1. 2014 – 2015 EVALUATION PERIOD KCTCS ePerformance Training

2. PPE HISTORY  In 2010, employees indicated in a system-wide survey that they would like an electronic PPE format  The format would include emphasis on job description duties and competencies  A form was developed by a PPE Team comprised of two College Presidents and a representative from every college  In 2014 HRMS developed an automated version in PeopleSoft for staff employees

3. PPE HIGHLIGHTS  Employee tool  Provides a “roadmap” of duties and expectations for the year  Supervisory tool  Promotes conversation between the supervisor and the employee  Establishes the job expectations and responsibilities for the evaluation year  Form maintains the 5 rating categories  Process contains 3 parts:  Planning Phase  Mid-Year Review  Final – Performance Evaluation Process  Evaluation timeline What stayed the same?

4. PPE HIGHLIGHTS  Requires employee and supervisor to review job description annually  Format based on job duties and competencies (ex. quality, quantity, job knowledge, dependability.)  Format includes individual behavioral components in assessing employee performance (ex. cooperation, adaptability, teamwork, initiative, etc.)  Document is electronic What stayed the same? (Continued)

5. PPE HIGHLIGHTS  No longer Excel based  PeopleSoft based located in Self Service  Email reminders to supervisor, reviewer, and employee for document creation and signatures  List of employees with status of evaluation shows up in PeopleSoft  Signatures all electronic within PeopleSoft  Printing now optional as history housed in PeopleSoft What’s new?

6. PLANNING PHASE  Job description reviewed for accuracy and updated if necessary  Goals/specific objectives/performance expectations created (if applicable)  Weights (measure of importance) assigned to each competency category  Planning phase completed no later than August 31, 2014

7. PLANNING PHASE The supervisor with collaboration from the employee:  Reviews the job description and establishes responsibilities  Establishes goals for the coming year  Assigns weights to the Job Specific and Behavioral Competencies The supervisor will hold an individual conference with the employee Employee and supervisor both sign electronically Process

8. PLANNING PHASE Establish Criteria – Job Description

9. PLANNING PHASE Establish Criteria – Goals

10. PLANNING PHASE Establish Criteria – Weighted Job Specific and Behavioral Competencies

11. WEIGHTING PERCENTAGES  Must equal 100% to reflect the relative importance for the position  Must be a whole number (can be a zero)  Once finalized the weighting cannot be changed during the evaluation year unless there is a significant change in position responsibilities or a change in position Additional Information

12. MID-YEAR REVIEW PHASE  Designed to foster discussion between employee and supervisor regarding performance to date  Supervisor reviews criteria created during the Planning Phase  Supervisor conducts meeting with employee to discuss progress to date  If performance is not satisfactory, a Performance Improvement Plan (PIP) is implemented after consultation with HR  Employee and supervisor both sign electronically Overview

13. MID-YEAR REVIEW PHASE Process

14. FINAL EVALUATION PHASE  Supervisor reviews job description and established responsibilities  Supervisor reviews goals that were set during the planning phase  Supervisor assigns ratings to the weighted job specific and behavioral competencies Overview

15. FINAL EVALUATION PHASE Job Description

16. FINAL EVALUATION PHASE Goals

17. FINAL EVALUATION PHASE Weighted Competencies

18. FINAL EVALUATION PHASE  Supervisor will rate competencies using the following scale  1 = Fails  2 = Needs Improvement  3 = Met  4 = Met and Exceeded  5 = Consistently Exceeded Expectation  N/A = Not Applicable (Note that PeopleSoft automatically enters N/A if Competency Given 0% Weighting  For average rating of 1, 2, 4, or 5 (anything but a 3 rating) in each of the ten competency categories the supervisor must include comments justifying the rating in space provided in PeopleSoft document. Rating Weighted Competencies

19. FINAL EVALUATION PHASE  A competency that is given a 0% weighting is automatically made N/A (Not Applicable) causing PeopleSoft to not include it in calculation of the average  Evaluation document in PeopleSoft designed to calculate the overall evaluation value by adding the average weighted ratings per competency  Based on overall evaluation value, the system automatically assigns the Overall Evaluation Rating (EE, ME, M, NI, F) as defined in the rating categories (Calculation of Ratings)

20. FINAL EVALUATION PHASE  Supervisor  Rates competencies creating a draft evaluation  Meets with the reviewer (next level supervisor) to discuss rating  Schedules individual meeting with employee to discuss evaluation  Marks PeopleSoft document as “Review Held” after employee discussion allowing employee to mark their agreement with it and sign document  Checks PeopleSoft document to see if employee has agreed with the evaluation. If an employee appeals, supervisor notifies HR immediately.  Supervisor finalizes document (Supervisor Responsibilities)

21. QUESTIONS?