1. KCTCS PERFORMANCE REVIEW PROCESS 2010-11

2. RESULTS OF KCTCS EMPLOYEE PPE SURVEY (Overall 317 faculty and 614 staff responded, a total of 931) Only 6% of employees were very satisfied with current process 70% of employees wanted an electronic format Majority of employees wanted competency based performance review Thanks for taking the time to respond to the survey!

3. PPE Changes Focus on the Positive Enhanced Communication Addresses Expected Behaviors Inclusive Rating Scale Simpler and Easier to Administer

4. Old PPE Form Planning Midyear Final Evaluation Position Responsibilities Internal Service External Service Professional Development Leadership Focus on Tasks Focus on Cut and Paste 5 Tier Rating System Paper Process Revised PPE Form Planning Optional Midyear Ongoing Feedback Final Evaluation Minimum of one Goal No Maximum of Goals 8 Competency Categories (based on feedback from survey) Focus on Communication Focus on Creativity 3 Tier Rating System Electronic Process

5. INCLUSIVE RATING SCALE Ratings for the revised process are: Excels = (EE) (ME) Employee achieves their individual work related goal and earns a “succeeds” in all competencies. Achieves = (M) Employee achieves their individual work related goal and earns a “succeeds” in 6 competencies. All competencies are met in the Job Responsibility category. Growth Opportunities = (NI) (DNM) Employee does not achieve individual work related goal and/or earns a “succeeds” in 5 or less competencies. Employee does not meet all competencies in the Job Responsibility category. A performance improvement plan will be developed and implemented as part of this rating.

6. SETTING MEANINGFUL GOALS Goal Characteristics: Begins with an action verb Is measurable Has a specific deadline Is realistic/achievable

7. Action verbs = Focus on accomplishment Examples of action verbs: AnalyzeExpandProduceMaintain StreamlineImplement GenerateWrite TrainDesignExpediteEliminate Contact Control DevelopImprove ReduceOperateProvideDirect IncreaseCompleteConductPrepare Setting Meaningful Goals

8. SETTING MEANINGFUL GOALS( CONT’D ) Goal Measurability:  Quantity – Ex: Number of calls answered  Quality – Ex: % of Reduction in errors  Cost – Ex: % of Reduction in maintenance costs  Timeliness - Number of on-time projects

9. EXAMPLES OF WELL-WRITTEN GOALS Maintenance Goal: During the evaluation period, I will disinfect areas assigned to me (including door handles, stairwells, and bathrooms) on a daily basis to prevent the spread of disease such as H1N1. Documentation will be observation of supervisor. Maintenance Goal: During the evaluation cycle, I will participate in a ladder safety course to improve safety for M&O. Documentation will be the class record. Clerical Staff Goal: By the end of the evaluation cycle, I will master the KCTCS Debit Card refund administrative process and train other office staff to assume this day-to-day service for our students. This will facilitate enhanced student services and responsiveness for our students. Documentation will be the training records for staff. Clerical Staff Goal: During the evaluation cycle, I will complete a records management course to improve the management of files in our office. Documentation will be the final grade.

10. EXAMPLES OF WELL-WRITTEN GOALS Professional Staff Goal: I will map out detailed processes for third party billing, cancellation and collection process by the end of the evaluation cycle. Documentation will be the distribution of the map to other Business Office staff. Professional Staff Goal: During the evaluation cycle, I will implement and use the Common Data Set to decrease the number of data requests among common items by 10%. Documentation will be a report that shows a decrease in the number of data requests. Administrative Goal: During the evaluation cycle, I will complete Crisis Management Team training for chain of command for the college as a whole and for each campus. Documentation will be training records and publication of the chain of command to follow in times of crisis. Administrative Goal: I will set up small focus groups (5-8 employees) to discuss college-wide issues that the employees feel need to be addressed. I will compile the responses and present them to the Senior Leadership Team by the end of the evaluation cycle.

11. The Performance Review Process How It Works

12. PPE PROCESS – PLANNING PHASE Meet to discuss achievements from past performance year. Discuss improvement.

13. PPE PROCESS- PLANNING PHASE Set performance enhancement goals and measurements Decide how many times to meet This completes the planning phase of the evaluation.

14. PPE PROCESS – FINAL PHASE March-April Employee provides performancedocumentation Supervisor evaluates completion of goal(s) Supervisor evaluates competencies

15. PPE PROCESS – FINAL PHASE Overall rating calculated electronically Supervisor and employee discuss rating Employee and supervisor sign completed form Copy sent to Human Resources This completes the final phase of the evaluation.

16. COMPETENCIES Job Responsibilities Performs job responsibilities Demonstrates essential skills for a position Demonstrates good work habits, flexibility, and initiative Quality of Work Demonstrates dependable and punctual attendance Shares expertise Shows pride in work

17. COMPETENCIES Cooperation/Communication Demonstrates appropriate communication skills Is open to different viewpoints Shows respect for others Collaborates on joint projects and decisions Demonstrates teamwork Gives and receives candid and helpful feedback

18. COMPETENCIES Continuous Improvement Contributes to overall improvement of the organization Participates in professional development activities to meet job knowledge or organizational goals Values innovation and creativity by embracing new solutions and ideas Customer Focus Focuses on customer satisfaction Develops effective professional relationships with customers Anticipates and meets the needs of both internal and external customers

19. COMPETENCIES Resourcefulness and Results Works effectively in multiple work situations Uses various resources to achieve desired results in a timely manner Takes action and commits to getting things done Contributes to achievement of organizational goals (strategic plan, college or unit goals) Leadership Sets a positive example for others to emulate Demonstrates a positive attitude in the workplace Seeks input and assesses risks when making decisions

20. QUESTIONS?