1. Mid-Year Performance Review Overview Training
Welcome
Welcome to the Mid-Year Performance Review Overview training that is available on demand.
Purpose
The purpose of today’s call is to provide an overview of the Mid-Year Performance review process .
Let’s first take a look what we are going to cover today

2. Agenda Mid-Year Performance Review Contact for Questions
Importance of Revisiting Objectives
Purpose of Mid-year Review
Process Flow
Mid-year Review Content
Mid-year Review within Talent Management System
Contact for Questions
Agenda
Let’s take a moment to review the discussion topics for today. (Review Agenda)
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3. Talent Management Framework
Identify
Assess
Develop
Move
Global Leadership Capability
Selection/Assessment
Performance (PMP)
Competencies
Ingersoll Rand Leadership College
Development Planning
Career Progression Models
Coaching and Feedback
Leadership Development Programs
Organizational Leadership Review (OLR)
Talent Review
Strategic Staffing
Career Development Index
Job Assignments
Project Assignments
2x2x2+5 Encouraged for Senior Leaders
Long Range Plan
Strategy Map
Annual Operating Plan
Before we get into our topics for today I want to revisit the company’s talent management framework and discuss where the Mid Year PMP
(review content on the slide)
Now let’s begin turn our attention to the mid year PMP review
Employee Engagement 3

4. Purpose of the Mid-year Review
Conduct a formal progress check on objectives established earlier in the year and update goals as needed
Assess and discuss behaviors based on our core and leadership competencies
Managers provide coaching and guidance in areas where progress may differ from plan
The purpose of the mid-year review is to conduct a progress check on the objectives established at the beginning of the year to ensure that the employee is on track with their objectives. It is also a time to review and discuss “how” this work is getting done and providing feedback and coaching on the core or leadership competencies.
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5. Mid-year Review Process Flow Chart
1) Employee completes employee midyear self assessment & sends to manager.
2) Manager gathers feedback from appropriate parties (matrix mgr, project mgrs, etc.)
3) Manager updates midyear review incorporating feedback from others.
4) Midyear review discussion takes place.
5) Employee updates objectives following midyear discussion, as needed.
6) Employee continues to execute against objectives.
Complete by June 30
Complete by July 31
This slide reflects the basic steps involved in the mid-year review process. Because employees should be working on their progress throughout the year, employees should track their objectives on an ongoing basis. Similar to development plans, feedback and coaching with employees should not be an event that only takes place at mid-year and end of year, but managers should provide their employees with ongoing coaching and feedback throughout the year.
During the mid-year review, employees and managers are asked to review and update progress on objectives – what was achieved. Employees and managers will provide ratings on the core or leadership competencies. This rating is the “how” the employee demonstrated desired behaviors in achieving their objectives. Employees summarize their mid-year performance and managers are asked to do the same. Managers will also include a summary of strengths and development needs in the mid-year performance summary. This information will be helpful to employees so that they can use this information to add objectives to their development plan.
Keep in mind, second level manager approvals are not required for mid-year reviews and formal ratings are not required. This is an important note for managers. Once you have completed mid-year review discussions, make sure that you send the form to “Mid Year Review & Discussion Complete” step within the TMS system.
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NOTE: Employees should track their progress throughout the year and managers should provide employees with regular feedback and coaching throughout the year.

6. Mid-year Review Content
Performance against agreed upon objectives
Progress and realignment of objectives based upon business needs
Discussion of Core or Leadership Competency ratings
Coaching and feedback
The Mid-Year discussion is also a great time to spend some time talking about progress being made on your development activities!
Next, let’s talk about what success looks like for the mid-year review: There are four key components:
Actual performance against agreed upon objectives. Employees and managers should discuss the progress of each objective on the Performance Management form. Employees should be prepared to give an update on their progress. Likewise, managers should be prepared to offer feedback about that progress.
Next is to check the progress and re-alignment of objectives based upon business needs. The goals we set at the beginning of the year may not be the business’ priority now. Because of this, our Performance Management documents are considered “living documents” that may change throughout the course of the year. The mid year review gives us an opportunity to review our objectives and re-align them based upon the needs of the business.
