Mid Year Performance Review Process 2015
Objectives
• Review of completed tasks
• Overview of Performance Management Process
• Planning Tools
– Expected Job Results 2015
– Behavior Template
• Mid Year Performance Review Process
– Vital Conversations
– Qualtrics 360 Feedback Survey
– Review of Midyear Expectations
• Accessing the Tool Review & Key Dates
What should have been completed
already?
• Validate direct report list is accurate
– If not please contact Brian Anderson or Bernard Rice by email
– Include name, DUID and who the employee reports to
• EJR’s entered into SAP
• EJR’s cascaded to specific employees from catalogue
• Performance Management Appraisal Tool
– Complete on all employees within 30 days of attending training on
Vital Conversations
– Use on all new employees before completion of 90 days
• Conversation Planners
– Use appropriate CP with Mid year Conversation
• Ask employee for at least 3 names for 360 Feedback
Performance Management Process
July-November
2014
Evaluate performance
results and behaviors
for FY14; Performance
planning for FY15
PLANNING
December/March
2015
Mid Year Reviews - Interim
meeting with supervisor to
review progress toward
FY15 goals (March 6th
Deadline)
COACHING/
FEEDBACK
July –November
2015
Evaluate performance
results and behaviors
for FY15; Performance
Planning for FY16
EVALUATION/
DEVELOPMENT
September –
October 2015
Reward paid for FY15
REWARD
Individual goals are linked to department goals.
..
Duke Hospital Goals
Department/Clinical Service Unit Goals
Individual/Team Performance Expectations
Job Results
Behaviors
Performance-based pay
. . . and link pay with performance.
Performance management
Duke University Health System’s Goals
Performance Management
Compliance
Staff Member:
• Population-Specific
• Unit-Specific
• JCAHO
Supervisor:
Expected Job Results
Expected Behaviors
Staff Member:
• Teamwork
• Integrity
• Diversity
• Excellence
• Safety
Staff Member & Supervisor:
• Quality& Safety
• Customer
• Work Culture
• Finance
+DUHS Compliance
Y/N
50%
Overall Performance Rating
100%
50%
The Performance Management Cycle
Mid Year Process (Deadline: March 6th, 2015
@ 5pm)
Annual Performance
Review Process
2014(May-August)
Mid Year Review
Process 2015
(3 Components)(November-March)
** Prior to the start of the process,
complete the following: 1. make sure all
direct reports are appropriately
aligned in the tool; 2. assign a
delegate if necessary; 3. un-assign
non-applicable EJR’s; 4. create and
assign EJR’s.
Related Resources:
•
•
•
On line training can be found at
https://duke.swankhealth.com
Training is scheduled for 12/15 in
DMP 2W96 from 10am-12pm. Please
register at
hrregistration@dm.duke.edu
The EJR Maintenance Ten Step
Training Series is located @
http://www.hr.duke.edu/managers/per
formance/DUHS/forms/index.php
1. Conversation re:
Outcomes (50%)
(December-March 6th 2015)
• Review EJR’s and Balanced
Score Card based on “below”,
“achieves” and “exceeds “
performance
2. Conversation re:
Behaviors (50%)
(December-March 6th 2015)
• Review Values & Behaviors
based on “below”, “achieves”
and “exceeds “ performance
• Perform Vital Conversation
based on the completion of the
specific Conversation Planner
2. Related Resources
(December-March 6th 2015)
• 360 Review data. 360 tool and survey template
located @
•
•
http://www.hr.duke.edu/managers/performance/D
UHS/forms/index.php
Conversation Planner located on Intercom @
https://intranet.dm.duke.edu/ent/newscomm/inter
com/SitePages/Sep9_Leader_Dev.aspx
Vital Conversation Role Play Training to be held
1/20 2015 in DMP 2W96 from 1pm-2:30 pm.
Please register at hrregistration@dm.duke.edu to
schedule a 15 minute session. Come with
complete Planner.
3. PIP/Development
Plan
(December-March 6th 2015)
• Based on the outcome of the
conversation the employee will
receive a development plan
(outlined in the tool) or a
Performance Improvement Plan
(PIP)
• The PIP must be completed when
it is determined that the
employee’s overall rating is
“below” expectations.
3. Related Resources
(December-March 6th 2015)
• PIP form located under Employee Relations
Forms @
http://www.hr.duke.edu/managers/forms/index.
php
Planning Tools
•SAP Performance Management
EJR (Goals for FY15)
Behavioral Template
•Department or CSU Balanced Scorecard
• Professional Development Plan/Performance
Improvement Plan
• VC Assessment and Planner
• Qualtrics 360 Feedback /Self Assessment
Include any other comments or compliments
received outside of the 360 process
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
Accessing the SAP Performance
Management Tool, Key Dates &
Resources
Entering EJR’s
Before entering your EJR’s make sure that you have prepared the document from which you
are going to enter the information so that you will only have to copy and paste from a
Microsoft Word document into the SAP tool. Once you have your Microsoft Word document
open in another window, click on “Manage Expected Job Results.”
