Canada’s National Laboratory for Particle and Nuclear Physics Laboratoire national canadien pour la recherche en physique nucléaire et en physique des particules

Performance Planning & Review

Supervisor/Reviewer Information Session

Jim Hanlon| Manager HR and Administration| TRIUMF

January 7 / 8, 2010

Owned and operated as a joint venture by a consortium of Canadian universities via a contribution through the National Research Council Canada

Propriété d’un consortium d’universités canadiennes, géré en co-entreprise à partir d’une contribution administrée par le Conseil national de recherches Canada

AGENDAPerformance Planning & Review (PPR) Overview

Work Plans

SSuccession Planning

Training Requirementsg q

Safety and Housekeeping

Time Sheet and Leave reporting

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PPR OverviewGoals•Achieve TRIUMF’s goals and mission

•Communicate positive feedback•Communicate positive feedback

•Recognize accomplishments and reward outstanding performance

•Document performance issues

•Correct deficiencies and improve performanceCorrect deficiencies and improve performance

•Communicate expectations

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•Develop and motivate employees

PPR OverviewPerformance Ratings - reminder

Review rating description criteria- Unsatisfactory- Needs Improvement- Fully Competent- Commendable- Outstanding

Rating Must Reflect what is documented in the PPR formRating Must Reflect what is documented in the PPR formUse the Ratings Recommendation Summary Provided by HR to Submit Rating

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PPR Overview• Prepare – for each of your staff, prepare all materials, notes and records of performance, achievements, incidents, reports etc - anything pertaining to performance and achievement

- obviously include the previous performance appraisal documents and a current job description. Most importantly you will want to have the 2009 work plans ready as they will be page one of the review.

• Inform - ensure the employee is informed of a suitable time and place (change it if necessary), give him/her the chance to assemble data and relevant performance and achievement records and materials.

• Venue - ensure a suitable venue is planned and available - private and free from interruptions - observe the same rules as with recruitment interviewing - privacy is absolutely essential

• Layout - room layout and and seating are important elements to prepare also - don't simply accept whatever layout happens to exist in a borrowed or hired room - layout has a huge influence on atmosphere and mood - irrespective of content, the atmosphere and mood must be relaxed and informal - remove barriers - don't sit in the boss's chair with the other person positioned humbly on the other side of the desk; you must create a relaxed situation, preferably at a meeting table or in easy chairs - sit at an angle to each other, 90 degrees ideally -avoid face to face, it's confrontational.avoid face to face, it s confrontational.

• Introduction - relax the employee - open with a positive statement, smile, be warm and friendly – he/she may well be terrified; it's your responsibility to create a calm and non-threatening atmosphere. Set the scene - simply explain what will happen - encourage a discussion and as much input as possible - tell them it's their meeting not yours.

• Review and measure - review the activities, tasks, objectives and achievements one by one, keeping to distinct separate items one by one - avoid going off on tangents or vague unspecific views. Being objective is one of the greatest challenges for the reviewer - as with interviewing, resist judging the employee in your own image, according to your own style and approach - facts and figures are the acid test and provide a good neutral basis for the discussion, free of bias and personal views.

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PPR Overview• Agree on a Work Plan for 2010 - An overall plan should be agreed with the employee, which should take account of the job responsibilities, the employee’s

career aspirations, the group and whole organization's priorities, and the reviewed strengths and weaknesses. The plan can be staged if necessary with short, medium and long term aspects but importantly it must be agreed and realistic Project Charter & 5 year plan may have to revised mid yearaspects, but importantly it must be agreed and realistic. Project Charter & 5-year plan – may have to revised mid-year.

• Agree specific objectives - These are the specific actions and targets that together form the action plan. As with any delegated task or agreed objective these must adhere to the SMARTER rules - specific, measurable, agreed, realistic, time-bound, enjoyable, recorded. If not, don't bother. The objectives can be anything that will benefit the individual, and that the person is happy to commit to. When helping people to develop, you are not restricted to job-related objectives, although typically most objectives will be.

• Agree on necessary support - This is the support required for the employee to achieve the objectives, and can include training of various sorts (external courses and seminars, personal coaching, mentoring, attending meetings and workshops); anything relevant and helpful that will help the person develop towards the standard and agreed task.. Developing the employee in this way will bring benefits to their role, and will increase motivation and loyalty. The best employers understand the value of helping the whole person to develop. Be careful to avoid committing to training expenditure before suitable approval, permission or availability has been confirmed - Raising false hopes is not helpful to the process.

• Close positively - Thank the employee for their contribution to the meeting and their effort through the year, and commit to helping in any way you can.

