1. Mid Year Performance Review Process

2. Objectives Review of completed tasks
Overview of Performance Management Process
Planning Tools
Expected Job Results 2012
Behavior Template
Mid Year Performance Review Process
360 Feedback
Review of Midyear Expectations
Accessing the Tool Review & Key Dates

3. What should have been completed already?
Complete SAP Performance Management Training
Validate direct report list is accurate
If not please contact Meloney Williams and Bernard Rice by
Include name, DUID and who the employee reports to
EJR’s entered into SAP
EJR’s cascaded to specific employees from catalogue
Dates and times scheduled for employee meetings and distribute self assessment tool
Ask employee for at least 3 names for 360 Feedback

4. Performance Management Process
July-September 2011
January/February 2012
July –September 2012
September – October 2012
Evaluate performance results and behaviors for FY10; Performance planning for FY11
Evaluate performance results and behaviors for FY11; Performance Planning for FY13
Reward paid for FY12
PLANNING
COACHING/
FEEDBACK
EVALUATION/ DEVELOPMENT
REWARD
Mid Year Reviews - Interim meeting with supervisor to review progress toward FY12 goals

5. Purpose of Mid Year Reviews
An assessment of performance during the middle of an appraisal period.
Provides staff with ongoing feedback on strengthening performance.
Evaluate progress toward established goals, outcomes, and behaviors
Identify opportunities for increased skill building or improvement of current skills.
Provide the opportunity for peers, colleagues, coworkers to give job related and behavioral feedback
Focus of the peer review and upward appraisal is developmental
Supports the creation of the annual development plan

6. Staff Member & Supervisor: Overall Performance Rating
Compliance
Expected Behaviors
Expected Job Results
Staff Member:
Teamwork
Integrity
Diversity
Excellence
Safety
Staff Member & Supervisor:
Quality& Patient Safety
Customer
Work Culture
Finance
Staff Member:
Population-Specific
Unit-Specific
TJC (The Joint
Commission)
Supervisor:
+DUHS Compliance
Y/N
50%
50%
Overall Performance Rating
100%

7. Planning Tools Employee Instructions SAP Performance Management
EJR (Goals for FY12)
Behavioral Template
Department or CSU Balanced Scorecard
Professional Development Plan/Performance Improvement Plan
360 Feedback /Self Assessment
Include any other comments or compliments received outside of the 360 process

8. Mid Year Performance Review Process

9. Scheduling the Mid Year Reviews1
Schedule time on your calendar. 2
Notify staff of available dates and times 3
Explain the purpose of the mid-year review and the 360 peer review processes

10. Employee Instructions
Explain the mid year process
The employee is to provide at least 3 names
Have the employee complete the self assessment
Combination of accomplishments of department/unit goals
Accomplishments around “How I Have Lived the Values and Behaviors”
Return the self assessment by specified date
Engage in a face-to-face conversation with Supervisor
Provide signature acknowledging review

11. 360 Peer Review Process 4
The manager and the employee will identify at least three persons to participate in the peer review process 5
If you have a Survey Monkey account, distribute the 360 feedback form electronically. If you do not have a Survey Monkey account, you may distribute the 360 feedback form manually utilizing a Microsoft Word document found at 6
Download in Excel, consolidate feedback and save on your computer and add as an attachment to Mid Year review in SAP Performance Management Tool.
The supervisor will synthesize the feedback including strengths and areas for development.
Review the employee’s progress toward performance and behavioral expectations.

12. Preparing for the Employee Meeting7
Review the employee’s progress toward performance and behavioral expectations. 8
Incorporate other manager observation and documentation. 9
Balance feedback including successes and opportunities for improvement.
Use the CSU/departmental or unit balanced scorecard to progress toward established goals.
Example of other documentation are: competency evaluation, current corrective action, time and attendance etc.
Review the employees training and licensure records for compliance

13. Suggestions for Giving Feedback
Start with something positive and reinforce good performance
Focus on how to improve rather than on past mistakes
Support your comments with facts – observable performance not inferences or assumptions
Use “we” to stress teamwork
Be candid, honest and fair – not confrontational
Ask questions
LISTEN
Receive feedback graciously

14. 3 Types of Development Plans
Development to close performance gaps
- Identify Development Plans for any performance objective or key competency which is assessed in the “NI” performance level
Development to enhance job skills and performance
- Provide opportunities for a staff member to enhance job-related skills and performance
3. Development for career advancement or career exploration
- Enhance the ability of staff members to be promoted or provide opportunities for career exploration through cross training or mentoring activities
Options to consider
Projects/Developmental Assignments
Courses/Training or Certifications
Research (books, articles, internet)
Mentoring relationships
Community of practice/Professional Associations
NI- is not a bad thing. It identifies opportunity for improvement.

15. Documenting into the SAP Performance Management Tool10
Document employees progress towards FY12 goals 11
Complete Compliance Requirements
Complete DUHS Values and Behaviors Assessment 12
Complete EJR evaluation
Provide professional development in the Professional Development Plan tab

16. Finalizing the Mid Year Review13
Print 360 Feedback Survey, EJR’s and Values and Behaviors in preparation for the meeting with employee 14
Go back into the SAP Performance Management tool and click on Approve Mid Year Review 15
Print signature sheet and have employee sign and place a copy in the employee file.
If you believe the employee needs to transition to a PIP please review with departmental leadership or HR
Set aside enough time to complete the meeting in one session.
Consider performance and development over the entire period, rather than focusing only on most recent event.
Come to the meeting prepared to discuss suggested enhancement of performance.
Review with the staff member’s their progress toward established goals (CSU, departmental and individual). Incorporate feedback from peer reviews for both behaviors as well as performance.

17. Accessing the SAP Performance Management Tool & Key Dates

18. SAP Process Management & Tutorial
Go to hr.duke.edu
Click on Log in and log into i-forms

19. Click on MyInfo once you have signed in.

20. Click on MyTeam

21. Click here for SAP Performance Management tutorials
Entering Mid Years
Cascading EJRs from the Catalogue to Employees
Click here to enter mid year review process

22. Key Dates January 19th 8:30 - 10:30 January 19th 3:00 - 5:00
SAP Training Dates
January 19th 8: :30
January 19th 3:00 - 5:00
February 7th 2:30 - 4:30
June 26th 8: :30
June 26th 2:30 - 4:30
March 30th, 2012
Deadline for Mid Year Review
July – August 2012
P & P Annual Reviews
October 1st 2012
Effective Date for PPS increases for FY 2012