The third component is a review and discussion around the core or leadership competencies to ensure that individuals are demonstrating those behaviors in everything that they do.
Another component of the mid year is around performance and development feedback and coaching. In addition to reviewing the status of our individual objectives, the mid-year review discussion includes overall performance feedback and a discussion of strengths and development needs and how those development needs can be addressed into an actionable objectives within the development planning form.
Finally don’t forget that the mid year is a great opportunity to reconnect on your development plan – specifically discussing what progress has been made or what adjustments may be needed
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7. Utilize My Career Navigator
If you didn’t complete some of the exercises before your development plan discussion, you can do them before your mid-year discussion
Create and share the leader report for your manager
Remember – My Career Navigator can be used throughout the year
Click HERE to view a video overview of My Career Navigator
For additional information click HERE
As a reminder, remember that My Career Navigator is something that you can use at any time
If you didn’t have an opportunity to use it in preparing your development plan, take some time to explore it, complete some of the exercises, share the leader report with your manager and see if the insights gained have an impact on your current development plan activities.
If you are not familiar with My Career Navigator, watch the video overview out on Talent Management System home page or access these materials and click on the link included here. There is also a link here to additional information out on the IR portal.
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8. Reminders No changes to the PMP form this year
PMP is visible to employees after the Mid Year review is complete
There are separate comment sections in the PMP for the Mid Year (employee, manager, matrix)
The PMP is available in 6 languages including: Chinese, French, German, Italian, Portuguese and Spanish
Reminders
Same as in the past few years, the mid year and year end forms are consolidated into one form – which allows the information captured in the mid year to be available in the year end form.
PMP is visible to employees in the system after the mid year review is completed
Mid Year will have their own separate sections for comments (by manager, employee, matrix manager).
PMP is available in multiple languages
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9. PMP Form June 30th: Employee Mid-Year Self Assessment Complete
Employee will go to the “Assessment” tab (use drop down navigation menu on home page)
The employee should see the 2016 Performance Review form (for either core or leadership competencies) in his or her inbox and it should be in the mid-year self assessment step (highlighted in green).
Once the employee has completed the form, they will send the form to the Manager
Once the manager has completed the form, the manager will send the form to “Mid Year Review Complete” status
June 30th: Employee Mid-Year Self Assessment Complete
July 31st: Manager Assessment and Review Complete
This slide shows what needs to be done within the Talent Management System (TMS). To do this:
On the home page, click on the drop down menu and select “Assessment”
Select the 2016Performance and Core / Leadership Competency Review form – there are no changes to the form
Once the employee completes their mid-year assessment, they will forward to their manager. If the employee has a matrix manager, the manager can forward to “get feedback”. Again, this is the same as last year.
The last step is once the manager has completed the assessment and has had the conversation with their employee, they will need to go into TMS and click on the “Mid Year Review Complete” button.
Process Launch Date:
We are targeting to have the PMP form available for employees to begin the self assessment the week of June 6th
Due dates:
Employee Mid-Year Self-Assessment is due on June 30th
Managers assessment and discussion must be complete by July 31st.
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10. Update Status on Objectives
To add an action to an objective, click on the “More Details” link to display that box
To update progress on status of each goal, click on the drop down arrow and adjust the status of the objective
Employee’s are able to add comments on the overall progress of the objective in this text field (There will be a similar text box for manager’s to complete in the 1st level manager review)
This is where the employee and the manager have the ability to update objective information.
Employees also have the ability to edit their objectives. Before editing the text of an objective or associated due dates, employees and managers should discuss the changes before they are entered into TMS.
As a reminder, managers comments must be place under the appropriate text box under the objective, not within the objective itself.
