PERFORMANCE PLANNING AND EVALUATION

1. PERFORMANCE PLANNING AND EVALUATION Annual Review Process Georgi Lowe UWSA Office of Human Resources & Workforce Diversity

2. Not Just Once a Year…. • Acknowledge performance on a regular basis • Document performance you observe (good and bad) to include in the annual performance evaluation • Review and update PD and related performance standards when significant changes occur (additional duties, new technology, etc.)

3. Purpose • Communicate performance standardsto employee • Provide feedback to employee on his or her work performance • Identify training or development needed • To improve performance • To prepare for anticipated changes in the unit • Increase or maintain expected levels of productivity

4. Effective Performance Evaluations • Employee understands the purpose and knows the importance of the evaluation to him or her and the organization • Performance standards are measurable and clearly related to the PD and organizational goals • Supervisor clearly states performance, good or bad • Both the supervisor and the employee actively participate in the process

5. Performance Standards SMART goals • Specific • Address work performance, not personality • Cover significant aspects of the job (based on PD) • Results-based • Measurable • Observable– how will you know when success is achieved? • Attainable • Within the employee’s control • Can be a ‘reach’ but not extreme or impossible • Relevant • Important to work unit and job responsibilities • Aligned with strategic objectives • Trackable – measured over time • ‘By when’ should the goal be met?

6. Performance Planning • Using the employee’s PD, identify key responsibilities, goals or primary tasks of the position • Identify measurable and objective performance standardsthat reflect the minimum level of performance considered acceptable for the key responsibilities • Identify how you will measureperformance in relation to the performance standards

7. Performance Planning(cont.) • Discuss with employee to ensure that s/he understands the performance standards and the process for how performance will be measured. • Encourage employee input into the planning document and incorporate appropriate suggestions • Clarify questions employee may have • Supervisor and employee sign the planning document

8. Performance Evaluation • Detail performance results • Review any documentation, work product, feedback • Indicate whether performance standards were met • Include narrative of why or why not, and how well; comment on accomplishments, contributions • Be specific; don’t give mixed messages • Identify specific actions for improvement, if necessary • Document objectives for next evaluation period (usually the following year)

9. Content • Although the performance evaluation is based on the PD, it is not necessarily a laundry list of tasks. Identify the key responsibilities. • Be clear in the rating in the results column. Examples: satisfactory, unsatisfactory, meets expectations, exceeds expectations, does not meet expectations or not applicable • Disciplinary action taken during an evaluation period is not included in the performance evaluation

10. Meeting with the Employee • Schedule in advance • May ask employee to do self-evaluation prior to meeting or provide employee with questions to consider for discussion at the meeting • Put employee at ease and review general objectives for the evaluation process • Listen and respect the employee’s opinion. Clarify and resolve important points

11. Meeting with the Employee (cont.) • Review and discuss performance results in depth including a discussion of any barriers which affected the employee’s ability to meet the standards • Determine whether revisions need to be made to the PD and/or standards for next evaluation period • Discuss training that might be helpful to the employee, either to improve performance or attain career goals • Inform employee that s/he may document his or her comments or disagreement regarding the evaluation and those comments will become part of the official record

12. After the Meeting • Finalize the evaluation, revising if necessary, based on discussions with the employee • Obtain employee’s signature acknowledging that the meeting was held; provide copy to employee and forward original to HR office • Finalize plan, including standards, for next evaluation period; discuss with employee and obtain signature • If necessary, revise PD (after discussion with HR) • Continue open communication regarding job performance