SWU
2011
Performance Management
Training
Objectives
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Performance Management vs.
Performance Appraisal
Evaluation Techniques
Goal Setting
Online Evaluation Tool
H-M-L Conversations
Key Dates and Changes
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Performance Management vs.
Performance Appraisal
Management
Appraisal
Ongoing
One time event
Prospective
Retrospective
Long Term
Short Term
Progress steps
Correction oriented
Planning/goal setting
Completing a form
** Performance should be managed throughout the
year so that you can continue to remove road
blocks and keep your staff focused on the
achievement of our strategic mission, values, and
goals.
SWU
Key Evaluation Techniques
Know your objectives going into the performance
evaluation
– Review and rate prior year’s performance
– Provide feedback regarding development opportunities
– Set goals and objectives for next year’s performance (This year
you will be using the SWAT Catchball and Excel Tool to record
this process)
Prioritize and focus on a few main points
– Do not give a “whitewash” evaluation, being honest and direct
adds value
Practice, practice, practice
– Performance reviews should be done in a pre-determined
amount of time staying on track to what you have prepared to
discuss
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Goal Setting Priorities
Goals should stretch individuals to achieve
more and to grow year to year
Goals should be Specific, Measurable,
Attainable, Relevant & Time-bound (SMART)
Alignment is critical to support the system
goals and objectives, provide direction and
focus to staff, and help us all understand
how we impact the success of Scott & White
SWU
Goal Setting for 2012
Attend a SWAT (Scott & White Alignment Tool)
training available through SWU
Meet with your leader to complete your SWAT
worksheet
Schedule one-on-one catchball sessions with each
of your direct reports (1-3 sessions)
E-mail completed SWAT Excel spreadsheets to
SWAT@swmail.sw.org named as
“NOVELLUSERID.MMDDYY” by October 31st for all
staff.
HRIS will take the submitted SWAT Excel
spreadsheets and load them into the PeopleSoft
Online Performance Tool for each staff member
Management of 2012 goal progress will take place
using the SWAT Excel monthly tracking
spreadsheet
SWU
Online Evaluation Tools
The PeopleSoft Online Performance Evaluation
Tool will be open 9/1/2011 to 10/14/2011 (5 pm)
The Performance Review Cycle has been realigned to coincide with the fiscal year and our
new SWAT (Scott & White Alignment Tool)
process
The target goal completion for all staff’s SWAT
goal worksheets is October 31
We have an aggressive timeline this year, please
do not wait until the last week to complete your
evaluations or to complete your SWAT process
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Online Evaluation Tools
Access the PeopleSoft website
There are two options for accessing this site:
1) From any computer with internet access type
mybenefits.sw.org in the browser address box
2) Click on InSite from your computer
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Online Evaluation Tools
Select “BUZZ” in the top toolbar
Online Evaluation Tools
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Enter your User ID and Password,
then click “Sign In”
–
Note: This User ID and Password is the same as your
regular Novell log-in information. If you need
assistance with your User ID or Password, please
contact the Help Desk: 254-724-2501.
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Online Evaluation Tools
Select the Perf/Merit Incentives Tab
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Online Evaluation Tools
•Select the Performance Evaluation Link
Online Evaluation Tools
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Follow the on screen instructions to initiate
performance review for your employees
The date to be used for all performance
evaluations is 09/01/2011
–
Only those employees who report to you as of
09/01/2011 will be visible
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Online Evaluation Tools
Select the employee you wish to create a
performance evaluation
– Note: If any of your direct reports also supervise
employees, you will be able to review or initiate an
evaluation for those indirect reports by selecting the
“drill down” button located to the right of the manager
Mary Beth Garfield
Kate Myers
Noah Bowman
Victoria Bower
SWU
Online Evaluation Tools
The Job Summary is displayed in the beginning of the
Performance Review and is in a bulleted format
SWU
Online Evaluation Tools
A 5-point rating scale is used to rate the overall
performance of each employee
One of the organizations goals by using this tool is to
establish consistency in ratings across the
organization, each point on the scale has been defined
and provides guidelines for use
SWU
Online Evaluation Tools
In the Expectations section you will enter up to
8 tasks your employee will be evaluated against
– If in the same role from 2010 these will carry over with
the option to remain or change as needed
– If in a new role from 2010 you may copy from the job
description or major responsibilities may be
summarized
– You will then rate each line and include descriptive
comments to support your rating scores
In the Goals Section you will enter up to 9 goals your
employee will be evaluated against
– If goals were set in the performance tool at the end of
the 2010 review cycle these goals will be loaded
automatically
– If you set goals outside of the performance tool and
have been tracking them throughout the year you will
need to copy and paste them into this section.
