standards are needed for individual OFPs.

  2. If an Efficiency Base Point is deleted (lowered to zero), the work for that OFP will be unmeasurable for the entire quarter.

  3. In addition to retaining, adjusting, and deleting Efficiency Base Points generated through the Calculated Base Point process, Efficiency Base Points for other OFPs may be added.

  4. Any change to a base point during the quarter, will be effective retroactive to the beginning of the quarter.

3.43.405.4.4.1  (10-01-2011)
Setting Quality Base Point/Numerical Performance Standards

  1. Quality base points will be set at the OF(parent) level.

  2. Quality OF Base Points are set nationally and will be the average of all review performed within the particular OF during the same quarter prior year.

  3. Quality OF Base Points will be monitored at Headquarters and although changes to quality base points will seldom occur, changes can only be input by Headquarters.

  4. MEPS assigns OFs to HQW in one of two ways:

    1. If the result of Individual Quality Review for an OF from the same quarter prior year produces an accuracy rate equal to the High Quality Standard (HQS) or higher, then the OF will be HQW.

    2. If the OF is HQW for the current quarter and there were no documents reviewed in the same quarter prior year, then the OF will be HQW for the next quarter if after review of the Mid-Quarter/Quarterly Report, the OF meets the criteria to remain HQW.

  5. The HQS can never exceed 97%.

  6. Quality OFs will be placed into High Quality Work (HQW) if the overall quality average is 97.0% or higher. If the overall average of the OF is lower than 97.0%, the OF will be individually reviewed.

  7. Numerical Performance Standards for the OF, use the following formula:

    Base Point + [((National Range Level - 100) / 50) * (100 - Base Point)]

    Note:

    Results are rounded to one decimal point.

3.43.405.4.4.2  (10-01-2011)
Setting Efficiency Base Point/Numerical Performance Standards

  1. Efficiency base points will be set at each site by OFP.

  2. The Efficiency Calculated Base Point Report is the starting point for the Base Point setting process.

  3. From these starting points, Calculated Base Points can be retained, adjusted, or deleted (lowered to zero). Justifications for revisions can be found in 3.43.405.4.5(6).

  4. Any Calculated Base Point left untouched, will serve as the Base Point for the next quarter.

  5. To compute the Efficiency Numerical Performance Standards for each OFP, use the following formula:

    (Base Point * National Range Level) / 100

    Note:

    Results are rounded to one decimal point.

  6. To set an Efficiency base point on a program not previously measured, various avenues may be used to determine what the base point should be set at:

    • PCA reports,

    • PCC reports,

    • History from like programs,

    • Manually gather data by having employees report volume on Form 3081.

      Note:

      This is not an all inclusive list.

    Any efficiency base point added and/or raised from that on the Calculated Base Point Report will be reviewed and revised systemically.

3.43.405.4.5  (10-01-2011)
Calculated Base Point/Numerical Performance Standards Reports

  1. The Quality and Efficiency Calculated Base Point Reports are run during the first month of the quarter prior to the quarter they will be effective. For example, the reports will be run in April for the base points to be set for July through September. No base point can be added to a quarter prior to the Calculated Base Point Report being run.

  2. The quality report will list all of the OF(parent)'s of employees who are measured in quality, met the learning curve for the OFP(parent), and had review performed.

  3. The efficiency report will list all OFP's of employees who are measured in efficiency, met the quality learning curve for the OFP(parent) (if measured in quality), and reported time and volume to the OFP.

  4. The reports will be available on Control D.

  5. These reports serve as tools for management to record changes to the base points. Management must review and validate each base point. Calculated Base Points are used unless revisions are made to establish a more accurate base point.

  6. Examples for justifying revisions would be, but not limited to:

    • The skill level of the current staff is substantially different from the staff that worked the program the prior year.

    • The process of the work has been changed.

    • New or revised forms or procedures have been developed.

    • When four distinct Efficiency Numerical Performance Standards are not produced, the Base Point will be raised or deleted (lowered to zero). For example, a base point could not be 0.1.

    Note:

    Revisions to Quality Base Points would only occur in rare instances since they are by the OF(parent) and would only be done at the Headquarters level. Revisions to efficiency base points would be the most common and would be done at the site level (other than those added new or raised from history efficiency base points).

  7. If changes are made to any quality OF(parent) base point or efficiency OFP base point, management will provide NTEU the base point being set along with all documentation used to determine the new base point.

