FY 2010 UMMS Leadership Performance Management Process and Form Who should take this course? All Leaders Content Experts: Jane Pettit, UMHHS janep@umich.edu Judy Hallberg, Medical School jhallbrg@umich.edu This training module provides an overview of the new Leadership Performance Management Process and Form to be used in 2009-2010. This module is designed for leaders in our organization. For any questions, you can contact Jane Pettit at janep@umich.edu or Judy Hallberg at jhallbrg@umich.edu

Leadership Performance Management Process …includes: Performance Planning and Evaluation for Leaders (basis for year-end performance evaluation) Professional Development Planning and Assessment (not calculated into the year-end performance evaluation) There are two parts to the form: Performance planning and evaluation Professional development planning and assessment

Learning Objectives At the end of this module, leaders will be able to: describe the performance management process define a key area of responsibility (KAR) develop goals that align with the institutional/unit goals establish measurement criteria identify critical leadership competencies for success with identified goals create professional development goals - Institutional Competency - Optional The learning objectives for this module include: Describing the performance management process Identifying a key area of responsibility Setting goals that align with the organization Establishing a measurement criteria that can be evaluated Identifying leadership competencies that will impact your success Creating a professional development plan that includes the required competencies and those of your choice

Performance Management Process Begin here …and here 2. Professional Development Goal Setting Start of Fiscal Year 3. Observation, Feedback and Discussions All Year 4. Performance Evaluation End of Year 5. Professional Development Assessment 1. Performance Goal Setting …and here The Performance Management Process includes five steps. The manager and employee will set goals and establish criteria for success Together, they will do the same for development goals Throughout the year, the manager will observe performance, provide feedback, discuss and adjust goals as needed and the employee will note progress as well. Evaluate their performance at the end of the year on each goal and provide an overall rating; your employee will do the same; meet, compare, discuss and finalize Assess their professional development progress; provide an assessment ranking (Knows, Does, Does Consistently, Teaches/Mentors)

Step 1: Enter Name and Emp ID Double click on the Header to enter the employee’s name and ID After you’ve entered the information, exit the Header. 2009-2010 Name: Emp ID: Double click on the Header. Enter the employee name and ID #. This allows the name and ID# to be automatically added to each page of the document.

Step 2: Enter Employee Information Position:      Supervisor:       Start Date: End Date:       Next, enter the employee information, including position, supervisor name, start and end dates for the evaluation period. Include Employee Information Here

Step 3: Review UMMS Mission Statement Section I – UMMS Mission Statement To educate students, physicians and biomedical scholars and to provide a spectrum of comprehensive knowledge, research, patient care and service of the highest quality to the people of the state of Michigan and beyond. Section I has the UMMS Mission Statement Keep in mind when setting your goals.

Step 4: Add Your Unit Goals Section II: Unit Goals Review or add your unit’s goals. 1. 2. 3. If your unit has its own goals, you can add them here. I suggest one person in the unit make these additions and send a copy of the document to all unit members. Keep in mind when setting your goals.

Step 5: Read the Performance Plan Instructions Read instructions first! Section III: Performance Plan Identify your key areas of responsibility (KAR) from your job description* Select the KARs on which you will focus in this evaluation period. Identify one or more goals for each selected KAR: what you will accomplish and by when Identify the measurement criteria for each goal: how you will evaluate this goal; include a leadership competency key to the successful completion of the goal** You may add additional areas of Section III or V, if needed. * Examples of KARs can be found in Doc D. ** Leadership Competencies and Behaviors are listed in Doc B. There are five steps to creating a performance plan. A list of leadership competencies and support skills are listed at the end of the form for your reference. NOTE: The performance plan is the basis for the year-end performance evaluation.

Step 6: Identify Key Areas of Responsibility Section III: Performance Plan What is this? Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item What is a Key Area of Responsibility?

Key Area of Responsibility Job Description What is it? #1 KAR #2 KAR #3 KAR #4 KAR #5 KAR …represents your main responsibilities as outlined in your job description. How many KARS do people have? There is no ideal number; It will depend on your job. A Key Area of Responsibility comes from your job description. There is no ideal number; it will depend on your job. Examples are included here. Examples Budget management Team leadership Institutional projects Staff development Safety compliance Oversee technical problems in lab Grant writing

Step 7: Set Performance Goals “What” is to be accomplished? Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Set a goal related to a Key Area of Responsibility Choose an Item Choose an Item

Performance Plan Goals should… Support a Key Area of Responsibility Align with an institutional/unit goal Start with an action verb State a specific result Be measurable KAR: Budget Management Goal: Maintain a balanced budget and create a plan for additional 5% savings by 1/1/10 Your goal should meet a number of criteria as listed. Here is an example in the blue box.

will you know when the goal Step 8 & 9: Identify Criteria for Measurement “How” will you know when the goal is accomplished ? Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item You’ve set a goal related to your Key Area of Responsibility and aligned it with overall institutional and/or unit goals. Now, how will you measure that goal at the end of the year? How will you know that you’ve accomplished this goal? There is an example added to the goal in the blue box. Notice we have included a Key Leadership Competency, a competency that is expected to be demonstrated while completing this goal. Choose an Item KAR: Budget Management Goal: Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement: Financial statement shows a balanced budget with additional 5% savings Key Leadership Competency: Problem Solving Leadership competencies can be found on Doc B for convenient reference when planning.

