Completing the APP
Who needs to complete an APP
As we enter the year-end phase, one of the most frequently asked questions is “who needs to submit an Accountability and Performance Plan?”
OOS employees, who meet the following criteria, must submit a year-end APP to their supervisor by March 31, regardless of in-range progression eligibility:
- You have at least three months of active employment in an OOS position in the performance review period (April 1 to March 31 of each year). (Transition Leads included)
- For Casual OOS Employees- You work at least 40% of full-time hours (+780 hrs). Sick, vacation, LOA, etc. is not included in that calculation
- For employees on a Return to Work (RTW) the following procedures apply:
- Eligible to submit an APP when on a RTW and have at least 3 months active employment in the performance review period (April 1 to March 31), and have worked 40% or higher or full time hours during that time.
- If an individual on a RTW either doesn't have 3 months active employment or has worked less-than 40% of full time hours in the performance year, they will be excluded from the APP for that year.
Completing the APP
Employee
- In the Year-End Review section of the APP, you will fill out the Employee Comments section and share the results you have achieved as it relates to each of the work and leadership capability goals identified and agreed to with your supervisor.
- The Employee Comments section is a narrative space for you to share and reflect on results achieved, lessons learned, any insights had and/or challenges overcome over the course of the past year.
- Once complete, click "Submit" at the bottom of the page to complete the APP.
- After clicking "Submit" your APP status will automatically update from "In Progress" to "Ready for Review". As part of the new APP submission site, OOS supervisors will have easy access to track and review year-end APPs. In the newness of this, employees may want to notify their supervisor when their APP is ready for review.
- Complete this step by March 31, and your supervisor will arrange a time for the year-end review meeting before April 30. If completing a year-end review meeting before March 31, make sure to complete Year-End Comments and ensure your APP status has moved to "Ready for Review".
- If you have had a job or supervisor change, are planning to retire, were on a leave of absence this past year or planning to be on one, on a return to work (RTW) or hold more than one OOS position, review the 'Job or Supervisor Changes, LOA, Retirement, More than One OOS Position, Return to Work (RTW)' page.
Supervisor
- Utilize the My Employees page under the Supervisors tab on the APP Submission Site to track and review progress of APPs for all direct reports.
- When an APP Status is "Ready for Review" go to the "Review Performance Plans" page under the Supervisors tab on the submission site.
- At this pint there is not an automated response to notify supervisors when an APP Status has changed to "Ready for Review". It is recommended that OOS supervisors set a weekly calendar reminder through March and April to check the submission website and determine if any APPs are ready for review. OOS employees are also encouraged to send their supervisor a message after completing their year-end APP.
- As you receive completed APP’s from each OOS direct report, review the employee comments in the year-end review section and use the supervisor comments section to add your own comments and feedback. Focus on affirming successes and lessons learned that the employee has shared in their comments and add any additional ones that you think are important for the employee to be aware of. These comments will inform and support an effective year-end review meeting.
- Complete the following as part of the year-end review process:
- Year-End Review section:
- Review the employee comments in the year-end review section and use the supervisor comments section to add your own comments and feedback.
- Focus on affirming successes and lessons learned that the employee has shared in their comments, and add any additional ones that you think are important for the employee to be aware of.
- These comments will inform and support an effective year-end review meeting.
- Supervisor Comments will be viewable to the employees after submitting.
- Do not share a recommended final rating in the Supervisor Comments section.
- Final Step - Supervisor-Only section:
- Select a Recommended Overall Performance Rating from the drop-down box.
- Provide supporting rationale for the recommended rating.
- Rating rationale should be in alignment with Performance Rating Definitions provided at the bottom of the form.
- Click "Submit" at the bottom of the page.
- Year-End Review section:
- The Supervisor Comments, Recommended Rating and Rationale sections are required fields in the year-end process.
- If you click submit without completing all three of these sections, you will receive a notification that the APP cannot be submitted until all required sections are filled in.
- Once all required fields are filled in and submitted, the APP Status will change from "Ready for Review" to "Completed". This is a clear indication to OOS Supervisors that all steps are completed and no further actions are required.
- Employee names will be removed from the "Review Performance Plans" section once the APP Status updates to "Completed". OOS Supervisors can track APP statuses for all OOS direct reports on the My Employees page.
- There are a number of different scenarios related to job or supervisor changes, LOAs, retirements and return to work (RTW) that OOS supervisors and/or employees frequently ask questions about. If you have questions about any of these topics, please review the 'Job or Supervisor Changes, LOA, Retirement, More than One OOS Position, Return to Work (RTW)' page.
Contact Us
If you have any questions, email us at SHAOrgDevelopment@saskhealthauthority.ca.