2011 performance management training
DESCRIPTION
2011 Performance Management Training. Objectives. Performance Management vs. Performance Appraisal Evaluation Techniques Goal Setting Online Evaluation Tool H-M-L Conversations Key Dates and Changes. Performance Management vs. Performance Appraisal. Management Appraisal - PowerPoint PPT PresentationTRANSCRIPT
SWUSWU 20112011Performance ManagementPerformance Management
TrainingTraining
SWUSWU ObjectivesObjectives
Performance Management vs. Performance Appraisal
Evaluation Techniques
Goal Setting
Online Evaluation Tool
H-M-L Conversations
Key Dates and Changes
SWUSWU
Performance Management vs. Performance Appraisal
Management Appraisal
Ongoing One time event
Prospective Retrospective
Long Term Short Term
Progress steps Correction oriented
Planning/goal setting Completing a form
** Performance should be managed throughout the year so that you can continue to remove road blocks and keep your staff focused on the achievement of our strategic mission, values, and goals.
SWUSWU Key Evaluation TechniquesKey Evaluation TechniquesKnow your objectives going into the performance evaluation– Review and rate prior year’s performance– Provide feedback regarding development opportunities– Set goals and objectives for next year’s performance (This year
you will be using the SWAT Catchball and Excel Tool to record this process)
Prioritize and focus on a few main points– Do not give a “whitewash” evaluation, being honest and direct
adds value
Practice, practice, practice– Performance reviews should be done in a pre-determined amount
of time staying on track to what you have prepared to discuss
SWUSWU Goal Setting PrioritiesGoal Setting Priorities
Goals should stretch individuals to achieve more and to grow year to year
Goals should be Specific, Measurable, Attainable, Relevant & Time-bound (SMART)
Alignment is critical to support the system goals and objectives, provide direction and focus to staff, and help us all understand how we impact the success of Scott & White
SWUSWU
Attend a SWAT (Scott & White Alignment Tool) training available through SWU
Meet with your leader to complete your SWAT worksheet
Schedule one-on-one catchball sessions with each of your direct reports (1-3 sessions)
E-mail completed SWAT Excel spreadsheets to [email protected] named as “NOVELLUSERID.MMDDYY” by October 31st for all staff.
HRIS will take the submitted SWAT Excel spreadsheets and load them into the PeopleSoft Online Performance Tool for each staff member
Management of 2012 goal progress will take place Management of 2012 goal progress will take place using the SWAT Excel monthly tracking spreadsheetusing the SWAT Excel monthly tracking spreadsheet
Goal Setting for 2012Goal Setting for 2012
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
The PeopleSoft Online Performance Evaluation Tool will be open 9/1/2011 to 10/14/2011 (5 pm)
The Performance Review Cycle has been re-aligned to coincide with the fiscal year and our new SWAT (Scott & White Alignment Tool) process
The target goal completion for all staff’s SWAT goal worksheets is October 31
We have an aggressive timeline this year, please do not wait until the last week to complete your evaluations or to complete your SWAT process
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Access the PeopleSoft website
There are two options for accessing this site:
1) From any computer with internet access type mybenefits.sw.org in the browser address box
2) Click on InSite from your computer
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Select “BUZZ” in the top toolbar
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Enter your User ID and Password, then click “Sign In” – Note: This User ID and Password is the same as your
regular Novell log-in information. If you need assistance with your User ID or Password, please contact the Help Desk: 254-724-2501.
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Select the Perf/Merit Incentives Tab
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
•Select the Performance Evaluation Link
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Follow the on screen instructions to initiate performance review for your employees
The date to be used for all performance evaluations is 09/01/2011– Only those employees who report to you as of
09/01/2011 will be visible
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Select the employee you wish to create a performance evaluation – Note: If any of your direct reports also supervise
employees, you will be able to review or initiate an evaluation for those indirect reports by selecting the “drill down” button located to the right of the manager
Mary Beth Garfield
Kate Myers
Noah Bowman
Victoria Bower
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
The Job Summary is displayed in the beginning of the Performance Review and is in a bulleted format
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
A 5-point rating scale is used to rate the overall performance of each employee
One of the organizations goals by using this tool is to establish consistency in ratings across the organization, each point on the scale has been defined and provides guidelines for use
SWUSWU Online Evaluation ToolsOnline Evaluation ToolsIn the Expectations section you will enter up to 8 tasks your employee will be evaluated against– If in the same role from 2010 these will carry over with
the option to remain or change as needed– If in a new role from 2010 you may copy from the job
description or major responsibilities may be summarized
– You will then rate each line and include descriptive comments to support your rating scores
In the Goals Section you will enter up to 9 goals your employee will be evaluated against
– If goals were set in the performance tool at the end of the 2010 review cycle these goals will be loaded automatically
– If you set goals outside of the performance tool and have been tracking them throughout the year you will need to copy and paste them into this section.