  8. If any efficiency base point needs to be changed, deleted (lowered to zero) or added, management must make the necessary annotations on the report and submit to the designated person within the operation for input.

  9. Input of any revisions, deletions (lowered to zero), or additions must be completed prior to the fourteen (14) day cut off to meet the conditions of the National Agreement II. The system will not permit any changes after that point.

    Note:

    National Agreement II states the local NTEU chapter will be provided with the proposed changes to numerical standards at least two (2) weeks in advance of their proposed implementation date.

  10. The Site MEPS Coordinators will be responsible for gathering all efficiency base point changes, deletions (lowered to zero), and additions along with justifications from each operation and providing the information to the local NTEU chapter. This information can be sent via email or by providing a hardcopy.

3.43.405.4.6  (10-01-2011)
Calculated Base Point for Quality Report

  1. A copy of the Calculated Base Point for Quality Report is shown below.

    Figure 3.43.405-2

    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.4.7  (10-01-2011)
Key Elements of the Calculated Base Point for Quality Report

  1. Report Name - Calculated Base Point for Quality.

  2. Period Covered Date: mm/dd/yyyy to mm/dd/yyyy.

  3. Operation - Five digit number of the operation.

  4. Function - Three digit number of the function (will be to the parent function; no sub-functions. For example, it will show 230 which will cover 231, 232, etc.).

  5. Quarter - The quarter in which the data is being pulled from.

  6. Site - This is a national report. It will show each of the Submission Processing sites in which the data is being pulled.

  7. # EMP - Total number of employees reviewed.

  8. Best - Best quality average from the individual review performed on the employees during the quarter for the function.

  9. Worst - Worst quality average from the individual review performed on the employees during the quarter for the function.

  10. Base Point (per history) - (1.0 minus the average defect rate) multiplied by 100. The average defect rate is the total of employees' errors divided by the total documents reviewed for those quality reviews which meet the criteria in IRM 3.43.405.4.3.1for the quarter listed. "National Quality" will be the average quality base point used for the upcoming quarter.

  11. Numerical Performance Standard (2) - The accuracy needed to meet a 2 (minimally successful) level of performance. It is computed by applying the National Range to the OF Base Point.

  12. Numerical Performance Standard (3) - The accuracy needed to meet a 3 (fully successful) level of performance. It is computed by applying the National Range to the OF Base Point.

  13. Numerical Performance Standard (4) - The accuracy needed to meet a 4 (exceeds fully successful) level of performance. It is computed by applying the National Range to the OF Base Point.

  14. Numerical Performance Standard (5) - The accuracy needed to meet a 5 (outstanding) level of performance. It is computed by applying the National Range to the OF Base Point.

  15. Revised Base Point - Management will manually write what the base point is being changed to be. Only a change to the National Base Point could be made. That change would have to be input into MEPS by the Headquarters Analyst no later than fourteen days prior to the beginning of the upcoming quarter for it to be effective.

  16. All of the above information repeats for every function within the operation.

3.43.405.4.8  (10-01-2011)
Calculated Base Point for Efficiency Report

  1. A copy of the Calculated Base Point for Quality Report is shown below.

    Figure 3.43.405-3

    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.4.9  (10-01-2011)
Key Elements of the Calculated Base Point for Efficiency Report

  1. Report Name - Calculated Base Point for Efficiency.

  2. Period Covered Date: mm/dd/yyyy to mm/dd/yyyy.

  3. Operation - Five digit number of the operation.

  4. Function - Three digit number of the function.

  5. Program - Five digit program number.

  6. Quarter - The quarter in which the data is being pulled from (same quarter prior year).

  7. Site - Each site will only see the information for their particular site. The National report will show all Submission Processing sites.

  8. # EMP - The total number of employees who have met the criteria in 3.43.405.4.3.2.

  9. Best - Best efficiency rate (total volume reported by the best employee divided by total hours reported by that employee) during the quarter for the program.

  10. Worst - Worst efficiency rate (total volume reported by the worst employee divided by total hours reported by that employee) during the quarter for the program.

  11. Base Point (per history) - the expected midpoint (median) production rate, set for each OFP, from the same quarter, prior-year.

  12. Numerical Performance Standard (2) - the level of achievement expressed as documents per hour for a (2) rating, computed by multiplying the National Ranges by the efficiency median base point.

  13. Numerical Performance Standard (3) - the level of achievement expressed as documents per hour for a (3) rating, computed by multiplying the National Ranges by the efficiency median base point.

