Performance &
Development Planning
Human Resource Services
December 2010
What’s Changed?
• PDPs will be due Friday, February 28th, 2011
• You now have access to the employee’s past three
years of PDPs, regardless of their previous department
on campus
• PDP started by one supervisor will not be lost if an
employee is transferred to a new supervisor
• Some versions of Internet Explorer will not work with
the PDP website. Try a different web browser such as
Mozilla Firefox
• Paste from Word
Option 1: PDP Process Flow
1. Immediate
Supervisor
write, save, print, discuss
update, send
4. Next Level
Supervisor
approve
2. Employee
make comments
5. HRS
3. Immediate
Supervisor
send
Option 2: PDP Process Flow
Supervisor
writes PDP
(electronic)
Manual Process
2nd Level
reviews
PDP
Manual Process
Supervisor
Supervisor
reviews with Manual Process sends PDP to
Employee
employee
Electronic Process
Employee adds
comments and
sends back
Electronic Supervisor Electronic
reviews
Process
Process
comments
2nd Level
approval
Electronic Process
HRS
BYU Performance & Development System
Execution
Development
Plan
Individual Performance
Objectives
Department Goals
BYU Mission, Vision & Values
Review Components
• Three main portions of the PDP
– Accomplishments, Results, and Application of
Values
– Ways to Improve Performance
– Development Action Plan
• Employee’s Comments
Preparing For The Review
 Note key performance milestones throughout
the year
 Keep track of or gather inputs from key
internal customers
 Ask the employee (written or verbal) for his
or her inputs prior to preparing the review
 Prepare the review factoring in all the inputs
Performance Review Pitfalls
 The Halo Effect
 Recent Performance Bias
 Blinders
 Inference V. Observation
 Inappropriate Comments
Inappropriate Comments
•
•
•
•
•
•
•
“Does a good job for his age”
“Performing better since married”
“Get married”
“Lose 30 lbs by June 1st”
“Start considering retirement”
“Go to bed earlier”
“Read the Book of Mormon”
Drafting the Review
 Review major responsibilities or
performance objectives as they relate to
Values
 Accomplishments/Results
 Ways To Improve Performance
 Include comments on Values and other
important dimensions
Values - CRITERIA
Competency: Striving for excellence and sharpening
your skills on a continuous basis
Respect for Sacred Resources: Managing resources
efficiently and effectively
Integrity: Following through on commitments and
dealing openly and honestly with others
Teamwork: Working well with others within the
department or with other departments
Values - CRITERIA
Exceeding Customer Expectations: Serving the needs
of others beyond what is expected
Respect for all Individuals: Treating all individuals as
you would like to be treated
Innovation: Finding ways to improve products or
services or to change the way work is
accomplished
Accountability: Accepting responsibility, providing
regular feedback, and measuring results
What Is A Development Need?




Technical Knowledge or Skill
Professional Competence or Knowledge
Interpersonal Skill
Key Experience Needed
Determining a Development
Need...







Personal Observation
Feedback from Others
Performance Gaps - Objectives Not Met
Instruments or Surveys
Changing Job Requirements
Needs Expressed by the Employee
Development Workshops
Development Options:
On the Job






Committee assignments – joining or chairing
Special projects
Taking on new responsibilities
Giving presentations
Assuming “lead person” responsibilities
Representing the manager at meetings
Development Options:
Key Relationships
 Coaching and one-on-one instruction
 Working with a mentor
 Observing or teaming up with experts
Development Options:
Training
 Courses and workshops
 Self instructional materials
 Continuing education classes
Development Options:
Self Development
 Books, articles, and journals
 Researching information and materials
 Asking questions and seeking information
from resource people
Writing the Development Plan
 Focus on one or two development objectives: What
knowledge, skills or additional experience would
benefit the employee in his or her job?
 Include areas for improvement or development
 Detail how the employee will develop each new skill or
knowledge area
 Include on the job responsibilities, mentoring or
coaching, training, or self-development
Specific
Measurable
Achievable
Realistic
Time-bound
Discussing the Review
 Before meeting with employee
 First - Review with and get approval
from your manager
 Meet with the employee - Choose a
private place and allow sufficient time
 Provide two copies of the review for
discussion
Discussing the Review
 Go through each section of the review - invite
the employee’s comments and questions along
the way
 Ask the employee for any other suggestions or
ideas he or she has on how to develop the skill
being discussed
 Incorporate the employee’s ideas before you
send the review to him or her for comments
Addressing Performance Gaps
• Discuss & document all year-long
• Prepare for the discussion
• Handling reactions: stay focused, specific
& objective
• No surprises on the PDP
• PDP is an employment action – no illegal
or inappropriate comments
Complete the Review
 Review the Conflict of Time & Interest
Policy
 Send the PDP to your employee for his or
her comments
 Complete the process by sending the
review on to the next level supervisor for
electronic approval
Follow-Up
 The approved PDP will automatically be
sent to Human Resource Services
 You and your employee have a copy of
the completed review online for three
years
Further Training
If you would like more training focused on
providing you with some tools that will help you
more easily document and discuss performance
concerns in the PDP process, Contact your Area
HR Consultant:
• Denise Haney 422-6877
• Wade Ashton 422-1962
• Marden Clark 422-6802
PDP Process Flow
Supervisor
writes PDP
(electronic)
Manual Process
2nd Level
reviews
PDP
Manual Process
Supervisor
Supervisor
reviews with Manual Process sends PDP to
Employee
employee
Electronic Process
Employee adds
comments and
sends back
Electronic Supervisor Electronic
reviews
Process
Process
comments
Electronic
Process
Actual site: pdp.byu.edu
Practice site: pdp.byu.edu/training
2nd Level
approval
HRS