2013-2014 Pi l o t G r o u p - Pe o p l e Ad m i n Pe r fo r m a n ce R e vi e w Tr a i n i n g III Welcome Pilot Group! Performance Review Cycle 1 10 Employee Acknowledges Performance Review Supervisor Reviews Employee’s Position Description 2 Supervisor Sets Plan 3 9 Employee Acknowledges Plan System Cycle Performance Review Discussion 8 Reviewing Officer Acknowledges Review 7 Supervisor Completes Review 4 Mid-Year Check-In 5 6 Employee Completes SelfReview Assign Multi-Rater Pilot Group Session 3 • Timeline • Self-Review • Supervisor Review • Reviewing Officer • Performance Review Discussion • Acknowledgement • History and Printing Pilot Group Timeline Topic Open Close Objective Plan Setting September 20th October 31st Mid-year check-in January 27th February 28th Self-review/review/ acknowledgements April 21st July 31st EMPLOYEE COMPLETES SELFREVIEW Self-Review • • • Same content as paper form – now on-line! The criteria established in the plan carries over into the Self Review! Employee can access self-review under the “home” button under “your action items” Or, employee can click on “My Reviews”, then the “Self Review” icon, or “Self Review” on the left-hand menu bar Self-Review • • Enhancement! – Employees may now select “both” allowing an opportunity to discuss areas of strength and development needs within a specific category For each criteria the employee should select “strength,” “development opportunity” or “both” from the drop down list. Then, the employee should complete the “comments” section describing why they chose the specific assessment. Once completing the Performance Criteria section, the employee should click “next”. Self-Review: Job Specific Criteria The employee should complete the “job specific criteria” portion, selecting the assessment and completing the comments portion. Once complete, the employee should click “next”. Self-Review: Individual Goals The employee should complete the “individual goals” portion selecting the assessment rating and completing the comments portion. Once complete, the employee should click “next”. Self-Review: Top 3 Accomplishments The employee should complete the “Top 3 Accomplishments” portion. After entering each item the employee should click “add entry” until 3 accomplishments have been listed. Once complete, the employee should click “next”. Self-Review: Professional Development Plans The employee should provide comments in the “Professional Development Plans” portion. **It is important to complete all tabs before submitting the self-review to your supervisor.** Once complete the employee should click “complete”. NORMALIZATION NORMALIZATION • Effort towards cross-collaboration • Agreement and adoption of rating definitions, consistently applied downward within a VP division among departments as well as across VP divisions • Current discussion at Cabinet level Rating Definitions Rating falls between a 1.0 and a 3.0 in increments of .25 (1.75, 2.0, 2.25 etc.). Rating 3 Performance consistently greatly exceeds job standards and established goals. Unexpected assignments are handled with above average skill. Frequently exceeds major requirements and expectations; accomplishments are noteworthy and highly valued. Demonstrates exceptional quality in most of the essential areas of responsibility. This rating is given to employees who exhibit high overall performance, routinely go beyond what is expected in order to substantially surpass the majority of their key performance expectations and have exceeded expectations in their job criteria. Rating 2 Performance consistently and reliably meets job requirements and critical goals are achieved. Results are consistent with those of a fully trained and motivated employee. Employee exhibits solid performance which consistently fulfills expectations and satisfactorily accomplishes all objectives. Rating 1 Employee may meet most job standards, but requires more than usual supervisor follow-up and direction. Steps must be taken to further develop targeted areas which will improve overall performance. A professional development plan to improve performance must be outlined and monitored, with timelines for improvement established. SUPERVISOR COMPLETES REVIEW SUPERVISOR TOOLS • Objective Plan • Employee Self Review • Progress Notes • Multi-rater Feedback Supervisor Review • • • Same content as paper form – now on-line! The criteria established in the plan carries over into the Supervisor Review! Supervisor can click on the “home” button and select the review under “your action items” Or, supervisor can select the supervisor review by clicking on the supervisor review (pen) icon or “supervisor review” on the left-hand column Supervisor Review Supervisor should provide comments in each of the performance criteria; job specific criteria, individual goals and professional development sections. Supervisor Review Quick Tip: you can open multiple windows to view the employee’s self-review and any multi-rater feedback! Go to “file” then “new window”. Supervisor Review • • Enhancements: – Scores have moved from a 0-3 rating scale to 1-3 rating scale – Supervisors select one “overall” score rather than individual scores for each category – Supervisors select scores in “.25” increments rather than averaging out individual ratings Supervisor should select an overall score from the drop down menu and provide comments Supervisor Review Supervisor should click “complete” once the review is finalized – will now go to the Reviewing Officer 9-month and 10-month Employees Please prioritize your 9 and 10 month employees! The entire process must be complete before they leave for the summer. Ensure to leave time for the reviewing officer approval and the performance discussion. REVIEWING OFFICER ACKNOWLEDGES REVIEW Reviewing Officer Acknowledges Review • • • • • Reviewing officer is the next level supervisor Reviewing officer can click on the “home” button and view the acknowledgement step under “your action items” Or, reviewing officer can click on the acknowledgement (clipboard) icon or “acknowledgements” from the left-hand column Reviewing officer should read through the performance review and click “acknowledge” once having approved the review Supervisor must not meet with their employee prior to the reviewing officer approving the review Reviewing Officer Acknowledges Review • • • • • If reviewing officer disagrees with the review, the review can be sent back to the supervisor for reconsideration by clicking “reject” Reviewing officer should include comments back to the supervisor Reviewing officer and supervisor must discuss the review prior to the supervisor re-submitting the review to the reviewing officer Reviewing officer should read through the performance review and click “acknowledge” once having approved the review Supervisor must not meet with their employee prior to the reviewing officer approving the review Reviewing Officer Acknowledges Review Reviewing officer should communicate to the supervisor when the review has been approved or returned. Once the reviewing officer has acknowledged the review, the review is with the supervisor. All supervisors must strive to meet with their employees as soon as possible once the reviewing officer has acknowledged and approved the review. PERFORMANCE REVIEW DISCUSSION Performance Review Discussion • • • • • Supervisor should click on the “home” section on the menu bar across the top of the page to see what tasks are due ** NO SURPRISES ** Supervisor should click on “performance review discussion” Supervisor should meet in person with their employee and deliver the performance review After the meeting, supervisor should click “complete” Performance Review Discussion After the meeting, supervisor should document the discussion in the progress notes EMPLOYEE ACKNOWLEDGES PERFORMANCE REVIEW Employee Acknowledges Performance Review • • Employee can click on the “home” button, under “your action items”, and find the acknowledgement which is due Or, employee can click on the Acknowledgement Icon (clipboard) or “Acknowledgements” on the left-hand column Employee Acknowledges Performance Review • • Employee should read through the supervisor review to ensure it captures the performance review discussion Once the employee has read through the review, employee should click “acknowledge” HISTORY History History PRINT OPTIONS Printing • • • • Go to History Print Button Prints everything Or, select what part to print What if my Employee is on Leave? • Try to complete any open tasks early, prior to their leave • If not able, tasks will be “overdue” • “Overdue” tasks can be caught up upon their return, if within the annual review cycle • If the end of the annual review cycle is near, the supervisor should complete the performance review and the employee should sign a hard-copy when back from leave Next Steps Upcoming Trainings: Giving and Receiving Feedback: 5/6/14 Resolving Conflict: 5/28/14 http://www.gonzaga.edu/gutraining Performance Management PowerPoint and other resources are located at: http://www.gonzaga.edu/hr, then click on performance management on the left column. 40 Questions?