  14. Numerical Performance Standard (4) - the level of achievement expressed as documents per hour for a (4) rating, computed by multiplying the National Ranges by the efficiency median base point.

  15. Numerical Performance Standard (5) - the level of achievement expressed as documents per hour for a (5) rating, computed by multiplying the National Ranges by the efficiency median base point.

  16. Revised Base Point - Here is where it would be notated what the base point is being changed to be. That change would have to be input into MEPS by the Site MEPS Coordinator or the Operation MEPS Coordinator no later than fourteen days prior to the beginning of the upcoming quarter for it to be effective.

  17. All of the above information repeats for every OFP within the operation where there was history from the same quarter prior year.

  18. Any base point needing to be added for the upcoming quarter, would also be notated and input into MEPS no later than fourteen days prior to the beginning of the upcoming quarter for it to be effective. No additional base points can be added after that time.

3.43.405.4.10  (10-01-2011)
Employee Performance Standards Report

  1. The Employee Performance Standards Report is generated at least two weeks prior to being effective and any time a change is made to a base point during the current quarter. The report will be in Operation order listing all the measured OF's and OFP's within each operation. At the end of each operation, there will be a receipt page for the employees to sign when they have received a copy of the report.

  2. The report will be available on Control D.

  3. Employees must be given a copy of the Numerical Performance Standards prior to the proposed implementation date. This report is shared and changes discussed with employees in formal meetings (reference the National Agreement II, Article 8, for further information on formal meetings).

  4. This report will generate anytime a change is made to a base point after the quarter has begun. The revised base point will display on the left hand side of the report. What the base point was prior to the revision will be shown on the right hand side of the report. If a base point is deleted (zeroed out), the base point field will be blank.

    Figure 3.43.405-4
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.4.11  (10-01-2011)
Key Elements of the Employee Performance Standards Report

  1. Report Title - Employee Performance Standards Report

  2. Report DATE - The date the report was created in MM/DD/YYYY format.

  3. Site - The site for which the standards are in effect.

  4. PERIOD COVERED—the quarter dates of the report are displayed as mm/dd/yyyy - mm/dd/yyyy.

  5. OPERATION—Operation Organization Code.

  6. Title - Quality - In this column below the header the quality information will be shown for all functions within the operation.

  7. Title - Previous Quality - If the quality base point is changed during the quarter, the base point prior to the change will be displayed in this column below the header.

  8. Function - Beneath this header, each parent function within the operation will be displayed.

  9. Base Point - The accuracy (quality) base point for each of the parent functions will be displayed in this column below the header.

  10. Numerical Performance Standard (2) - The accuracy needed to meet a 2 (minimally successful) level of performance in quality.

  11. Numerical Performance Standard (3) - The accuracy needed to meet a 3 (fully successful) level of performance in quality.

  12. Numerical Performance Standard (4) - The accuracy needed to meet a 4 (exceeds fully successful) level of performance in quality.

  13. Numerical Performance Standard (5) - The accuracy needed to meet a 5 (outstanding) level of performance in quality.

  14. Title - Base Point - If the quality base point is changed during the quarter, the base point prior to the change will be displayed.

  15. Numerical Performance Standard (2) - The accuracy from the original quality base point to achieve a performance level of a 2 in quality.

  16. Numerical Performance Standard (3) - The accuracy from the original quality base point to achieve a performance level of a 3 in quality.

  17. Numerical Performance Standard (4) - The accuracy from the original quality base point to achieve a performance level of a 4 in quality.

  18. Numerical Performance Standard (5) - The accuracy from the original quality base point to achieve a performance level of a 5 in quality.

  19. Revision Date - The date the quality base point was modified.

  20. Efficiency - Following the listing of all base points for all quality parent functions within the operation, the report will display all the OFP's where efficiency base points have been assigned.

  21. Title - Previous Efficiency - If the efficiency base point is changed during the quarter, the base point prior to the change will be displayed in this column.

  22. Function - Three digit function.

  23. Program - Five digit program number.

  24. Title -Base Point - The efficiency base point for each measured OFP. An "R" follows the value if the OFP base point was raised from the history of the same quarter prior year. An "A" follows the value if the OFP base point was added new. A "L" follows the value if the OFP base point was lowered from the history of the same quarter prior year.

  25. Numerical Performance Standard (2) - The documents per hour needed to meet a 2 (minimally successful) level of performance in efficiency.

