PaCE Reminder: Key updates in this Fiscal’s final quarter

February 13, 2023 - Defence Stories

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Your PaCE Reminder – Two CAF members sit at a desk and review PaCE documents.

CAF members and all supervisors of CAF members, we are approaching end-year in our first year of full Performance and Competency Evaluation (PaCE) implementation across the CAF. Ideally by now, your diligent efforts to maintain a consistent bi-directional performance appraisal feedback loop have resulted in the collection of several PaCE Feedback Notes (FN).  Supervisors of CAF members will draw substantiation from these FNs while completing their CAF members’ Performance Appraisal Reports (PARs) in a few weeks. As we head into PAR writing season, there are important system updates to note. 

Due to some limitations associated with the MonitorMASS (MM) Tree, PaCE offers quite a bit of flexibility to properly assign the correct Author for each CAF member eligible to receive a PAR this year. With the proper finalization of PaCE activities (Job Descriptions, Member Aspiration Profiles, FNs), the PaCE Project team has been working continuously to concurrently collect and analyse data and feedback from the Trial and Pilot Groups, as well as consultative stakeholders, to appropriately adjust aspects of the new appraisal system. These ongoing efforts will be visible in the system by the end of February. While there are no current technical or policy impediments that inhibit you from carrying on with your PaCE responsibilities, roles and activities, it is important for you to note recent changes that you must now integrate into your efforts.

A reminder on mitigating Performance rating inflation and changing our ‘frame of reference’

PaCE provides the CAF the unique opportunity to benefit from greater honesty and transparency in how we appraise our personnel. Leaders, and indeed all CAF members, must understand that when PaCE is employed correctly, the performance rating for most BIs for most CAF members when honestly appraised, will be “Effective”.  This will lead to the performance bracket of “Meets expectations.”  This is a very critical component of PaCE that must sink in for all.

One common observation from the recently concluded PaCE Pilot Group National Selection Boards (NSB) was that unsubstantiated inflation in evaluations of CAF members’ BIs remains an issue. Our data showed that supervisors at all levels attempted to produce a PAR employing the CFPAS PER (where inflated assessment was a common and understood practice) as a frame of reference.  We understand a natural trepidation to accept a different way of thinking, but we are collectively abandoning the old (performance inflation) approach, which created an absence of substantive measures to realistically differentiate groups of peers. 

There was also conclusive evidence from the PaCE Pilot Group NSBs when inflation was avoided that honestly written PARs provide NSBs with better differentiators with which to develop better Scoring Criteria. This in turn will further support the CAF’s evolution of culture.

To guard against inflation (and deflation) of the evaluation of the BIs, PaCE contains safe guards.  PaCE governors will help supervisors identify when they make assessments outside of expected normal performance, either above or below the “Effective” rating. First, a series of small prompts (e.g., pre-setting the scores to Effective) are built into the system to encourage fully informed appraisals.

Second, governors are built in that require the Reviewing Officer of a Supervisor who assesses a Member’s performance such that it falls in the bracket above or below “Meets expectations,” to provide additional written narrative to justify the selected value, and to provide specific examples related to one or more competencies. For those being rated at the highest and lowest performance brackets, a further narrative must be written by the Commander Officer (CO) or appropriate authority, for the related section of the PAR. The more you inflate, the more work you and your Chain of Command will have to do to justify the inflated scores.

The digital nature of PaCE also means that monitoring tools are in place, to identify any inflationary trends, in near-real time, as well as to provide forensic data related to how much manipulation of files occurs during and after PEBs.

Remember, the evidence-based manner in which performance is appraised in PaCE differs fundamentally from CFPAS – by design. The CAF Competency Dictionary presents a Common Standard, across all occupations, relating the leadership behaviours expected at each rank.  The process used to evaluate potential in PaCE differs fundamentally from CFPAS – by design. A multi-rater system using the five meta-competencies from the Leader Development Framework is a systemic approach with a common framework for reference. Let’s all get on board with this shift in mentality.

Removal of all numerical values

All numerical values (although still calculated within system metadata) have been removed from performance and potential personal appraisal assessment. On the PAR, numerical performance scores are now replaced by corresponding word descriptors.  Like the BI rating scale, they are categorized as:  ineffective, somewhat effective, effective, highly effective and extremely effective ratings. 

In keeping with the decision to remove the numerical values on the PAR form itself, the Total Performance Score for Performance appraisal has been replaced by an overall Performance descriptor referring to what extent the member met performance (leadership) “expectations” for their current rank. Five bands/brackets were developed: far exceeds (leadership expectations), exceeds, meets, partially meets and does not meet.  These word descriptors should also help reduce voluntary score inflation as each band covers a relatively wide range of scores, which will make it harder to rate with the aim to achieve a specific target score.

Definitions

Definitions have been revised in the following areas:

• Re-defined performance /BI ratings in order to make the levels of effectiveness associated with a supervisor’s observations more systematic, structured and less prone to inconsistent interpretations; and

• Re-defined overall performance bracket descriptors to contextualize performance (like the existing Potential Outcome definitions) that will represent the aggregated outcome of all the Competencies.

Changes to the PAR form

The PAR form will undergo visual changes to:

• Replace all numerical scores with more impactful qualitative statements;
• Enable the Informal Resolution process by capturing the electronic signatures for the Performance portion of the PAR; and
• Provide for final debriefing and electronic signatures resulting from the evaluation of Potential or Higher Level Ranking Review (HLRR) outcomes.

Nomenclature change

The previously termed “Unit Potential Board” (UPB) is renamed to “Potential Evaluation Board” (PEB).

PAR Information Resolution process

The PAR Informal Resolution process has been explained, and additional guidance for how it should be conducted provided.  PAR Production deadlines have shifted as a consequence of implementing the Informal Resolution process.  See the recommended PaCE cycle deadline in the forthcoming PaCE User Manual, in section 105, paragraph 3.

Permissions related to MAPs

Permissions related to MAPs and their visibility have been adjusted to allow regional Occupation Advisors/mentors and national Career Managers the ability to view them, particularly for future education and posting preferences, as well as for the confirmation of Opt-Out status (which only applies to the evaluation of Potential).

Improved graphic user interface

Graphic user interfaces have been improved on the “Manage Feedback”, PEB and HLRR windows. There is still room for improvement, but suggestions to this effect will be collected after the first cycle of PARs is completed.

Elimination of the Theatre PAR

Based on data from CJOC, and in consultation with PaCE Trial and Pilot Group L1 OPIs, in lieu of a Theatre PAR a decision was made to create a new FN (Type/Sub-type of Operations/Domestic and Expeditionary), available since June 2022.  To refresh your understanding, read PaCE Reminder: Capturing CAF Performance while on Deployment.

Related to this, the PaCE Smart Form for FNs with QR Codes was created, and the process for scanning and uploading information into MM was confirmed as functional. The Smart Forms for FNs and PARs are in the final stages of adjustment.

As always, remember to consult your PaCE resources: Performance and Competency Evaluation (PaCE) (forces.gc.ca), the MS Teams PaCE Knowledge Centre (access password: dkam7a7) (you are now leaving the Government of Canada website), and lastly, your own L1’s PaCE Directives that are more tailored to your organization.