2011 Performance Management Training

1. 2011Performance ManagementTraining

2. Objectives • Performance Management vs. Performance Appraisal • Evaluation Techniques • Goal Setting • Online Evaluation Tool • H-M-L Conversations • Key Dates and Changes

3. Performance Management vs. Performance Appraisal ManagementAppraisal 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.

4. 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

5. 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

6. 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

7. 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 re-aligned 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

8. 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

9. Online Evaluation Tools • Select “BUZZ” in the top toolbar

10. Online Evaluation Tools • 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.

11. Online Evaluation Tools • Select the Perf/Merit Incentives Tab

12. Online Evaluation Tools • Select the Performance Evaluation Link

13. Online Evaluation Tools • 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

14. 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

15. Online Evaluation Tools • The Job Summary is displayed in the beginning of the Performance Review and is in a bulleted format

16. 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

17. 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

18. 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

19. 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

20. Online Evaluation Tools • A sample of the recommended focus of H-M-L conversations is displayed for your use

21. 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.

22. Online Evaluation Tools • Follow the on-screen instructions to complete the Performance Evaluation

23. Online Evaluation Tools(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

24. Online Evaluation Tools(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

25. 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

26. High-Middle-LowThose 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

27. High-Middle-LowThose 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

28. High-Middle-LowThose 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

29. High-Middle-LowThose 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.

30. 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.

31. 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

32. 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

33. Q&A

34. Calculation Example Expectation + Goal Section = 80% of total score8 areas to set expectations worth a score of 1 to 59 areas to set goals worth a score of 1 to 5If score 5 on all 17 = 85 points divided by # of questions (17) = 55 x 80% = total score for that section 4Organizational Competencies Section = 20% of total scoreMission, Values, Performance Improvement worth a score of 1 to 5 If score 5 on all 3 = 15 points divided by # of questions (3) = 55 x 20% = total score for that section 1Total score of section 1 (4) = total score of section 2 (1) = 5.0 Overall Total Score Possible