Mid Year Performance Review Process
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
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 email
– 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
Performance Management Process
July-September
2011
Evaluate performance
results and behaviors for
FY10; Performance
planning for FY11
PLANNING
January/February
Mid Year Reviews Interim meeting with
supervisor to review
progress toward FY12
goals
COACHING/
FEEDBACK
July –September
2012
Evaluate performance
results and behaviors for
FY11; Performance
Planning for FY13
EVALUATION/
DEVELOPMENT
September –
October 2012
Reward paid for FY12
REWARD
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
Compliance
Staff Member:
• Population-Specific
• Unit-Specific
• TJC (The Joint
Commission)
Expected Job Results
Expected Behaviors
Staff Member:
• Teamwork
• Integrity
• Diversity
• Excellence
• Safety
Staff Member & Supervisor:
Supervisor:
• Quality& Patient Safety
• Customer
• Work Culture
• Finance
+DUHS Compliance
Y/N
50%
Overall Performance Rating
100%
50%
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
Mid Year Performance Review
Process
Scheduling the Mid Year Reviews
1
2
3
• Schedule time on your calendar.
• Notify staff of available dates and times
• Explain the purpose of the mid-year
review and the 360 peer review processes
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
360 Peer Review Process
4
5
6
• The manager and the employee will identify at least three persons to participate
in the peer review process
• 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
http://www.hr.duke.edu/managers/performance/DUHS/forms/index.php
• Download in Excel, consolidate feedback and save on your computer and add as
an attachment to Mid Year review in SAP Performance Management Tool.
Preparing for the Employee Meeting
7
• 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.
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
3 Types of Development Plans
1.
Development to close performance gaps
- Identify Development Plans for any performance
objective or key competency which is assessed in the
“NI” performance level
2.
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
Documenting into the SAP
Performance Management Tool
10
11
12
• Document employees progress towards FY12 goals
• Complete Compliance Requirements
• Complete DUHS Values and Behaviors Assessment
• Complete EJR evaluation
• Provide professional development in the Professional
Development Plan tab
Finalizing the Mid Year Review
13
14
15
• Print 360 Feedback Survey, EJR’s and Values and Behaviors
in preparation for the meeting with employee
• Go back into the SAP Performance Management tool and
click on Approve Mid Year Review
• Print signature sheet and have employee sign and place a
copy in the employee file.
Accessing the SAP Performance
Management Tool & Key Dates
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.
Click on
MyTeam
Click here
for SAP
Performance
Management
tutorials
Click here to
enter mid
year review
process
Key Dates
• SAP Training Dates
January 19th 8:30 - 10:30
January 19th 3:00 - 5:00
February 7th 2:30 - 4:30
June 26th 8:30 - 10:30
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