Entering EJR’s
Start with the first Balanced Scorecard Quadrant; ‘Customer Service,” by clicking on
‘Customer Service’ on the left column. It will change to an orange color once selected.
Entering EJR’s
Click ‘Add’ so that you will be able to enter the EJR information from the Word document that
you have created into the SAP tool.
Entering EJR’s
Make sure to create an EJR title. By doing this, you will be able to easily identify a particular
EJR within your overall list of EJR’s in the catalog. A suggestion for the title should include:
Job Title, Year and EJR Identifier. For example, “PSA, FY 15, Response Rate”
Entering EJR’s
Copy and paste the information from the Word document or type directly into the areas
designated for ‘Achieves Expectations’ and ‘Exceeds Expectations.’ Complete this process for
all of the Balanced Scorecard Quadrants. Make sure to select ‘save’ after you have finished
entering the EJR information into each quadrant. When ‘save’ is clicked, you will be notified by
a message across the top of the screen that the expected job result has been successfully
added to the catalog.
Assigning EJR’s
Change the ‘select view’ to EJR Assignment and you will see the following screen. Notice that
your EJR’s are now under each specific BSQ.
Assigning EJR’s
Select the EJR that you would like to assign, and two things will occur: 1. it will be highlighted
in orange and 2. your team list list will appear.
Assigning EJR’s
Select the employee that you would like to assign the specific EJR that you have selected on
the left (that is still highlighted in orange) and their name will become highlighted in orange.
Also notice that the ‘Assign’ button on the right is also now available to be selected.
Assigning EJR’s
Click the ‘Assign’ button and you will notice that the employee’s name is moved from the
‘Unassigned Employee’s’ list to the ‘Assigned Employee’s’ list. Make sure to click ‘save’ and
you will receive a message at the top left hand of the screen that indicates that the information
has been saved. Continue this process for all the employees that need to be assigned EJR’s
from each of the specific BSQ’s.
Employee EJR Review
From ‘Select View,’ select Employee EJRs. You will notice that your employee’s names are in
the left hand column.
Employee EJR Review
Once you select one of the employees by clicking on the box to the left of their name, the
EJR’s assigned to them will show up in the column to the right. The assigned EJR’s in the
column to the right can be manipulated to organize the list in ascending order by clicking on
the small triangle in front of ‘EJR.’
Changes to EJR Maintenance- Deleting former EJRs
Toolset has been modified to allow an EJR to be “deleted” as long as the EJR is not assigned to a review in the current
cycle. Previously, a manager could not remove an EJR from their catalog if assigned to a review in any cycle.
Specifically, if an EJR is assigned to the 2012 review but not the 2013 review, it can be deleted from the manager’s
catalog.
The Manage EJR toolset has been modified to add Unassign and Save buttons to the Employee EJR Assignment
Screen. This will allow the manager to unassign EJRs that were assigned to the employee by a previous manager as
well as EJRs the manager themselves assigned.
Comment Box Enhancement
Manager and Employee comment boxes on the review have been expanded. For example, here is one
section of the DUHS Values and Behaviors tab:
SAP Process Management & Tutorial
Go to
hr.duke.edu
Click on Log
in and log
into i-forms
Click on
MyInfo once
you have
signed in.
Getting Started: Signing in &
Resources
Enter your NetID and Password
Click on
MyTeam
Completing the Mid Year
Assessment
Click on “Performance Reviews.”
Completing the Mid Year
Assessment
This screen will provide you with a list of your employees that you will need to perform a
Performance Assessment. Make sure to check the list of employees to ensure that all of your
employees are listed for you to review. If they are not, please contact Brian Anderson (68178830 or Bernie Rice (668-2377) for assistance.
Completing the Mid Year Assessment
First click on the Mid Year Review tab and then Click on “DUHS Review” for the employee
that you will be completing the review.
Completing the Mid Year Assessment
Take notice of all the tabs at the top of the verbiage around Pay & Performance. Each tab is
comprised of elements of the mid year assessment that is necessary for completion.
Completing the Mid Year Assessment- Compliance
Update
The Policy Acknowledgement section has been updated to include the new questions
as follows: Flu Vaccination, Mandatory Licensure & Training Policy and Living Our
Values
Compliance Tab Policy Links
• Severe Weather Policy
http://www.hr.duke.edu/weather/
• Social Media Policy
http://marlowe.duhs.duke.edu/__852567910041C0C3.nsf/0/BB1DD6EAAE
46E5E1852579A70055D5AF?Open
• Duke Staff Handbook Acknowledgement of Receipt
http://www.hr.duke.edu/policies/
• Life Support Training (if applicable)
http://www.safety.duke.edu/
• DUHS Mandatory Licensure and Certification
https://intranet.dm.duke.edu/ent/newscomm/intercom/Documents/licensure%2
0and%20certification%20and%20training%20policy_final_May%209.pdf
• DUHS Influenza Vaccination Policy
http://marlowe.duhs.duke.edu/__852567910041C0C3.nsf/0/05C9ED24B1E8F053
85257A070074D5B2?Open&Highlight=0,Influenza
Completing the Mid Year Assessment- Compliance
The first tab, ‘Compliance,’ is comprised of a list of DUH compliance requirements for both
the Manager/Supervisor as well as the employee. The ones entitled “Compliance, Training
and Communications are for the Manager/Supervisor and the others are for the employee.