– You will then rate each line and include descriptive comments to support your rating scores
The Expectations and Goals Sections together represent 80% of the total score
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
The next section to be completed is the Organizational Competencies
– The Mission, Values and Performance Improvement Sections are on a five point scale and represents 20% of the total score
– Rate your employee for each competency and provide a descriptive comment to support your scores
– The Standards of Behaviors section will not be used in calculating your total score, however if any of the four are rated as no then a performance improvement plan should be put in place and an overall rating of low performer is suggested
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Once you have entered the Organizational Competencies, Click SAVE to calculate the total score
You will be able to make changes to the evaluation after you click SAVE
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
A sample of the recommended focus of H-M-L conversations is displayed for your use
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
The online evaluation tool provides a section for you to establish goals for 2012 with your employees
The 2012 Goals section will not be filled out by you this year. You will align and set goals through the SWAT catchball and Excel tracking tools. This will then be uploaded by HRIS for you into the online evaluation tool.
SWUSWU Online Evaluation ToolsOnline Evaluation Tools
Follow the on-screen instructions to complete the Performance Evaluation
SWUSWUOnline Evaluation ToolsOnline Evaluation Tools
(Employee)(Employee)
Once the supervisor has completed the Performance Evaluation discussion with the employee and clicked EVALUATION CONVERSATION COMPLETE button, the employee will be able to review and accept their evaluation on-line the next day
A process must run nightly to make this transaction possible– For example, If you complete the discussion with your
employee on Tuesday, they will not be able to access their on-line evaluation until Wednesday
SWUSWUOnline Evaluation ToolsOnline Evaluation Tools
(Employee)(Employee)
Employees will login to Buzz to access and will select the Performance Evaluation Link
Employees will have the option to print and provide comments on the evaluation
Employees will click the accept button. This acknowledges that they have received and reviewed the evaluation.
Navigation instructions will be posted on InSite to guide staff through the process
SWUSWU Online Evaluation ToolsOnline Evaluation ToolsYou will be able to view when your employee has reviewed and accepted the evaluation
Additionally, this year a reporting feature will be provided in Manager’s Portal to show the evaluation status for each of your staff members
SWUSWU
High-Middle-LowHigh-Middle-LowThose Crucial ConversationsThose Crucial Conversations
High Performer Conversations
– Re-recruit your best performers by giving specific positive feedback about: what they do well their accomplishments examples of work behaviors
– Share information about where the organization is going
– Ask if there is anything you can do for them to make their job better
SWUSWU
High-Middle-LowHigh-Middle-LowThose Crucial ConversationsThose Crucial Conversations
Middle Performer Conversations
– Use a support-coach-support technique
– Overall tone of the meeting must be positive Begin by reassuring these individuals
that you value their contributions
Your goal is to retain them for they are a valuable staff member
Thank them for what they do well
Identify and discuss one specific area for development – Something you would like them to improve and
include this area in your goals for next year
Complete the conversation by reaffirming their good qualities and expressing your appreciation
SWUSWUHigh-Middle-LowHigh-Middle-Low
Those Crucial ConversationsThose Crucial Conversations
Low Performer Conversations
– Do not start the meeting out on a positive note
– Use the DESK approach: DESCRIBE - Describe what has been observed
EVALUATE - Evaluate how you feel
SHOW - Show what needs to be done
KNOW - Ensure that employees know the consequences of the continued poor performance
SWUSWU
High-Middle-LowHigh-Middle-LowThose Crucial ConversationsThose Crucial Conversations
Low Performer Conversations– Develop a specific action plan to move the staff
member from Low to Medium
– An action plan should detail the problem, the steps to take to solve the problem, and a timeframe (typically 90 days)
– Involve the employee to identify and discuss the issues. If they don’t agree let them provide feedback on why and have a voice even though it does not change your assessment. Both sign off on understanding the plan, specific steps and timeframe for completion.
– A Performance Improvement Plan template is located on InSite under HR Compensation and in Manager’s Portal.
SWUSWU Key Changes for 2011 Employees will be able to achieve an overall rating of up to 5.0
Performance Ratings won’t include the Standards of Behavior criteria. (If a “no” is chosen the employee will be considered a low performer and require a performance improvement plan
Section weights have been adjusted to be 80% for Expectations & Goals and 20% for Organizational Competencies
A reporting feature will be provided in the Manager’s Portal to show the evaluation status for each staff member
If you set 2011 goals with your staff at the bottom of the 2010 performance review tool these goals will auto populate into the 2011 performance review tool.
Staff member goals for fiscal year 2012 will be entered using the Excel SWAT tool. These will then be uploaded by HRIS into the PeopleSoft Performance Tool for you.
SWUSWU Key Dates
Please make sure that your people are in the right title and the right people are reporting to you by effective date 8/15/11
The Online Performance Tool opens 09/01/11 at 8 am
Evaluations must be submitted by Friday 10/14/11 at 5 pm
SWUSWU Additional Information
Watch InSite and Manager’s Portal for additional communications
Questions can be asked through the Compensation email by going to [email protected] or by phone at 4-6363; 254-724-6363
SWUSWU Q&AQ&A
SWUSWU
Calculation Example
Expectation + Goal Section = 80% of total score
8 areas to set expectations worth a score of 1 to 5
9 areas to set goals worth a score of 1 to 5
If score 5 on all 17 = 85 points divided by # of questions (17) = 5
5 x 80% = total score for that section 4
Organizational Competencies Section = 20% of total score
Mission, Values, Performance Improvement worth a score of 1 to 5
If score 5 on all 3 = 15 points divided by # of questions (3) = 5
5 x 20% = total score for that section 1
Total score of section 1 (4) = total score of section 2 (1) = 5.0 Overall Total Score Possible