• Record main points, agreed actions and follow-up - Quickly follow-up the meeting with all necessary copies and confirmations, and ensure documents are filed and copied to relevant departments, (HR, typically).documents are filed and copied to relevant departments, (HR, typically).

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PPR Overview - Form

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PPR Overview - FormPart 1. (b) New –attach a sheet if required

Ratings revised

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PPR Overview - Form

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PPR Overview - Form

Part 5 - new

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Work Plans• The work plan for the Division or Group should be used to develop

the individual work plans and goals for the current year (2010), and then used to evaluate performance results and accomplishments.

– Project Charter & Five-Year Plan

• All Supervisors are expected to use the “Work Plan” form or to develop their own which will accomplish the same result

(It is possible to have a work plan for all positions!)(It is possible to have a work plan for all positions!)

Month Date Year Presentation Title 11

Work Plans

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Succession PlanningPurpose / BackgroundPurpose / Background

Pending Threat to TRIUMF

• age of workforce, significant number of retirementsretirements

• brain-drain: staff leaving TRIUMF due to lack of opportunity or cost-of-living in Vancouver

ResultL f k l d- Loss of knowledge

- loss of organizational continuity- significant recruitment time effort and expenditure

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- significant recruitment time, effort, and expenditure

Succession PlanningCurrent Overview

• All critical positions identified by December 31st, 2009 – functions were identified

• Internal candidates identified for critical functions by December 31st, 2009 – March 31, 2010P i l d d i l i i f• Program implemented and operational in time for incorporating individual development plans into Jan/2010 Performance Reviews – Phase I - a startJan/2010 Performance Reviews Phase I a start

• Exit Strategies in place by March 31st, 2010 for all staff nearing retirement in the next 2 years (via PPR) l f iti l f tiPPR) – only for critical functions

• External recruitment strategies in place by March 31st 2010 for all critical functions which cannot be31 , 2010 for all critical functions which cannot be filled by internal candidates - goal

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Succession PlanningPhase II – April 1 2010Phase II April 1, 2010

• PPR follow-upA l P iti /F ti• Analyze Positions/Functions

• Review TRIUMF Committee membership• Contractor arrangements• Contractor arrangements• Function performed not replaced, different functional

need identified with potential candidate(s) or recruitment identified

• Review cost implicationsT i i– Training program

– Recruitment• Review Skills InventoryReview Skills Inventory• Maintain …..

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Training Requirements• Login to training data base

– Location - ????Location - ????

• Verify training requirements are accurate• Verify that records are accuratey• Individual Training Plan form

– Fill out form for new employees– Verify training records

Id tif t i i i t f i it & t d t• Identify training requirement for visitors & students

• Radiation Protection Course Jan 18 19 & 2016

• Radiation Protection Course – Jan 18, 19 & 20

Safety & HousekeepingSafety:

NCRs– Non Conformities with respect to safety

requirements must be reported• Corrective actions are required• equipment, activities…(should there be a list?)

Housekeeping:– CNSC Compliance Inspection (February 2-4)– Supervisors should point out deficiencies

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Time Sheet & Leave Reporting

HR Timesheet– Get them in on time – please!– Report sick time - LTD claims, overpayments

– Report vacation time

Project Management Time Sheet– must be completed for CFI back chargesmust be completed for CFI back charges– Effort by project must be identified

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Summary – we need your support …

…in keeping track of the following:

– Performance & Planning– SafetySafety– Training– Housekeeping

Time sheet reporting– Time sheet reporting

Many Flavours of TRIUMF employees/visitorsMany Flavours of TRIUMF employees/visitors

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Termappointments

by otherinstitutions

Sabbaticalvisitors

at TRIUMF

Hourly Grant

Visitors

HourlyEmployees

TRIUMFemployees

workingat member

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GradStudents

GrantAppointees

TRIUMFuniversities

MemberUniversityEmployees

workingat TRIUMF

Clerical andSupport staff

at memberuniversities

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Groupings

at TRIUMF

Students

MemberUniversityEmployees

OriginalUniversityAppointed

Jointappointments

with both

universities

StudentsCo-op

Summerworking at

Memberuniversities

TRIUMFEmployees

hired by

Appointedemployees

with bothmember

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hired byjoint venture

At your service

Performance & Planning – Josie Farrell 7332

Safety & Houskeeping – Gord Wood – 7495

QA & Safety Training – Phil Jones – 6171

Time Sheets:HR - Semi mthly/payroll– Shirley Tang – 7360Monthly – Shirley Reeve - 7391

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Th k Y !Thank You!M i!Merci!

4004 Wesbrook Mall | Vancouver BC | Canada V6T 2A3 | Tel 604.222.1047 | Fax 604.222.1074 | www.triumf.ca