Step 10: Professional Development Plan: Instructions Read instructions first! Section IV: Professional Development Plan Instructions Set a goal for each of the Institutional Competencies Optional Identify a leadership competency, of your choice, for development Identify a professional development goal(s) of your choice In Section IV are instructions for creating a professional development plan. Note, there are institutional competencies and an opportunity to create a personal development plan. NOTE: the professional development plan does NOT calculate into the overall performance evaluation

Step 11: Institutional Competency Section IV: Professional Development Plan Leadership Competency: Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:       Comments and Notes:       Self Assessment:   Self Evaluation:     Manager’s Assessment: Manager’s Evaluation:       Choose an Item Choose an Item

Institutional Competency Example Section III: Professional Development Plan Leadership Competency: - Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:    Work with a Lean Coach to evaluate the supply orders and inventory management process to decrease waste Comments and Notes:       Self Assessment: Self Evaluation:       Manager’s Assessment Manager’s Evaluation:       Here is an example of a Professional Development Goal related to the competency Improves Processes. Choose an Item Choose an Item

Step 12: Optional Competency - Example Self-selected Professional Development Goal Description of Goal and Plan: Project Management: Attend class on project management by 12-1-09. Develop a plan for the roll out of the new training by 3-1-10.     Comments and notes:       Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:       Choose an Item Choose an Item Select a competency that you would like to develop. This example uses Project Management.

Step 13: Meet Discuss and revise as necessary.

Step 14: Comments and Review Record your observations in the Comments and Notes section. Your manager will do the same. This step will save you time at the end of the year! After completing the Performance Plan and Professional Development Plan, you will observe and record the individual’s progress. The employee can also track their progress.

Performance Plan Example Comments and Notes – Performance Plan Example Section II: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item Use the Comments and Notes for to record progress. Date and initial comments. Later, comments from other reviewers can be added. Choose an Item KAR: Budget Management Goal: Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement: Financial statement shows a balanced budget ; demonstrate leadership competency: problem solving Comments:  10-5, JP, met and discussed budget gaps Throughout the year, add comments to the form. Date and initial your comments. You can merge comments from others later.

Professional Development Example Comments and Notes – Professional Development Example Leadership Competency: Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:    Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes: 11/9 JP Completed 4 day Lean Training   Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:       Section III: Professional Development Plan Collect comments throughout the year on professional development progress. Choose an Item Choose an Item

Step 15: Evaluation and Assessment If you have kept notes throughout the year, the Leadership Performance Evaluation should be easy to complete. At the end of the year, evaluate the manager’s performance

Rate and Evaluate Individual Goals Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       The employee will rate themselves on their success with each goal. The manager will rate this person on each goal, as well. Together, they will discuss all goals and ratings before making a final overall rating on performance. Choose an Item Drop-down Menu Not Met Approaching Successful Exemplary Choose an Item

Overall Performance Summary and Rating Complete an overall summary Overall Performance Summary Overall Performance Rating: Choose an Item Drop-down Menu: Rate the overall performance Provide an overall rating and summary of the individual’s total performance on goals.

Assess and Evaluate Individual Competencies Institutional Leadership Competencies for 2009-2010 Process-Execution-Operations: Process Management Description of Goal, Plan and Resources:    Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes: 11/9 Completed 4 day Lean Training   Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:       Choose an Item Drop-down Menu Knows Does Does Consistently Teaches/Mentors The employee and manager will also assess progress on each competency. For this rating scale, we are using the Lean ratings of Knows, Does, Does Consistently, Teaches/Mentors. Choose an Item

Overall Professional Development Summary Complete an overall summary of progress Overall Professional Development Summary Note: This summary does not calculate into the final Performance rating. Provide an overall summary of the individual’s total professional development. Then, assess their progress on their professional development goals. This rating does not calculate into the final Performance rating.

Step 16 & 17: Meet and Sign Sign the form Discuss overall summaries, ratings and assessment. Manager's Signature Date Employee's Signature Date       Sign the form Last step: both the manager and the employee will sign the form. The form is then mailed to HR.

Step 18: Make copies The manager gives a copy of the final evaluation to the employee and the Department’s main Administrator. The form is then mailed to HR.

Start Early! As always, your Department Administrator and HR appreciate early completion of your evaluations. If you have questions, contact your manager, Department Administrator or HR Consultant. Thank you. Start Early!