There will be comment boxes for the employee, manager and matrix manager (if applicable). The employee will not see any manager mid year comments until the mid year review “discussion complete” button is hit in the TMS by the manager
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11. This slide is just a review of the Enterprise Competency model which everyone should be familiar with. During the mid year review, each employee will be assessed on their core or leadership competencies. The system will automatically prepopulate the competencies based on if you are a people manager (which will be the “leadership competencies”) or individual contributor (which is the “core competencies).
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12. Competency Ratings - Employees
Click on these links for more information on our Enterprise Competency Model and specific competency definitions and behaviors
You can mouse over each of the competencies to view a definition
You can also mouse over the number to view the rating (i.e. 3.0 = Expected Proficiency)
Text field where employees can enter their competency assessment related comments
The next section of the form is the competency assessment section that I just talked about during the previous slide. (review info on the slide)
Click on these links for more information on our Enterprise Competency Model and specific competency definitions and behaviors
You can mouse over each of the competencies to view a definition
You can also mouse over the number to view the rating (i.e. 3.0 = Expected Proficiency)
Text field where you can enter your competency assessment related comments
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13. Competency Ratings - Managers
Click on these links for more information on our Enterprise Competency Model and specific competency definitions and behaviors
Click on the Competency Calibrator button to view and rate all of your direct reports
You can mouse over each of the competencies to view a definition
You can also mouse over the number to view the rating (i.e. 3.0 = Expected Proficiency)
Text field where managers can enter their competency assessment related comments
The next section of the form is the competency assessment section that I just talked about during the previous slide. (review info on the slide)
Click on these links for more information on our Enterprise Competency Model and specific competency definitions and behaviors
Click on the Competency Calibrator button to view and rate all of your direct reports
You can mouse over each of the competencies to view a definition
You can also mouse over the number to view the rating (i.e. 3.0 = Expected Proficiency)
Text field where managers can enter their competency assessment related comments
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14. Competency Calibrator Refresher - Managers
As during the year end process, managers will have access to the “Competency Calibrator”
By clicking on this button, managers will be able to view all of their direct reports and they can score and calibrate their competency ratings
Scores can be entered by selecting the appropriate number (1 = No/Very Low Proficiency – 5 = Exceptional Proficiency) and when they are saved, the changes are saved to each employees PMP form
The competency calibrator enables managers to view all of their direct reports on one screen and view and select their competency ratings. Have to be in the same step – i.e. employees have completed the self assessment and have submitted to the manager.
If you are working on one employee’s PMP and hit the use the competency calibrator, all rating changes, selections made in the calibrator will be saved to other employee’s forms once you save the changes in the calibrator.
(Note: If a manager has more direct reports than can be displayed on 1 screen, the system will provide additional pages displaying the other direct reports.)
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15. Competency Model Rating Scale
Exceptional
Proficiency
Mastery of all relevant behaviors for this competency
Behaviors significantly enhanced business results
Recognized as an authority and sought by others for guidance in this competency
Strong
High level of proficiency in majority of the relevant behaviors for this competency
Behaviors contributed to attainment of business results
Capable of performing complex applications
Expected
Proficiency in the majority of the relevant behaviors for this competency
Occasionally influenced others in development/application of competency
Demonstrated commitment to improve this competency
Requires occasional coaching
Low
Mixed level of proficiency in the behaviors listed for this competency
Actions are not so distinctive as to influence others
Demonstrated occasional difficulty balancing behavior with other needs
Requires coaching
No / Very Low
Demonstrated an inadequate level of proficiency in the relevant behavior for this competency
Did not influence others in the development and application of this competency
Requires frequent coaching
Each competency will be rated from very low to exceptional proficiency. This slides shows you guidelines on the ratings within each rating scale.
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16. Mid-year Review Summary
Employees and Managers will fill out the text box to complete their mid-year summary
The final section of the mid-year review is the mid-year summary. The employee would complete the “Employee Mid Year Self Assessment box, which allows the employee to summarize their performance. The manager will do the same.
Note that during the mid year review manager’s are able to send the review to a matrix manager for input by using the “Get Feedback” button. Matrix manager’s are able to add comments to individual objectives and have the ability provide summary competency comments and overall mid year assessment comments in the document. They then need to send it back to the manager.
