The Maple Leaf

It’s personnel performance review season for Defence Team members. Quite often, we’re not aware of what this process is all about and how it affects our career.

But first, we should be aware that there are two systems of evaluation for the members of the Defence Team but they are not as different as we may think. For military members, the CF Personnel Appraisal System (CFPAS) process is applied to evaluate their standard of performance. For civilians,  that process is called the Civilian Performance Planning and Review (CPPR).

As handy tools that contribute toward promoting  overall organizational health, CPPR and CFPAS provide important mechanisms to help develop personnel  to their fullest potential.

CFPAS

Like its civilian counterpart, the aim of the CFPAS is to develop CF members through constructive feedback, and to accurately assess demonstrated performance and potential for career purposes.

CFPAS consists of two related processes administered at the unit level, the Personnel Development Review (PDR) and the Personnel Evaluation Report (PER).

The PDR is a document used to provide periodic feedback to the assessed member regarding job performance throughout the reporting year, April 1 to March 31. The supervisor and subordinate meet behind closed doors to discuss performance, performance potential and career development. 

The PER is an annual assessment and is designed to assess and report on the member’s performance and potential for retention and advancement within the CF. The PER can also be used for some postings and special appointments; career courses; occupational transfer (OT); administrative reviews (AR); honours and awards; and commissioning programs. Once completed, the PER is held as part of the member’s archived personnel record located at NDHQ for the Regular Force. For Reserve Force personnel, the PER file is maintained at a location designated by the appropriate authority. 

PROMOTION BOARDS

Once PERs are signed-off at the unit level, the top scoring PERs across a branch will be singled-out for meriting. This is the process by which members are assessed for promotions and career courses.  

An annual PER is scored out of a total of 100 points  (60 points are allocated for performance while 40 points are credited for a member’s potential). Directorate Military Careers SS2, the section at which is responsible for PER management, and the branch career manager work in tandem to officiate over all branch PERs. The respective branches determine the criteria for promotions (i.e., the scoring).

Promotion boards sit every October and are charged with the responsibility of selecting the top candidates in the branch for promotion to the next rank. The number of candidates selected for promotion depends on the number of positions available for promotion and this changes from year to year. Promotion board selections are held annually and the  conditions alter depending on a number of factors including branch attrition.

The promotion board consists of four members: The  president, a non-affiliated member (this member is someone from an unrelated military occupation whose role is to be an honest broker), plus two additional members. Promotion boards are held over two days and the files submitted to the board are based on the arithmetic total of three consecutive PERs.

CPPR

The CPPR format is the mandatory process by which managers and employees establish work objectives for a review period. Essentially, it is a bearing on which employees can look  back at their past year’s performance and determine how  they can improve their work for the upcoming year. The CPPR also monitors progress, provides feedback and reviews accomplishments.

THE PROCESS

The CPPR process involves four phases:  planning, feedback, formal review, reporting and monitoring.

Phase one: Planning takes place between the supervisor and the employee from the beginning of the reporting period. This permits goal-setting for the upcoming year, which maximizes the success of the worker.

Phase two: Feedback about the employee’s performance should occur throughout the year. Work objectives can be modified as circumstances or requirements change.

Phase three: During the formal review phase between the employee and his supervisor, the employee is assessed against work objectives, enabling a dialogue on performance. The employee’s performance results are subsequently recorded on a Civilian Performance Review Report (CPRR) form. 

Phase four: Reporting and monitoring is the final phase of the CPRR process.

SUPPORT TO DND

The CPPR program supports DND and its employees in  different ways. It provides accurate and clear feedback on performance; it increases ongoing communication between the supervisor and the employee; it recognizes employee contributions toward achieving organizational goals; it identifies  learning needs and career interests; it motivates employees to achieve personal and organizational goals; it improves the overall effectiveness of DND; and it provides a tool to consider possibilities for job opportunities and growth.

The CPPR process is completed annually. Each employee should receive a copy of his or her CPRR form signed by his or her manager or supervisor. A copy of the form should also be placed in the employee’s file by June 30.

As beneficial tools towards promoting overall organizational health, both the CPPR and CFPAS provide important mechanisms to help develop personnel to their fullest potential. Members, employees, managers and supervisors all have a responsibility to use these personnel development tools to  help strengthen the Defence Team to continue to deliver results for Canadians.

ACCESS CFPAS/CPPR

To access the external CFPAS Web site, log on at http://www.cmp-cpm.forces.gc.ca/cfpas-sepfc/ and use the password “letmein”.  This password is also available from your DWAN workstation at http://cmp-cpm.forces.mil.ca/dgmc/engraph/CFPAS_ home_e.asp.

For more information about CPPR, visit http://hr.ottawa-hull.mil.ca/cppr-perpc/.