  26. Numerical Performance Standard (3) - The documents per hour needed to meet a 3 (fully successful) level of performance in efficiency.

  27. Numerical Performance Standard (4) - The documents per hour needed to meet a 4 (exceeds fully successful) level of performance in efficiency.

  28. Numerical Performance Standard (5) - The documents per hour needed to meet a 5 (outstanding) level of performance in efficiency.

  29. Title - Base Point - If an efficiency base point is changed during the quarter, the base point prior to the change will be displayed in this column.

  30. Numerical Performance Standard (2) - The documents per hour from the original efficiency base point to achieve a performance level of a 2 in efficiency.

  31. Numerical Performance Standard (3) - The documents per hour from the original efficiency base point to achieve a performance level of a 3 in efficiency.

  32. Numerical Performance Standard (4) - The documents per hour from the original efficiency base point to achieve a performance level of a 4 in efficiency.

  33. Numerical Performance Standard (5) - The documents per hour from the original efficiency base point to achieve a performance level of a 5 in efficiency.

  34. Revision Date - The date the efficiency base point is modified.

  35. L Footnote - identifies a Base Point that has been lowered.

  36. R Footnote - identifies a Base Point that has been raised.

  37. A Footnote - identifies a Base Point that has been added.

  38. On a separate page, there will be a receipt for the employee to sign stating they have received a copy of the Employee Performance Standards Report. A line is provided for the employee's signature to certify receipt of the report - RECEIVED BY - EMPLOYEE SIGNATURE.

  39. The wording on the receipt will be as follows: I, have been given a copy of the Employee Performance Standards Report for the period covering mm/dd/yyyy - mm/dd/yyyy. My manager discussed these standards with me during a team meeting.

  40. The employee will sign and date the receipt. The receipt will be placed in the employee's EPF.

3.43.405.4.12  (10-01-2011)
Revising Implemented Numerical Performance Standards

  1. The system will automatically revise any newly added or raised from history base point after the last weekly runs of the quarter.

  2. If the base point was added new, the system will look at all the data for the quarter. If the median at the end of the quarter is lower than what was originally set, the system will lower the base point to that median point. The change will be retroactive to the beginning of the quarter.

  3. If the base point was raised, the system will look at all the data for the quarter and revise using one of the methods below:

    • Is the current median higher than what was originally set? If yes, no revision to the base point will occur.

    • Is the current median lower than what generated on the Calculated Base Point for Efficiency Report? If yes, the system will revise the base point to what was generated on the Calculated Base Point for Efficiency Report.

    • Is the current median lower than what was originally set but higher than what was generated on the Calculated Base Point for Efficiency Report? If yes, the system will revise to the current median base point.

  4. Base Points/Numerical Performance Standards will never be made more difficult to achieve once the quarter begins.

  5. Since Quality base points are nationwide, seldom, if ever, will there be a revision to those base points.

  6. Management will also be given the opportunity to revise efficiency base points, other than the ones that were newly added or raised from history, prior to the monthly and annual IPR's being run after quarter end.

  7. Revisions to those "other" efficiency base points should only be if there are issues that affected the employee from being able to achieve the rate. For example, system issues, forms were made more difficult, etc., not just because the rate was not met.

  8. Revisions made to the "other" efficiency base points must be input by the Site MEPS Coordinator or the Operation MEPS Coordinator.

  9. The Employee Performance Standards Report will be generated any time changes are made to base points during the quarter. The report is to be shared with the employees anytime those changes pertain to the OFP's they work and a receipt is to be signed acknowledging they have received a copy of the changes.

3.43.405.5  (10-01-2011)
Learning Curves

  1. Under MEPS, employees will receive learning curves based on the quality level of the OF.

  2. Employees measured in quality, regardless of the operation or site worked, will receive the same amount of learning curve.

  3. If the employee is measured in quality only, the employee will receive a learning curve for each OFP(parent) when the employee initially reports time to the OFP(parent).

  4. It the employee is measured in quality and efficiency, the employee will receive a learning curve for each OFP(parent) when the employee initially reports time and volume to the OFP(parent).

  5. Once the employee has met the learning curve for an OFP(parent), they will have met the learning curve requirement regardless of whatever quality level that OF may fall in the future.

  6. None of the work performed (quality or efficiency data) on an OFP(parent) while under learning curve will be used in any evaluative recordations or in the measured data base.