NOTE: Matrix manager can see everything that has been completed and saved by the employee and the manager. If a manager does not want the matrix manager to see their ratings and comments, they should forward to them prior to completing the review.
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17. Mid-year Review Complete
After the mid year discussion has occurred, the manager clicks on the “Mid Year Review and Discussion Completed” button
The PMP form is then moved to the “Mid Year Review Complete” step of the route map and is available for the employee to view
The PMP form will automatically route to the Year End Employee Self Assessment activity when it begins in early November (a note in the PMP has been included to remind employees that this will happen)
After the mid year discussion has occurred, the manager clicks on the “Mid Year Review and Discussion Completed” button
The form will move to the employee and be available for them to review in the TMS
Managers can view the PMP by going into the Assessment tab and clicking the “en route” link (In Progress section)
The PMP form will automatically route to employee when the Year End Self Assessment activity begins in early November
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18. Preparation for Mid-year Review
Employee Responsibilities
To prepare for the mid-year review:
Use TMS to update the status of each objective
Rate yourself against the core or leadership competencies
Summarize progress in the employee mid-year self assessment section of the PMP form
Identify areas in which additional help or resources are required
Manager Responsibilities
To prepare for the mid-year review:
Use TMS to update the status of each objective
Schedule mid-year PMP meeting with employee
Meet with each employee to discuss:
Accomplishments to date
What was achieved and
How it was achieved (demonstration of core or leadership competencies)
Review of core or leadership competency ratings
Areas requiring additional coaching or support to ensure success
Changes/updates to objectives
Provide feedback & coaching
Obtain agreement on changes to objectives and next steps
Move Mid-Year PMP to “complete” status in TMS system.
Now that we understand what mid-year reviews are, let’s talk about the various roles in the mid-year review process. Let’s begin with the employee.
While most training tends to focus on developing and preparing managers for their part in the performance management process, it is just as important to educate employees on their role in the process.
Prior to the mid-year review discussion employees should:
Utilize the Objective Tab to update the status of each of their objectives.
Summarize their overall progress and performance in the Employee Mid-Year Self Assessment Section of the Mid Year form
Identify areas in which they require additional help or resources. Again, this could be used to put an objective in their Development Plan.
The manager’s responsibilities prior to scheduling the meeting with an employee for the mid-year review discussion is to review the performance expectations for the employee and document the performance in the TMS system. Be prepared with the following objectives for that meeting:
Discuss the employee’s performance accomplishments to date.
Again, these conversations should focus not only on the employee’s objectives, but also their overall performance to date. It is important to remember how something was achieved is as important as what was achieved so managers should be prepared to provide employees feedback on how they have demonstrated desired behaviors. Again, if there are areas of development, this will be an excellent time to discuss and put an objective down on the employees Development Plan.
Identify areas requiring additional coaching or other support to ensure success.
Managers and employees should discuss the cause and potential solutions to performance issues and/or problems. And managers should ask how they can help the employee succeed.
Obtain agreement on any changes Any changes that arise as a result of the mid year review discussion should be agreed upon by both the manager and the employee. These changes should be documented in the PMP module with follow up discussions scheduled as appropriate.
While our focus today has been on the mid year review process, it is important to note that the dialogue between manager and employee should be ongoing, and should not be isolated to only two times per year: mid year and end-of-year review. Developing, coaching, motivating and engaging our employees are all responsibilities of those who manage. The more often managers provide coaching and feedback during the performance year, the less likely there are surprises at the end of the year. And the easier it should be for managers to complete the year-end review!
Now that we’ve covered the mid year review information, let’s spend some more time on development planning

19. Manage My Career on IR Portal
Resources
Manage My Career on IR Portal
Mid Year Review Process Information on MMC
Competency Development Guides

20. If you have questions after reviewing this information, please send an email to:
Thanks for reviewing this information on the mid year review process. If you have some questions that were not addressed in this trailing, please send an to the address listed here and we will get back to you with an answer.