– You will then rate each line and include descriptive
comments to support your rating scores
The Expectations and Goals Sections together
represent 80% of the total score
SWU
Online Evaluation Tools
The next section to be completed is the
Organizational Competencies
– The Mission, Values and Performance
Improvement Sections are on a five point scale
and represents 20% of the total score
– Rate your employee for each competency and
provide a descriptive comment to support your
scores
– The Standards of Behaviors section will not be
used in calculating your total score, however if
any of the four are rated as no then a
performance improvement plan should be put in
place and an overall rating of low performer is
suggested
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Online Evaluation Tools
Once you have entered the Organizational
Competencies, Click SAVE to calculate the
total score
You will be able to make changes to the
evaluation after you click SAVE
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Online Evaluation Tools
A sample of the recommended focus
of H-M-L conversations is displayed
for your use
SWU
Online Evaluation Tools
The online evaluation tool provides a section
for you to establish goals for 2012 with your
employees
The 2012 Goals section will not be filled out by
you this year. You will align and set goals
through the SWAT catchball and Excel
tracking tools. This will then be uploaded by
HRIS for you into the online evaluation tool.
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Online Evaluation Tools
Follow the on-screen instructions to
complete the Performance Evaluation
Online Evaluation Tools
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(Employee)
Once the supervisor has completed the Performance
Evaluation discussion with the employee and clicked
EVALUATION CONVERSATION COMPLETE button,
the employee will be able to review and accept their
evaluation on-line the next day
A process must run nightly to make this transaction
possible
– For example, If you complete the discussion with your
employee on Tuesday, they will not be able to access
their on-line evaluation until Wednesday
Online Evaluation Tools
SWU
(Employee)
Employees will login to Buzz to access and
will select the Performance Evaluation Link
Employees will have the option to print
and provide comments on the evaluation
Employees will click the accept button. This
acknowledges that they have received and
reviewed the evaluation.
Navigation instructions will be posted on
InSite to guide staff through the process
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Online Evaluation Tools
You will be able to view when your employee has
reviewed and accepted the evaluation
Additionally, this year a reporting feature will be
provided in Manager’s Portal to show the
evaluation status for each of your staff members
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High-Middle-Low
Those Crucial Conversations
High Performer Conversations
– Re-recruit your best performers by giving
specific positive feedback about:
 what they do well
 their accomplishments
 examples of work behaviors
– Share information about where the
organization is going
– Ask if there is anything you can do
for them to make their job better
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High-Middle-Low
Those Crucial Conversations
Middle Performer Conversations
– Use a support-coach-support technique
– Overall tone of the meeting must be positive
 Begin by reassuring these individuals
that you value their contributions
 Your goal is to retain them for they are a
valuable staff member
 Thank them for what they do well
 Identify and discuss one specific area
for development
– Something you would like them to improve and
include this area in your goals for next year
 Complete the conversation by reaffirming their
good qualities and expressing your appreciation
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High-Middle-Low
Those Crucial Conversations
Low Performer Conversations
– Do not start the meeting out on a positive note
– Use the DESK approach:
 DESCRIBE - Describe what has been observed
 EVALUATE - Evaluate how you feel
 SHOW - Show what needs to be done
 KNOW - Ensure that employees
know the consequences of the
continued poor performance
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High-Middle-Low
Those Crucial Conversations
Low Performer Conversations
– Develop a specific action plan to move the staff
member from Low to Medium
– An action plan should detail the problem, the
steps to take to solve the problem, and a
timeframe (typically 90 days)
– Involve the employee to identify and discuss the
issues. If they don’t agree let them provide
feedback on why and have a voice even though it
does not change your assessment. Both sign off
on understanding the plan, specific steps and
timeframe for completion.
– A Performance Improvement Plan template is
located on InSite under HR Compensation and in
Manager’s Portal.
SWU
Key Changes for 2011
Employees will be able to achieve an overall rating of up
to 5.0
Performance Ratings won’t include the Standards of
Behavior criteria. (If a “no” is chosen the employee will
be considered a low performer and require a
performance improvement plan
Section weights have been adjusted to be 80% for
Expectations & Goals and 20% for Organizational
Competencies
A reporting feature will be provided in the Manager’s
Portal to show the evaluation status for each staff
member
If you set 2011 goals with your staff at the bottom of the
2010 performance review tool these goals will auto
populate into the 2011 performance review tool.
Staff member goals for fiscal year 2012 will be entered
using the Excel SWAT tool. These will then be uploaded
by HRIS into the PeopleSoft Performance Tool for you.
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Key Dates
Please make sure that your people are
in the right title and the right people are
reporting to you by effective date
8/15/11
The Online Performance Tool opens
09/01/11 at 8 am
Evaluations must be submitted by
Friday 10/14/11 at 5 pm
SWU
Additional Information
Watch InSite and Manager’s Portal for
additional communications
Questions can be asked through the
Compensation email by going to
HRCompensation@swmail.sw.org or by
phone at 4-6363; 254-724-6363
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Q&A
Calculation Example
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Expectation + Goal Section = 80% of total score
8 areas to set expectations worth a score of 1 to 5
9 areas to set goals worth a score of 1 to 5
If score 5 on all 17 = 85 points divided by # of questions (17)
=5
5 x 80% = total score for that section 4
Organizational Competencies Section = 20% of total
score
Mission, Values, Performance Improvement worth a score of
1 to 5
If score 5 on all 3 = 15 points divided by # of questions (3) =
5
5 x 20% = total score for that section 1
Total score of section 1 (4) = total score of section 2 (1) =
5.0 Overall Total Score Possible