Skip to main content

Create a New Non-SES Template

Updated

Administrators must first create a template before generating a performance plan. The system requires an approved structure with predefined elements and rules to ensure consistency and accuracy. To help, admins can use the template wizard, which offers a guided interface for easy template creation and customization. Access the template wizard here: 

 

  1. Click Admin.  
  2. Click Manage Non-SES Templates under Other Performance Configuration. 
  3. The Manage Non-SES Templates page will open

  4. To create a new template, click Create Template.  

  5. The Edit Template page will open. Follow the Template Wizard Steps. The Template Wizard Steps panel shows the required steps to create or edit a performance plan template. Each step must be completed in sequence:

    • Template Name – Defines basic template identification (current step).

    • Optional Fields – Configures optional plan fields.

    • Summary Rating Pattern – Selects the rating scale used by the template.

    • Summary Rating Level Details – Defines labels/descriptions for rating levels.

    • Derivation Formula – Configures how ratings are calculated.

    • Performance Element Options – Controls how elements are added and weighted.

    • Performance Element Review – Reviews selected elements.

    • Performance Plan Workflow – Defines signatures and routing.

    • Review – Final review before activation.

Template Name

  1. From the Template Name step: 
    • Select the appropriate organization from the *Select Organization dropdown. The organizations you have access to will populate in the dropdown. If you’d like the template to cascade to child organizations, be sure to select the parent organization.
    • Enter a template name in the *Template Name field. This name identifies the template in the system and when assigning it to employees. It should clearly reflect the supported position type (e.g., title, pay plan, series, grade range).
    •  A Document Header Title is not required. This optional title appears at the top of a printed (exported) performance plans (page 1), often used for agency or organizational headings.

  2. Click Save to save changes on this step without proceeding. Click Next to save changes and move to the next step.

Optional Fields

  1. From the Optional Fields step:
    •  Select the optional data element(s) checkboxes applicable to your plans to include: 
      • Position Description Number: Includes a field to capture the employee’s official position description (PD) number.
      • Purpose of the Plan: Includes a field to specify the purpose of the plan (e.g., Annual, Interim, Transfer).
      • Agency Seal: Displays the agency seal on the performance plan document, if configured.
      • Supervisory Code: Adds a field to capture supervisory status or classification.
      • Employee Rating Feedback: Adds a section for employee comments or feedback related to the rating.
      • Part 1: Optional Text: Adds a customizable text section to support Part 1 of the performance plan.
      • Part 2: Optional Text: Adds a customizable text section to support Part 2. of the performance plan.
    • Plan Number: Optional text field to capture an internal plan or tracking number for agency use.
    • Part 6. Instructions: Allows administrators to enter custom instructions or comments that will appear in Part 6 of the performance plan. Supports formatting (bold, bullets, font size) to clearly communicate guidance to employees and supervisors.

  2. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step.

Summary Rating Pattern 

  1. For the Summary Rating Pattern step: 
    • Please select the radio button that corresponds to the Template’s Summary Rating Level Pattern, as outlined in 5 CFR 430.208 (a), which matches your agency's organizational summary rating pattern. The choice you make regarding the summary rating pattern will influence the specific fields and options that become accessible to you as you move forward through the various steps of the Template Wizard. This ensures that the template is tailored to align with your agency’s particular rating structure and requirements, facilitating a smoother and more accurate completion process.

    • Pattern: 

      • Radio button selection (e.g., Pattern A, B, C, etc.).

      • Only one pattern may be selected per template.

      • Determines the structure of summary ratings.

    • Summary Level Columns (Level 1 – Level 5)

      • Each column represents a possible summary rating level.

      • An “X” indicates that the level is included in the selected pattern.

      • Blank cells indicate the level is not used in that pattern.

  2. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step.

