2 Objectives Review of completed tasks Overview of Performance Management ProcessPlanning ToolsExpected Job Results 2012Behavior TemplateMid Year Performance Review Process360 FeedbackReview of Midyear ExpectationsAccessing the Tool Review & Key Dates
3 What should have been completed already? Complete SAP Performance Management TrainingValidate direct report list is accurateIf not please contact Meloney Williams and Bernard Rice byInclude name, DUID and who the employee reports toEJR’s entered into SAPEJR’s cascaded to specific employees from catalogueDates and times scheduled for employee meetings and distribute self assessment toolAsk employee for at least 3 names for 360 Feedback
4 Performance Management Process July-September 2011January/February 2012July –September 2012September – October 2012Evaluate performance results and behaviors for FY10; Performance planning for FY11Evaluate performance results and behaviors for FY11; Performance Planning for FY13Reward paid for FY12PLANNINGCOACHING/FEEDBACKEVALUATION/ DEVELOPMENTREWARDMid Year Reviews - Interim meeting with supervisor to review progress toward FY12 goals
5 Purpose of Mid Year Reviews An assessment of performance during the middle of an appraisal period.Provides staff with ongoing feedback on strengthening performance.Evaluate progress toward established goals, outcomes, and behaviorsIdentify opportunities for increased skill building or improvement of current skills.Provide the opportunity for peers, colleagues, coworkers to give job related and behavioral feedbackFocus of the peer review and upward appraisal is developmentalSupports the creation of the annual development plan
6 Staff Member & Supervisor: Overall Performance Rating ComplianceExpected BehaviorsExpected Job ResultsStaff Member:TeamworkIntegrityDiversityExcellenceSafetyStaff Member & Supervisor:Quality& Patient SafetyCustomerWork CultureFinanceStaff Member:Population-SpecificUnit-SpecificTJC (The JointCommission)Supervisor:+DUHS ComplianceY/N50%50%Overall Performance Rating100%
7 Planning Tools Employee Instructions SAP Performance Management EJR (Goals for FY12)Behavioral TemplateDepartment or CSU Balanced ScorecardProfessional Development Plan/Performance Improvement Plan360 Feedback /Self AssessmentInclude any other comments or compliments received outside of the 360 process
9 Scheduling the Mid Year Reviews 1Schedule time on your calendar.2Notify staff of available dates and times3Explain the purpose of the mid-year review and the 360 peer review processes
10 Employee Instructions Explain the mid year processThe employee is to provide at least 3 namesHave the employee complete the self assessmentCombination of accomplishments of department/unit goalsAccomplishments around “How I Have Lived the Values and Behaviors”Return the self assessment by specified dateEngage in a face-to-face conversation with SupervisorProvide signature acknowledging review
11 360 Peer Review Process4The manager and the employee will identify at least three persons to participate in the peer review process5If you have a Survey Monkey account, distribute the 360 feedback form electronically. If you do not have a Survey Monkey account, you may distribute the 360 feedback form manually utilizing a Microsoft Word document found at6Download in Excel, consolidate feedback and save on your computer and add as an attachment to Mid Year review in SAP Performance Management Tool.The supervisor will synthesize the feedback including strengths and areas for development.Review the employee’s progress toward performance and behavioral expectations.
12 Preparing for the Employee Meeting 7Review the employee’s progress toward performance and behavioral expectations.8Incorporate other manager observation and documentation.9Balance feedback including successes and opportunities for improvement.Use the CSU/departmental or unit balanced scorecard to progress toward established goals.Example of other documentation are: competency evaluation, current corrective action, time and attendance etc.Review the employees training and licensure records for compliance
13 Suggestions for Giving Feedback Start with something positive and reinforce good performanceFocus on how to improve rather than on past mistakesSupport your comments with facts – observable performance not inferences or assumptionsUse “we” to stress teamworkBe candid, honest and fair – not confrontationalAsk questionsLISTENReceive feedback graciously
14 3 Types of Development Plans Development to close performance gaps- Identify Development Plans for any performance objective or key competency which is assessed in the “NI” performance levelDevelopment to enhance job skills and performance- Provide opportunities for a staff member to enhance job-related skills and performance3. Development for career advancement or career exploration- Enhance the ability of staff members to be promoted or provide opportunities for career exploration through cross training or mentoring activitiesOptions to considerProjects/Developmental AssignmentsCourses/Training or CertificationsResearch (books, articles, internet)Mentoring relationshipsCommunity of practice/Professional AssociationsNI- is not a bad thing. It identifies opportunity for improvement.
15 Documenting into the SAP Performance Management Tool 10Document employees progress towards FY12 goals11Complete Compliance RequirementsComplete DUHS Values and Behaviors Assessment12Complete EJR evaluationProvide professional development in the Professional Development Plan tab
16 Finalizing the Mid Year Review 13Print 360 Feedback Survey, EJR’s and Values and Behaviors in preparation for the meeting with employee14Go back into the SAP Performance Management tool and click on Approve Mid Year Review15Print signature sheet and have employee sign and place a copy in the employee file.If you believe the employee needs to transition to a PIP please review with departmental leadership or HRSet aside enough time to complete the meeting in one session.Consider performance and development over the entire period, rather than focusing only on most recent event.Come to the meeting prepared to discuss suggested enhancement of performance.Review with the staff member’s their progress toward established goals (CSU, departmental and individual). Incorporate feedback from peer reviews for both behaviors as well as performance.
17 Accessing the SAP Performance Management Tool & Key Dates
18 SAP Process Management & Tutorial Go to hr.duke.eduClick on Log in and log into i-forms