FY 2010 UMMS Leadership Performance Management Process and Form

1. FY 2010 UMMS Leadership Performance Management Process and Form Who should take this course? All Leaders Content Experts: Jane Pettit, UMHHS janep@umich.edu Judy Hallberg, Medical School jhallbrg@umich.edu

2. Leadership Performance Management Process • …includes: • Performance Planning and Evaluation for Leaders (basis for year-end performance evaluation) • Professional Development Planning and Assessment (not calculated into the year-end performance evaluation)

3. Learning Objectives • At the end of this module, leaders will be able to: • describe the performance management process • define a key area of responsibility (KAR) • develop goals that align with the institutional/unit goals • establish measurement criteria • identify critical leadership competencies for success with • identified goals • create professional development goals • - Institutional Competency • - Optional

4. 1. Performance Goal Setting Start of Fiscal Year 2. Professional Development Goal Setting Start of Fiscal Year 5. Professional Development Assessment End of Year 4. Performance Evaluation End of Year 3. Observation, Feedback and Discussions All Year Performance Management Process Begin here …and here

5. Step 1: Enter Name and Emp ID Double click on the Header to enter the employee’s name and ID After you’ve entered the information, exit the Header. 2009-2010 Name: Emp ID:

6. Step 2: Enter Employee Information Employee Information Include Employee Information Here

7. Step 3: Review UMMS Mission Statement Section I – UMMS Mission Statement To educate students, physicians and biomedical scholars and to provide a spectrum of comprehensive knowledge, research, patient care and service of the highest quality to the people of the state of Michigan and beyond. Keep in mind when setting your goals.

8. Step 4: Add Your Unit Goals Section II: Unit Goals Review or add your unit’s goals. 1. 2. 3. Keep in mind when setting your goals.

9. Step 5: Read the Performance Plan Instructions Read instructions first! Section III: Performance Plan Identify your key areas of responsibility (KAR) from your job description* Select the KARs on which you will focus in this evaluation period. Identify one or more goals for each selected KAR: what you will accomplish and by when Identify the measurement criteria for each goal: how you will evaluate this goal; include a leadership competency key to the successful completion of the goal** You may add additional areas of Section III or V, if needed. * Examples of KARs can be found in Doc D. ** Leadership Competencies and Behaviors are listed in Doc B.

10. Step 6: Identify Key Areas of Responsibility Section III: Performance Plan What is this? Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item

11. Key Area of Responsibility Job Description What is it? #1 KAR #2 KAR #3 KAR #4 KAR #5 KAR …represents your main responsibilities as outlined in your job description. How many KARS do people have? There is no ideal number; It will depend on your job. Examples • Budget management • Team leadership • Institutional projects • Staff development • Safety compliance • Oversee technical problems in lab • Grant writing

12. Step 7: Set Performance Goals “What” is to be accomplished? Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item Choose an Item

13. Performance Plan Goals should… • Support a Key Area of Responsibility • Align with an institutional/unit goal • Start with an action verb • State a specific result • Be measurable KAR: Budget Management Goal: Maintain a balanced budget and create a plan for additional 5% savings by 1/1/10

14. Step 8 & 9: Identify Criteria forMeasurement “How” will you know when the goal is accomplished ? Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item Choose an Item KAR: Budget Management Goal: Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement:Financial statement shows a balanced budget with additional 5% savings Key Leadership Competency: Problem Solving Leadership competencies can be found on Doc B for convenient reference when planning.

15. Step 10: Professional Development Plan: Instructions Read instructions first! Section IV: Professional Development Plan Instructions • Set a goal for each of the Institutional Competencies • Optional • Identify a leadership competency, of your choice, for development • Identify a professional development goal(s) of your choice

16. Step 11:Institutional Competency Section IV: Professional Development Plan Leadership Competency: Improves ProcessesEncourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:       Comments and Notes:       Self Assessment:   Self Evaluation:     Manager’s Assessment: Manager’s Evaluation:       Choose an Item Choose an Item

17. Institutional Competency Example Section III: Professional Development Plan Leadership Competency: - Improves ProcessesEncourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:    Work with a Lean Coach to evaluate the supply orders and inventory management process to decrease waste Comments and Notes:       Self Assessment: Self Evaluation:       Manager’s Assessment Manager’s Evaluation:       Choose an Item Choose an Item

18. Step 12: Optional Competency - Example Self-selected Professional Development Goal Description of Goal and Plan: Project Management: Attend class on project management by 12-1-09. Develop a plan for the roll out of the new trainingby 3-1-10.     Comments and notes:       Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:   Choose an Item Choose an Item

19. Step 13: Meet Discuss and revise as necessary.

20. Step 14: Comments and Review • Record your observations in the • Comments and Notes section. • Your manager will do the same. • This step will save you time at the • end of the year!

21. Comments and Notes– Performance Plan Example Section II: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes: Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item Choose an Item KAR: Budget Management Goal: Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement: Financial statement shows a balanced budget ; demonstrate leadership competency: problem solving Comments:  10-5, JP, met and discussed budget gaps Throughout the year, add comments to the form. Date and initial your comments. You can merge comments from others later.

22. Comments and Notes– Professional Development Example Leadership Competency: Improves ProcessesEncourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources:    Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes: 11/9 JP Completed 4 day Lean Training Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:       Section III: Professional Development Plan Choose an Item Choose an Item

23. Step 15: Evaluation and Assessment If you have kept notes throughout the year, the Leadership Performance Evaluation should be easy to complete.

24. Rate and Evaluate Individual Goals Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes:       Self Rating: Self Evaluation:       Manager’s Rating: Manager’s Evaluation:       Choose an Item • Drop-down Menu • Not Met • Approaching • Successful • Exemplary Choose an Item

25. Overall Performance Summary Overall Performance Rating: Overall Performance Summary and Rating Complete an overall summary Choose an Item Drop-down Menu: Rate the overall performance

26. Assess and Evaluate Individual Competencies Institutional Leadership Competencies for 2009-2010 Process-Execution-Operations: Process Management Description of Goal, Plan and Resources:    Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes:11/9 Completed 4 day Lean Training Self Assessment: Self Evaluation:       Manager’s Assessment: Manager’s Evaluation:    Choose an Item • Drop-down Menu • Knows • Does • Does Consistently • Teaches/Mentors Choose an Item

27. Overall Professional Development Summary Overall Professional Development Summary Complete an overall summary of progress Note: This summary does not calculate into the final Performance rating.

28. Step 16 & 17: Meetand Sign Discuss overall summaries, ratings and assessment. Manager's SignatureDate Employee's SignatureDate Sign the form

29. Step 18: Make copies The manager gives a copy of the final evaluation to the employee and the Department’s main Administrator.

30. Start Early! As always, your Department Administrator and HR appreciate early completion of your evaluations. If you have questions, contact your manager, Department Administrator or HR Consultant. Thank you.