Please select N/A if it is not applicable to the person being reviewed.
Completing the Mid Year EvaluationValues
After you have clicked ‘save,’ select the ‘DUHS Values and Behaviors’ tab. Complete the
areas designated for Manager comments.
Completing the Mid Year AssessmentValues
If you have the computer equipment for scanning the employee’s completed self
assessment to a document saved on your hard drive, it should be attached as an attachment
by clicking the ‘attachment’ button in the upper left corner. Make sure that in your comments
you make mention of the attached employee self assessment. Once complete, click ‘save’ in
the top left corner.
Completing the Mid Year Assessment- Expected Job Results
After you have clicked ‘save,’ select the ‘Expected Job Results’ tab.
Completing the Mid Year Assessment- Expected Job Results
Complete the sections marked, ‘Manager Comments.’ If you have the computer equipment
for scanning documentation in support of comments and saving it on your hard drive,
attach them as an attachment by clicking the ‘attachment’ button in the upper left corner.
Make sure that in your comments you make mention of the attached documents. Once
complete, click ‘save’ in the top left corner.
Completing the Mid Year Assessment- Prof. Dev. Plan
After you have clicked ‘save,’ select the ‘Prof. Dev. Plan’ tab.
Completing the Mid Year Assessment- Prof. Dev. Plan
Complete the sections marked, ‘Manager Comments.’ If you have the computer equipment
for scanning documentation in support of comments and saving it on your hard drive,
attach them as an attachment by clicking the ‘attachment’ button in the upper left corner.
Make sure that in your comments you make mention of the attached documents. Once
complete, click ‘save’ in the top left corner.
Completing the Mid Year Assessment- Overall Rating
After you have clicked ‘save,’ select the last tab entitled, ‘Overall Rating.’
Completing the Mid Year Assessment- Overall Rating
For the Mid Year Assessment, it is not required to submit an overall rating unless the
employee will not meet expectations and there has been a PIP developed.
Completing the Mid Year Assessment- Overall Rating
Complete the section marked, ‘Manager Comments.’ If you have the computer equipment for
scanning documentation in support of comments and saving it on your hard drive, attach
them as an attachment by clicking the ‘attachment’ button in the upper left corner. Make sure
that in your comments you make mention of the attached documents.
Completing the Mid Year Assessment- Saving & Exit
Once you have completed the Mid Year Assessment for your employee, make sure “save and
exit’ is selected and click on continue. This will return you to your list of employees in order
that you may continue to complete their assessments.
Completing the Mid Year Assessment- Approving the Review
Once you have completed the Mid Year Assessment for your employees and you are ready to
meet with them, follow these 4 steps: 1. go into the SAP tool and print out the Mid Year
Assessment along with their self assessment; 2. review the Mid Year Assessment with the
employee; 3. have the employee sign the signature sheet and place a copy in their file and 4.
select ‘Approve Mid Year Review’ and click ‘Continue.’
New Resources
•
The DUH Annual Policy Acknowledgement form will now exist electronically in the
Learning Management System (LMS). Employees will be sent a link to the course
in July of each year to be completed as part of their annual review. Completion of
the course will be tracked in each employee’s education record. The electronic
form in addition to the Compliance section within the SAP Performance
Management tool will fulfill the DUH requirement.
•
As a resource for discussing development plans with your employees, we created
a Career Pathway Summary and Educational Requirement Outline. These tools
were designed for leaders and employees in response to feedback from the Work
Culture Survey. Often employees are interested in growth and development, but
don’t have enough information on the next steps.
Key Dates
•
•
•
•
•
•
•
•
A Vital Conversation Role Play Training is scheduled to be held 1/20/2015 in DMP 2W96
from 1pm-2:30 pm. Managers will be required to come prepared with a completed Planner
for one of their employees for a one-on-one, 15 minute role playing session.
“How to Effectively Rate Employees on Performance.” February 12, 2015 from 2:30 to 4:00
pm in DMP 2W96.
March 6, 2015-Deadline for completion of Mid-year evaluations.
Week of May 4, 2015- SAP Performance Management Maintenance for Annual Evaluations
– Manager should review their team to ensure those members of the team who received
a Mid-year evaluation are moved to the Annual evaluation cycle.
• For those on the team who should not receive an Annual evaluation, keep them at
Mid-year status.
Week of May 4, 2015- SAP Performance Management Data Entry
– Managers notify your staff that they may begin to enter comments in preparation for
the Annual process. Staff will also nominate others to include in the peer review
process.
– Managers perform Peer Review.
Week of May 11, 2015- SAP Performance Management Data Entry
– Managers start to enter comments in preparation for the Annual evaluations
June 2015- Managers begin meeting with staff to review FY15 performance and begin
setting expectations for FY16.
August 2015 TBD- Deadline for managers to approve all performance evaluations in SAP