Summary Rating Level Details

  1. The Summary Rating Level Details step opens. It defines the names, scoring thresholds, and optional descriptions for each summary rating level in the chosen rating pattern, ensuring consistent interpretation and calculation of overall performance ratings. Asterisks (*) denote required fields and available fields will be based on the summary ratting pattern previously selected.
    • Level (1–5): Displays the numeric identifier for each summary rating level determined by the selected Summary Rating Pattern and cannot be reordered.
    • Name*: Required customizable label for each summary rating level (e.g., Unacceptable, Fully Successful, Outstanding). This name appears on performance plans, rating screens, and reports.
    • Maximum Value*: Defines the highest numeric score that can map to this summary rating level during calculation. Used by the system to translate derivation formula results into a final summary rating.
    • Description (Optional): Optional narrative text explaining what performance at this summary level represents. Provides clarity for employees, rating officials, and reviewing officials.
    • Policy Indicator Message (Level 1): Informational notice stating that OPM policy requires the overall summary rating to be Level 1 if any Critical Element is rated Level 1. This rule is system-enforced and cannot be overridden.
    • Require Level 2 Summary Rating if any Critical Element is rated Level 2 (Checkbox): Optional enforcement rule that, when selected, forces the summary rating to Level 2 if any critical element is rated at Level 2. Used by agencies that apply stricter rating controls.

  2. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step.

*Derivation Formula 

  1. The *Derivation Formula step will open. Available fields will be based on your Summary Rating Pattern selection. Select the radio button that reflects your template’s formula. 
    • Weighted Formula: (weight %) x (element level rating [point])

      • Calculates the summary rating using assigned element weights.

      • Each element’s rating is multiplied by its weight, and the results are combined.

      • Commonly used when elements have different levels of importance.

      • Use case: Templates where critical elements contribute more heavily to the final rating.

    • Mean Element Formula: (sum of element level ratings) / (sum of elements)

      • Calculates the summary rating by averaging all element ratings equally.

      • No weighting is applied; each element has the same impact.

      • Use case: Templates where all elements are considered equally important.

    • Narrative Formula: (Rating official determines) *the final rating*

      • The summary rating is determined manually by the Rating Official.

      • No automatic mathematical calculation is performed by the system.

      • Use case: Templates requiring greater supervisory discretion or narrative-based evaluation.

  2. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step.

Performance Element Options

  1. The Performance Element Options step will open. The administrator will define how flexible performance elements are within a template, including whether element types can be changed, whether optional elements are allowed, and how many elements a performance plan may contain. 
  2. Performance elements may be critical, non-critical or additional.
    • Critical: Element rating affects the summary rating, and a Level 1 rating automatically results in a Level 1 summary rating.
    • Non-Critical: Element rating affects the summary rating, but a Level 1 rating does not automatically result in a Level 1 summary rating.
    • Additional: Element rating does not affect the summary rating; only select this option if the element rating should never affect the summary rating.

  3. Determine if the user creating the plan will specify the type of element by answering "Will this template include the option to specify element type (Critical, Non-Critical, Additional) for one or more elements after a plan is created?"

    • If you would like the user creating the plan to specify if the element is critical, non-critical or additional, select Yes.
    • If you would like to pre-determine the type of element, the element will populate as critical, non-critical or additional for the user creating the plan. The user will not be able to change the element type. Select No.

  4. Determine if the user will be able to select from a list of optional elements to add or remove from the plan by answering Will this template include optional elements that can be added to or removed from plans?

    • If the user is creating the plan will have a list of optional elements to add to or remove from the plan, select Yes.  A follow-up question will specify the minimum and maximum number of elements allowed in the plan. 

    • If the list of elements is pre-determined for the user creating the plan, and the user does not have the option to select elements to add to or remove from the plan, select No. No follow-up questions will appear. 
  5. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step. 

  6. The Performance Element Review step will open.

     

Performance Element Review: Adding Performance Elements 

The Performance Element Review step lets administrators add, review, validate, and manage performance elements in a template. This ensures elements are correct, ordered, and complete before finalizing. You can add elements by selecting from the Performance Element Library or manually adding elements. The following fields will display: 

  • Add Performance Element (Button): Adds a performance element from the Performance Element Library to the template, used to create or update the plan's elements.
  • Search (Field): Allows administrators to search within the list of assigned performance elements by name.
  • Performance Elements Table: Displays all performance elements currently assigned to the template.

  • Name: The performance element's name in the template. Click the name or use action options to edit its configuration.

  • Element Order: Displays the element's order in the performance plan, controlling its display sequence on the plan form.

  • Organization: Identifies the organization that owns or manages the performance element.

  • Action: Offers actions like Edit and Remove for administrators to fix configuration issues or delete template elements.

  • On the Performance Element Review step, click Add Performance Element.

  1. The Performance Element Library opens to show any previously entered performance elements. The Performance Element Library lists all available elements for adding to a performance plan template, allowing administrators to select and include standardized elements. The following fields are displayed: 

    • Pay Plan (Dropdown): Filters available performance elements by pay plan (e.g., GS, SES, SL/ST), ensuring only relevant elements are displayed.