  7. Management will provide the employee with written notice when the learning curve has been completed for each OFP(parent). This notice will be generated on the Individual Feedback Report. See IRM 3.30.30, the EQSP IRM, for additional information on the Individual Feedback Report.

  8. If an employee has met their learning curve while under TEPS, they will not receive additional learning curve for those particular OFP's under MEPS.

  9. The learning curve levels are as follows:

    If the OF accuracy level falls within: The amount of learning curve received on the OFP(parent) is:
    HQW - 97.0% or higher Two (2) sample pulls of three (3) documents per sample.
    93.0% to 96.9% Three (3) sample pulls of four (4) documents per sample.
    87.0% to 92.9% Four (4) sample pulls of five (5) documents per sample.
    80.0% to 86.9% Six (6) sample pulls of six (6) documents per sample.
    79.9% and below Seven (7) sample pulls of seven (7) documents per sample.

  10. The sampling requirements to meet a particular learning curve are programmed into MEPS, eliminating the need for management to notify the Quality Team when the employee has met the learning curve on a particular OFP(parent). All reviews on the employee are to be recorded in EQSP.

3.43.405.5.1  (10-01-2011)
Team Learning Curve Report

  1. The Team Learning Curve Report will be generated weekly after the weekly processing and will be available on Control D.

  2. It will be a cumulative report, beginning October 1 and running through September 30th of each year.

  3. The report is used as a management tool to monitor learning curves still needing to be met by the employees within their team, or those who have already met the learning curve for a particular OFP(parent).

    Figure 3.43.405-5

    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.5.2  (10-01-2011)
Key Elements of the Team Learning Curve Report

  1. Report Title - Team Learning Curve Report

  2. Operation - First two digits of the operation followed by the operation name.

  3. Team - Three digit team number

  4. Period Covered - Dates covered on the report displayed as mm/dd/yyyy - mm/dd/yyyy

  5. Run Date - Date the report was run.

  6. Employee Name

  7. SEID - Employee's Standard Employee Identifier; five alpha/numeric characters.

  8. Quality Performance Plan Start Date - The date the employee was placed on a measured plan for quality.

  9. Function - Three digit function code where the employee received some or all, learning curve.

  10. Program - Five digit program number where the employee received some or all, learning curve.

  11. # of Samples Pulled - Total number of learning curve samples pulled.

  12. Docs per Sample - Total number of documents within each learning curve sample.

  13. Remaining # of Samples Needed - Total number of learning curve samples still required to meet the learning curve for the OFP(parent).

3.43.405.6  (10-01-2011)
Performance Reports

  1. MEPS provides the following Individual Performance Reports:

    • Weekly Individual Performance Report (IPR)— generated weekly for all employees assigned to a measured performance plan GS-08 and below.

    • Monthly Individual Performance Report - generated after the last weekly runs each month.

    • Annual Individual Performance Report - generated after the quarterly runs.

    • Ad-Hoc Performance Reports - generated upon management's request.

3.43.405.6.1  (10-01-2011)
Weekly Individual Performance Report (IPR)

  1. A Weekly Individual Performance Report (IPR) generates for any GS-08 and below employee measured in quality and/or efficiency submitted Form 3081 for the week ending covered.

    Note:

    All employees on a measured performance plan in quality and/or efficiency will receive a weekly IPR. If an employee does not receive an IPR, she/he may be incorrectly coded as unmeasured in quality and/or efficiency or may have an incorrect assigned organization code in the Employee Master File. The manager must determine the reason(s) the IPR is not being received and take appropriate action. Failure to do so will negatively impact the employee.

  2. A Weekly IPR will include an Entity Section, a weekly Quality and Efficiency data section, learning curve information, time reported to any overhead OFP, and any adjustments made to efficiency or overhead data during that week.

  3. The Weekly IPR will display a week's worth of information only.

  4. Managers are responsible for reviewing the Weekly IPR to ensure all generated information is accurate.

  5. If inaccurate information is identified, adjustments will be required to correct the data. Inaccurate data on the Weekly IPR will result in inaccurate data being generated on the Monthly, Annual, and Ad-Hoc IPR's.

  6. Adjustments will not only need to be input through EQSP, but also through Data Conversion Operation via Form 6489's, IPR Adjustments, to adjust PCA information (hours and volume only, no quality data needs to be adjusted in PCA).

    Note:

    During the parallel year of TEPS and MEPS, adjustments will also need to be input into TEPS.

