KCTCS PERFORMANCE REVIEW PROCESS

2010-11

RESULTS OF KCTCS EMPLOYEE PPE SURVEY(Overall 317 faculty and 614 staff responded , a total of 931)

• Only 6% of employees were very satisfied with current process

• 70% of employees wanted an electronic format

• Majority of employees wanted competency based performance review

Thanks for taking the time to respond to the survey!

PPE Changes

Focus on the Positive

Enhanced Communication

Addresses Expected Behaviors

Inclusive Rating Scale

Simpler and Easier to

Administer

Old PPE Form

Planning Midyear

Final Evaluation

Position ResponsibilitiesInternal ServiceExternal Service

Professional DevelopmentLeadership

Focus on TasksFocus on Cut and Paste 5 Tier Rating System

Paper Process

Revised PPE Form

PlanningOptional MidyearOngoing Feedback

Final Evaluation

Minimum of one GoalNo Maximum of Goals

8 Competency Categories (based on feedback from

survey)

Focus on CommunicationFocus on Creativity

3 Tier Rating System Electronic Process

INCLUSIVE RATING SCALERatings for the revised process are:•Excels = (EE) (ME) Employee achieves their individual work related goal

and earns a “succeeds” in all competencies. •Achieves = (M) Employee achieves their individual work related goal and

earns a “succeeds” in 6 competencies. All competencies are met in the Job Responsibility category.

•Growth Opportunities = (NI) (DNM) Employee does not achieve individual work related goal and/or earns a “succeeds” in 5 or less competencies. Employee does not meet all competencies in the Job Responsibility category. A performance improvement plan will be developed and implemented as part of this rating.

SETTING MEANINGFUL GOALS

Goal Characteristics:• Begins with an action verb• Is measurable• Has a specific deadline• Is realistic/achievable

Action verbs = Focus on accomplishment

Examples of action verbs:

Analyze Expand Produce MaintainStreamline Implement Generate WriteTrain Design Expedite EliminateContact Control Develop ImproveReduce Operate Provide DirectIncrease Complete Conduct Prepare

Setting Meaningful Goals

SETTING MEANINGFUL GOALS(CONT’D)

Goal Measurability:

Quantity – Ex: Number of calls answeredQuality – Ex: % of Reduction in errorsCost – Ex: % of Reduction in maintenance costsTimeliness - Number of on-time projects

EXAMPLES OF WELL-WRITTEN GOALSMaintenance Goal:During the evaluation period, I will disinfect areas assigned to me (including door handles, stairwells, and bathrooms) on a daily basis to prevent the spread of disease such as H1N1. Documentation will be observation of supervisor.

Maintenance Goal:During the evaluation cycle, I will participate in a ladder safety course to improve safety for M&O. Documentation will be the class record.

Clerical Staff Goal: By the end of the evaluation cycle, I will master the KCTCS Debit Card refund administrative process and train other office staff to assume this day-to-day service for our students. This will facilitate enhanced student services and responsiveness for our students. Documentation will be the training records for staff.

Clerical Staff Goal:During the evaluation cycle, I will complete a records management course to improve the management of files in our office. Documentation will be the final grade.

EXAMPLES OF WELL-WRITTEN GOALSProfessional Staff Goal:I will map out detailed processes for third party billing, cancellation and collection process by the end of the evaluation cycle. Documentation will be the distribution of the map to other Business Office staff.

Professional Staff Goal:During the evaluation cycle, I will implement and use the Common Data Set to decrease the number of data requests among common items by 10%. Documentation will be a report that shows a decrease in the number of data requests.

Administrative Goal:During the evaluation cycle, I will complete Crisis Management Team training for chain of command for the college as a whole and for each campus. Documentation will be training records and publication of the chain of command to follow in times of crisis.

Administrative Goal:I will set up small focus groups (5-8 employees) to discuss college-wide issues that the employees feel need to be addressed. I will compile the responses and present them to the Senior Leadership Team by the end of the evaluation cycle.

The Performance Review Process How It Works

PPE PROCESS – PLANNING PHASE

Meet to discuss achievements from past performance year.

Discuss improvement.

PPE PROCESS- PLANNING PHASE

Set performance enhancement goals and measurements

Decide how many times to meet

This completes the planning phase of the evaluation.

PPE PROCESS – FINAL PHASE

March-April

Employee provides performance documentationSupervisor evaluates completion of goal(s)Supervisor evaluates competencies

PPE PROCESS – FINAL PHASE

Overall rating calculated electronically Supervisor and employee discuss rating Employee and supervisor sign completed form Copy sent to Human Resources

This completes the final phase of the evaluation.

COMPETENCIES Job Responsibilities• Performs job responsibilities• Demonstrates essential skills for a position• Demonstrates good work habits, flexibility, and initiative

Quality of Work • Demonstrates dependable and punctual attendance• Shares expertise• Shows pride in work

COMPETENCIES Cooperation/Communication• Demonstrates appropriate communication skills• Is open to different viewpoints• Shows respect for others• Collaborates on joint projects and decisions• Demonstrates teamwork• Gives and receives candid and helpful feedback

COMPETENCIESContinuous Improvement• Contributes to overall improvement of the organization• Participates in professional development activities to meet job knowledge

or organizational goals• Values innovation and creativity by embracing new solutions and ideas

Customer Focus• Focuses on customer satisfaction• Develops effective professional relationships with customers• Anticipates and meets the needs of both internal and external customers

COMPETENCIESResourcefulness and Results• Works effectively in multiple work situations• Uses various resources to achieve desired results in a timely manner• Takes action and commits to getting things done• Contributes to achievement of organizational goals (strategic plan, college

or unit goals)

Leadership• Sets a positive example for others to emulate • Demonstrates a positive attitude in the workplace• Seeks input and assesses risks when making decisions

QUESTIONS?