    • Series (Dropdown): Filters elements by occupational series to align elements with specific job types.

    • Grade (Dropdown): Filters elements by grade level, limiting selections to appropriate grades.

    • Filter (Button): Applies the selected Pay Plan, Series, and Grade filters to the library list.

    • Clear (Button): Clears all filter selections and resets the library to its default view.

    • Search (Field): Allows keyword searching by element name or search name to quickly locate a specific performance element.

    • Element Name: The official name of the performance element. Clicking the name opens the element details for review.

    • Search Name: An alternate or standardized name used to improve search and categorization within the system.

    • Organization: Identifies the organization that owns or manages the reminder performance element.

    • Action: Contains the Add to Template button, which adds the selected performance element to the current template.

    • Action Buttons

      • Add to Template (Button): Adds the chosen performance element to the current template.

      • Manually Add Performance Element (Button): Enables admins to create and add new performance elements not in the library. Manually added elements appear only on the specific template.

    • Records Displayed (Dropdown): Controls how many performance elements appear per page (e.g., 10, 25, 50).

    • Pagination Controls (First, Previous, Page Numbers, Next, Last): Used to navigate through multiple pages of performance elements.

  2. Click Add to Template to add an element from the Performance Element Library, or click Manually Add Performance Element to add a custom element that appears only on this template. 
  1. The Edit [Element Name] step will open. Make any necessary edits to the following fields.
    • Please confirm or enter the Element Name field. This label will be displayed for the performance element within the template and on plans. Note that this field will be non-editable if it is sourced from the Performance Element Library. 
    • Enter or update the Performance Element Text text box. This is the actual language that employees or officials will see, including expectations, duties, outcomes, measures, and related information.
    • Choose the Element Type: 
      • What type of element is this? Select Critical, Non-Critical, or Additional if the element type is pre-determined. Only select Flexible if the user creating the plan can determine the element type.
    • Set the Template Options for Section Element: “Select the appropriate options for this Performance Element:” (checkboxes): 
      • This Performance Element must be included on all Performance Plans. This option appears only if you chose to include optional elements on the Performance Element Options page. Checking it makes this element mandatory in every plan using this template.
        • Please note: If not selected, the element appears as an optional choice that a Rating Official can add from a dropdown.
      • This Performance Element requires alignment to an agency goal. Checking this box requires this element to align with at least one strategic goal in each plan.
      • Rating Official may edit Performance Element Text on Performance Plans. Checking this box enables editing of the performance element text, letting the Rating Official customize wording on individual employee plans. Use when: You want a standard element that can be tailored.
      • Rating Official may add sub-elements to this Performance Element on Performance Plans. Check this box to enable sub-elements for this performance element. Confirm it aligns with your agency’s policy first. Purpose: Lets Rating Officials add sub-components under this element in an employee plan. Use if: The element is broad and requires detailed breakdowns (e.g., multiple responsibilities).
        • *Are sub-elements individually rated? Checking this box will include the individual sub-elements in the overall summary rating. If you are not utilizing sub-elements, leave the default as No.
    • Select the appropriate Strategic Goals aligned to the performance element using the Strategic Goal dropdown. Follow the steps for adding the strategic goals. 

      1. Select one or more from the Strategic Goal drop down. Lists strategic goals from the Strategic Goal Library to link to this element.

      2. Click Add Strategic Goals (Button) to add the selected goal to the element’s aligned goals list/table.

         

      3. The template wizard will then show the selected strategic goals. The goals listed will automatically populate for this performance element on all performance plans associated with this template. Employees and rating officials may not remove these strategic goals, but they may add additional strategic goals if needed.

      4. Use the Goal Order arrows to change the order of how the strategic goals populate on the performance plan.

        • Click Remove Goal if the strategic goal was mistakenly added. A confirmation prompt will appear. Select Yes, Delete.

  2. Click Next to open the next page within the Performance Element Review step. 
    • The *Performance Element Rating Level Options step allows the Rating Official to enter, add, or edit performance standard text for a specific performance element in individual performance plans.

      • Administrators must select one option to define Rating Official permissions:

        • Rating Official may not enter Performance Standard Text on the performance plan: Locks the performance standard text as defined in the template. Rating Officials cannot add or change standards at the plan level. Use when: The agency requires strict adherence to the template language.