  7. If a quarter (other than January—March) ends on a Monday through Thursday, centers are required to prepare two Forms 3081. This is referred to as "split week processing " . As a result of the "split week processing" , two Weekly IPR's are generated with different period ending dates.

    Note:

    Discuss the information on the IPR periodically with the employee to identify possible corrections needed, changes in performance goals, etc.

  8. No quality and/or efficiency ratings will be generated on the weekly IPR.

3.43.405.6.2  (10-01-2011)
Monthly Individual Performance Report

  1. A Monthly Individual Performance Report (IPR) will generate for any GS-08 and below employee measured in quality and/or efficiency who submitted Form 3081 during the period covered on the report.

  2. The beginning date of the report will be dependent upon the employee's last digit of their social security number (SSN). Rating period beginning dates and ending dates are as follows:

    Last Digit of SSN Rating Period
    0 October 1 through September 30
    1 November 1 through October 31
    2 December 1 through November 30
    3 January 1 through December 31
    4 February 1 through January 31
    5 March 1 through February 28
    6 April 1 through March 31
    7 May 1 through April 30
    8 June 1 through May 31
    9 July 1 through June 30

  3. The monthly IPR is a management tool used to show employees how they are performing. In order for an employee to be rateable the employee must spend:

    • 40% of direct time on measurable work; OR

    • 25% of total time on measurable work.

      Note:

      Direct hours also include all 800 functions.

  4. A rating will be generated for the period covered if the employee has met the 63 day period on a measured plan in quality and/or efficiency and if they have spent at least forty percent (40%) of their direct time on measured work, or at least twenty five percent (25%) of their total time on measured work. The employee will have to have also been on their critical job elements at least 63 days during their annual rating period.

    Note:

    The 63 days on critical job elements starts over each annual rating period. Time spent in non-work does not count towards the 63 day period of time. The 63 day period on a measured plan (quality and/or efficiency) only has to be met once during the employee's career.

  5. Since base points may be revised at the end of the quarter, the monthly IPR is not to be used to prepare an annual appraisal. An annual IPR will be generated during the quarterly run process.

3.43.405.6.3  (10-01-2011)
Annual Individual Performance Report

  1. Each employee who has met the criteria to receive a measured rating in quality and/or efficiency will receive an annual IPR if:

    • The employee was assigned to a measured performance plan in either quality and/or efficiency at the end of the quarter.

    • The employee had performance data reported, quality and/or efficiency, during their annual rating period.

    • The employee is a GS-08 and below.

    • The employee spent at least 40% of their direct time on measurable work OR 25% of total time on measurable work.

  2. The annual IPR will be generated after the quarterly runs have been completed and will be available on Control D.

  3. Performance summaries are not, in and of themselves, performance appraisals; they are evaluative recordations. (reference National Agreement II, Article 12, Section 15).

3.43.405.6.4  (10-01-2011)
Ad-Hoc Individual Performance Report

  1. The ad-hoc IPR is a report requested by management to cover a specific period of time.

  2. The primary use of the ad-hoc IPR would be to conduct mid-year counselling sessions with employees.

  3. The ad-hoc IPR can be requested to cover any amount of time within an employee's rating period. The beginning date of the ad-hoc IPR cannot be prior to the employee's current rating period.

  4. As long as the request is input prior to 8:00 p.m. (Eastern Time), the request will be processed that evening during the daily runs and will be available on Control D within a few hours of the runs. If the request is input after the 8:00 p.m. cut-off time, the request will not be processed until the following day cutoff. For example, if the request is input at 9:00 p.m. on Monday, the request will not be processed until Tuesday evening after the 8:00 p.m. cut-off time.

  5. To submit a request for an ad-hoc IPR, follow these steps:

    • From the EQSP Header Screen, click on MEPS.

    • You should now be at the MEPS Menu Screen. Click on IPR Adhoc Report.

    • Input the SEID of the employee for whom you are requesting an ad-hoc IPR.

    • From the drop down, select the start date of the report.

      Note:

      Start date cannot be prior to the employee's current annual rating period beginning date.

    • From the drop down, select the end date of the report.

      Note:

      End date cannot be later than the latest week ending date processed.

    • Click on Send to Ctrl D button.

  6. Request will be processed during that evening's processing and will be available on Control D the next day.

3.43.405.6.5  (10-01-2011)
Individual Performance Reports

  1. A copy of an Individual Performance Report is shown below:

    Figure 3.43.405-6
    This image is too large to be displayed in the current screen. Please click the link to view the image.


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