combined-10th-11th-report.pdf

Negotiated Settlement Agreement, Combined Tenth and Eleventh Semi-Annual Report December 2008 Deliverables e Revised Departmental General Order B-6, Performance Appraisal © Special Order 8329, Supervisory Semi-Monthly and Management Semi-Annual Meetings Implementation Activities During this reporting period, Special Order 8832 was published (March 5, 2008), which removes the requirement that supervisors and commanders/managers document the required twice monthly and twice yearly meetings with their subordinates. The meetings must continue to occur as required by DGO B-6, but supervisors and commanders/managers no longer have to maintain documentation about the meetings. OIG Audit Summary In April 2007, OIG conducted a second audit to determine whether OPD is complying with Task 21 of the Agreement. Task 21, Members’, Employees’ and Supervisors’ Performance Review, requires that OPD commanders and managers meet twice a year with their subordinate members, employees, and supervisors to coach them on their strengths and weaknesses and that the commanders and managers document said meetings. Additionally, Task 21 requires that specified OPD members/employees receive informal performance reviews twice a month and that said meetings be documented. Task 21 has two subtasks, Tasks 21.1 and 21.2. Task 21.1 was not assessed in this audit. When the audit was initiated, the Department was in the process of developing a system that would more easily track reporting relationships between commanders/managers and their subordinates over time. The Department has recently implemented a new system that will archive quarterly organizational charts, making it easier to audit this requirement in the future. The audit of Task 21.2 indicated that OPD was in compliance with its requirements. Task 21.2 requires specified OPD supervisors to meet with their respective subordinates at least twice a month to conduct informal performance reviews and document these meetings. The Department has made significant progress in its ability to document compliance for 21.2. However, subsequent to the completion of this audit, the documentation requirements for this Task were changed. In the future, the documentation used to assess compliance during this audit will no longer be required to achieve compliance. It was recommended that a revision be made to Departmental General Order B-6 to ensure that OPD supervisors are aware of their responsibility: when a member/employee works three weeks or more in a particular month, the supervisor is responsible for conducting at least two informal performance reviews with the member/employee. If a member/employee works at least two weeks but less than three weeks in a particular month, the supervisor is responsible for conducting at least one informa! performance review with the member/employee. Task 22: OPD/DA Liaison Commander « Settlement Agreement Section IV. E.; page 17, line 20 — page 18, line 1 (lead-in page 15, lines 16-18) 49