        • Rating Official may add to existing Performance Standard Text included in the template: Allows Rating Officials to supplement the template’s standard text but not remove or overwrite it. 

        • Rating Official may edit existing Performance Standard Text included in the template: Allows full editing of the performance standard text on the plan. 

  3. The Performance Element Level Standard Text step allows you to set rating-level performance standards for a specific element, detailing performance at each rating level and assigning point values for calculations. Scroll down to enter points for each level. To change the standard text, an administrator with Performance Element Library permission must update it in the Performance Standards Library. Enter and/or update the following fields, if required:
    • Level [Number]: Displays the numeric rating level (e.g., Level 1, Level 3, Level 5).
    • Level Name: Displays the descriptive label for the rating level (e.g., Unacceptable, Effective, Distinguished).
    • Points: Numeric value associated with the rating level. Used by the system’s derivation formula to calculate summary ratings.

    • Standard Text: Rich text field where administrators define what performance at this level looks like for this element. Should describe expected behaviors, quality, timeliness, and outcomes.

  4. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and return back to the Performance Element Review step.

  5. Elements added to the template will display on the performance plan in the order they are added. To change element order, click on the arrows next to the element name to position them in the correct order.
    • Click the Edit button to modify the element's content or settings. After clicking Edit, you can update information, adjust configurations, or customize the element as needed.
    • Click the Remove button to permanently delete the element. This action cannot be undone.
    • If the admin wants to add sub-elements, click Sub-Elements. See instructions for details. 
    • Continue adding or editing performance elements using Add Performance Element.
  6. Click Save to save changes on this step without proceeding. Click Previous to save changes and go back to the previous step. Click Next to save changes and move to the next step. 

 

Performance Plan Workflow

  1. The Performance Plan Workflow step opens. Asterisks (*) denote required fields.  Click the applicable boxes and options for this template per agency policies and practices. Here are the following fields: 
    • From the Performance Plan Work Flow Settings: 

      • Select the Number of Progress Reviews for the Monitoring Phase from the dropdown. This sets how many formal progress reviews will be included in the performance plan.

      • Identify the Reviewing Official Signature Requirements under "Select which phases require a Reviewing Official’s signature". Use checkboxes to specify when a Reviewing Official’s signature is needed:

        • Planning – Requires Reviewing Official signature during plan establishment.

        • Monitoring – Requires Reviewing Official signature during progress reviews.

        • Rating – Requires Reviewing Official signature during the final rating phase.

        • Require Reviewing Official signature in Rating Phase if summary rating = Level 5 - Enforces additional oversight for top-tier ratings.

      • Determine the Performance Appraisal Certification options under "Is an additional review required in the Rating Phase?". Defines whether an extra certification step occurs after signatures.

        • No additional review is required

        • After the Rating Official signs - Available if the Rating checkbox was previously selected.

        • After the Reviewing Official signs - Available if the Rating checkbox was previously selected.

        • After the Employee signs

      • Determine the Employee Self-Accomplishment Narrative options for Summary and Performance Element Level. 

        • Not Available – No self-accomplishment at summary level.

        • Optional – Employee may submit a narrative.

        • Required – Employee must submit a narrative.

      • Determine the Rating Official Narrative requirements for supervisors for the Summary and Performance Element Level. 

        • Not Available – No self-accomplishment at summary level.

        • Optional – Rating Official may submit a narrative.

        • Required – Rating Official must submit a narrative.

        • Additional enforcement checkboxes: Require narrative if summary rating equals Level 1, 2, 4, or 5.

  2. When done, click Save to save changes without moving on. Click Previous to save and return to the prior step. Click Finish to complete setup and make the template available; a confirmation message will appear. 

  3. On the Manage Non-SES Templates tab, the status of the template will change from No to Yes under the Ready for Assignment column. Templates cannot be assigned until they reflect Yes.

     

Review

Enables the administrator to thoroughly examine the settings that have been established by the template within the Performance Plan view perspective. This functionality provides the opportunity to test and validate the configuration settings in a controlled environment. Additionally, it allows the admin to carefully review each individual Phase, along with its associated signature process, ensuring that every component is correctly set up and functioning as intended. This comprehensive review helps in identifying any discrepancies or areas for improvement before the settings are finalized and applied.

  1. Click Review in the Template Wizard Steps. The plan will open in a new browser tab for review. 

 

Was this article helpful?

1 out of 1 found this helpful
Return to top

Related articles