PaCE Reminder: Capturing CAF Member Performance while on Deployment

October 31, 2022 – Defence Stories

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Your PaCE reminder

Are you or your military subordinate deploying on a domestic or expeditionary operation? You may not be entirely certain how military personnel performance on deployment should be tracked in the Performance and Competency Evaluation (PaCE) system, especially for instances of limited access to DWAN or Monitor MASS (MM) in theatres of operation. You may also not yet be fully comfortable with how performance appraisal while on operations works under PaCE.

To ensure you properly carry out the PaCE functions for which you hold responsibility as either a deployed CAF member or the supervisor of one, it is important to note a couple of things. First, the former CFPAS Theater Performance Evaluation Report (PER) for deployed personnel will no longer be used and has not been transformed for PaCE. Second, in place of the Theatre PER a new type of Feedback Note (FN) for Operations (Ops FNs) has been developed with sub-types for either domestic or expeditionary operations.

Regardless of the type of operation, the PaCE feedback process for a CAF member should follow the same sequence as described for the Annual cycle. This means that expectations are communicated, and that members are provided feedback on how they are doing (positive and developmental) and how well they performed.

Let’s review the recommended practice to ensure this takes place: before a CAF member deploys, their home unit supervisor should write a summary FN to document their CAF member’s performance prior to the start date of the deployment. They should also arrange and conduct a feedback session with their CAF member to discuss this along with any other FNs before departure (see the Quarterly Review template at your PaCE resources). Upon arrival at the deployed unit (employing unit), the appropriate new supervisor must be assigned to the member. Throughout the course of the latter’s deployment, performance should be tracked regularly using the FN process in PaCE. The employing supervisor is responsible to conduct an Initial Review of the Job Description (JD) and document it using the “Operations” FN Type and applicable sub-type.  This Ops FN and feedback session is critical for the eventual Annual Performance Appraisal Report (PAR), and should include the scope of duties, tasks, responsibilities, and other important Mission/Theatre specific information or expectations. Thereafter and in keeping with the normal quarterly review FN process, periodic summary FNs with their associated feedback session should be completed. This will include all recorded Ops FNs and Performance FNs from the member for every three months of the deployment. Lastly, a final summary Ops FN and feedback session should be conducted near the end of the deployment.

In situations where deployed personnel and units do not have access to DWAN and MM, they can use the PaCE Smart forms that are regularly updated on the Defence Forms Catalog. The forms can be downloaded from a DWAN computer and sent by email to the member or supervisor. It is the responsibility of the deployed unit’s PaCE manager (PaCE Mgr) to ensure that the most recent version of the Smart Forms are made available to supervisors and members. A member can use the appropriate Smart Form to write an FN and update their Member Aspiration Profile (MAP), while a supervisor can use them to create a member’s JD, write FNs (including Ops FNs), and in some circumstances (see CJOC PaCE Directives) write a member’s Annual PAR. When using the Smart Forms, it is critical to ensure that a QR code is generated by clicking the QR code button at the bottom of the form before printing it for a wet ink signature, or saving the electronically signed copy (if PKI is able to be used).

Bottom line? It is critical to track and document a member’s performance during a deployment, and to provide feedback throughout the reporting period. PaCE offers flexibility with its internal electronic templates, or their corresponding Smart Forms when Monitor MASS is not available. This helps ensure that the member is on track to meet expectations, and these FNs will be used by the designated supervisor when writing the member’s Annual Performance Appraisal Report.

For more information about PaCE, don’t forget about these PaCE resources: Performance and Competency Evaluation (PaCE), the MS Teams PaCE Knowledge Centre (you are now leaving the Government of Canada website) (access password: dkam7a7), and lastly, your own L1’s PaCE Directives that are more tailored to your organization.