ePerformance: A Process Crosswalk May 2010

Overview Introduce ePerformance Provide you with a contact for questions Review the ePerformance Six Step Process Review the changes you will experience in using ePerformance for the first time Provide you with resources that will be available to you as a leader

Introduction UPMC is introducing a new online performance management process for managers and staff. The new process will begin with reviews due on or after June 6th. The goal is to automate some of the manual efforts currently involved in reviews, in order to allow more time for discussions about performance, as well as goal and development planning.

Introduction This presentation is intended to provide managers with a crosswalk between the current performance management process at UPMC and the new ePerformance system. Questions should be directed to your HR Contact Point Person for ePerformance: Denise Trosky 412-647-5411 graczykdl@upmc.edu

The Six Process Steps Step 1: Notification Step 2: Preparation Step 3: Gather and Review Information Step 4: Complete the Review Step 5: Approvals Step 6: Conduct the Review Meeting

Step 1: Notification Old Process: You received an email and alert in My HUB 30 days prior to the review due date. New Process: You will receive an email and alert in My HUB 45 days prior to the review due date.

Step 2: Preparation Old Process: You had to locate the electronic or paper copy of your staff member’s job description and ensure it was up to date. New Process: You will validate your staff member’s job description online through My HUB. No more cutting and pasting! You may have been required in the past to ensure your job description was in the most updated template. Now that you will validate your staff member’s job description online, you will not need to re-create these documents.

Step 2: Preparation Old Process: You had to create a new word or excel document each year and build in your job responsibilities and goals to get started. New Process: Job responsibilities will pull into your review (you can add/edit). Then you will need to add goals that were established. Success Tip! You will now be working in a system that times out instead of a Word or Excel document so remember to save information often!

Step 3: Gather and Review Information Old Process: You had to search your files to recover previous year documents for review. New Process: Starting this year you are creating history in a system and next year the review you are completing now will be at your fingertips!

Step 3: Gather and Review Information Old Process: If you utilized the self-evaluation process it was a form that your staff member had to complete. New Process: Now you will make the online document ready for your staff members comments and they can complete this online, where you can view it.

Step 3: Gather and Review Information A few things to consider about the self-review: Once the document is ready, the employee will receive an email and My HUB alert that their self-review is available for completion. The structure and format of the self-review will be the same as the review you see online for your staff member. As you are completing the staff member’s review you will be able to view or pull in comments from the staff member’s self-review document. Success Tip! The self-review is not a required component. If you have not had staff complete this process in the past you are not required to add it.

Step 3: Gather and Review Information Old Process: Co-worker feedback used to be gathered via paper forms or informal emails. New Process: Now you can nominate “peers” and “delegates” to offer comments or ratings on the same document you are completing.

Step 3: Gather and Review Information What is a Peer vs. a Delegate? A peer can offer ratings and comments on the Job Responsibilities and System-wide Competencies and Behaviors section of your staff members review. A delegate, in addition to rating your staff member on Job Responsibilities and System-wide Competencies and Behaviors sections can also rate your staff member on Goals. This may be a good option if you are having a co-manager also rate your staff member. The structure and format of the peer/delegate review will be the same as the review you see online for your staff member. Success Tip! Peer and delegate reviews are not a required component. If you have not used this process in the past you are not required to add it.

Step 3: Gather and Review Information Old Process: You used to gather notes and memos from your desk, your files and maybe even your email. New Process: Throughout the review period you will be able to add notes right online. You will also be able to review these notes while completing the review and pull them into the review document.

Step 4: Complete the Review Old Process: Below is the Performance Rating Key that has been used. New Process: Here is the new Performance Ratings that will be available to you: There are no longer numbers associated with the rating descriptions. There will be description definitions to help you make your selection in the system. While comments have always been encouraged the new system will require comments for all ratings, except Solid/Strong/Good Performer.

Step 4: Complete the Review Old Process: Weighting used to be available in the Excel document. New Process: Weighting will still be an option for you. You will need to ensure if you decide to use this that your entries total 100%. Success Tip! It is not required that you assign weighting to items. If you leave each item weighted as zero then all items will be weighted equally.

Step 4: Complete the Review NEW! All staff need a goal to work toward. Goal setting helps you as a manager ensure engagement and productivity. In the new system, it will now be required that all staff have at least one goal set for them in the year to come. Old Process: Goals used to be identified in the Development Plan. New Process: Now goals will be for the next review period will be entered online and will carry forward to the next review.

Step 5: Approvals Old Process: You used to have to route the paper review for various approvals and then process the final review rating online. New Process: You will still be processing the final review rating online and that part of the process will look familiar. However, now the whole document (review and merit) will be ready for approval. Based on the performance ratings you have entered, the system will provide a final performance rating and will reveal the merit range for this rating. The approver can see all components on the review and can make comments too!

Step 6: Conduct the Review Meeting Old Process: You used to print and review the final document with your staff member. New Process: You will still have the ability to print the performance review to review with your staff member. You may also choose not to print and to review it with your staff member online. The important thing is that this meaningful discussion take place. One of the goals of ePerformance is to ensure that more time is available for you and your staff member to discuss performance, future development and goals.

Step 6: Conduct the Review Meeting Old Process: You and your staff member used to have to sign the completed document. New Process: Now you will both acknowledge the review online. The staff member will need to sign into My HUB separately from you to acknowledge their review.

Your Resources A history of all communications that were published leading up to the system release are archived for your review. http://managers.infonet.upmc.com/PerfMgmt.htm ePerformance Overview for Managers: This overview page is dedicated to providing you with all the tools you need to utilize the online system. Video demonstrations, self-service guides and checklists will be housed together to support you in this process. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/ManagerOverview.html ePerformance Desk Reference: This is a high level navigation based overview of the system. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/ePerformanceDeskReference.pdf

Your Resources ePerformance Checklist: This checklist was created with you in mind to ensure that you are able to track your action steps that the online system will guide you through. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/Checklist.pdf ePerformance Step-by-Step User Guide for Managers: Do you prefer having a printed manual with instructions at your side when using a new process for the first time? This guide was developed to move you step-by-step through all required components of the new process. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/MgrInstr.pdf

Your Resources Department Competencies and Educational Requirements: You will be asked to attest online that your staff members Department Competencies and Educational Requirements are complete. This paper copy is available to you for tracking purposes for your own records. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/CompetenciesAndEducationChecklist.pdf FY2011 Performance Rating Descriptions: A notable change in this new fiscal year is the change to the performance ratings. This overview notes the new performance rating descriptions you will be using and defines each description for you. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/MeritMatrix.pdf

Your Resources ePerformance FAQ’s for Managers: This listing of frequently asked questions should help answers some of the initial questions that you have in using the system. http://www.upmc.com/careersatupmc/Pages/ePerformanceHelp/MgrFAQ.pdf Your HR Contact Point Person for ePerformance: (Insert HR Contact Name) (Insert HR Contact Phone Number) (Insert HR Contact Email Address) Thank you for all that you do to make Performance Management effective and successful with your teams!