Pi l o t G roup - Peop leAdmin Pe r fo rmance Rev iew Tra in ing I I I

2013-2014

WelcomePilot Group!

Performance Review Cycle

System Cycle

1Supervisor

Reviews Employee’s

Position Description

2Supervisor Sets

Plan

3Employee

Acknowledges Plan

5 Assign Multi-Rater

4Mid-Year Check-In

6Employee

Completes Self-Review

7Supervisor

Completes Review

8Reviewing Officer

Acknowledges Review

9Performance

Review Discussion

10Employee

Acknowledges Performance

Review

Pilot Group Session 3• Timeline• Self-Review• Supervisor Review• Reviewing Officer• Performance Review Discussion• Acknowledgement• History and Printing

Pilot Group Timeline

Topic Open Close

Objective Plan Setting September 20th October 31st

Mid-year check-in January 27th February 28th

Self-review/review/acknowledgements

April 21st July 31st

EMPLOYEE COMPLETES SELF-REVIEW

Self-Review• Same content as paper form – now on-line!

The criteria established in the plan carries over into the Self Review!• Employee can access self-review under the “home” button under “your action items”• Or, employee can click on “My Reviews”, then the “Self Review” icon, or “Self Review” on the left-hand

menu bar

Self-Review• Enhancement!

– Employees may now select “both” allowing an opportunity to discuss areas of strength and development needs within a specific category

• For each criteria the employee should select “strength,” “development opportunity” or “both” from the drop down list. Then, the employee should complete the “comments” section describing why they chose the specific assessment. Once completing the Performance Criteria section, the employee should click “next”.

Self-Review: Job Specific CriteriaThe employee should complete the “job specific criteria” portion,

selecting the assessment and completing the comments portion. Once complete, the employee should click “next”.

Self-Review: Individual GoalsThe employee should complete the “individual goals” portion selecting the assessment rating and

completing the comments portion. Once complete, the employee should click “next”.

Self-Review: Top 3 AccomplishmentsThe employee should complete the “Top 3 Accomplishments” portion. After entering each item the

employee should click “add entry” until 3 accomplishments have been listed. Once complete, the employee should click “next”.

Self-Review: Professional Development PlansThe employee should provide comments in the “Professional Development Plans” portion.

**It is important to complete all tabs before submitting the self-review to your supervisor.**Once complete the employee should click “complete”.

NORMALIZATION

• Effort towards cross-collaboration

• Agreement and adoption of rating definitions, consistently applied downward within a VP division among departments as well as across VP divisions

• Current discussion at Cabinet level

NORMALIZATION

Rating DefinitionsRating falls between a 1.0 and a 3.0 in increments of .25 (1.75, 2.0, 2.25 etc.).

Rating 3 Performance consistently greatly exceeds job standards and established goals. Unexpected assignments are handled with above average skill. Frequently exceeds major requirements and expectations; accomplishments are noteworthy and highly valued. Demonstrates exceptional quality in most of the essential areas of responsibility. This rating is given to employees who exhibit high overall performance, routinely go beyond what is expected in order to substantially surpass the majority of their key performance expectations and have exceeded expectations in their job criteria. Rating 2 Performance consistently and reliably meets job requirements and critical goals are achieved. Results are consistent with those of a fully trained and motivated employee. Employee exhibits solid performance which consistently fulfills expectations and satisfactorily accomplishes all objectives. Rating 1 Employee may meet most job standards, but requires more than usual supervisor follow-up and direction. Steps must be taken to further develop targeted areas which will improve overall performance. A professional development plan to improve performance must be outlined and monitored, with timelines for improvement established.

SUPERVISOR COMPLETES REVIEW

• Objective Plan• Employee Self Review• Progress Notes• Multi-rater Feedback

SUPERVISOR TOOLS

Supervisor Review• Same content as paper form – now on-line!

The criteria established in the plan carries over into the Supervisor Review!• Supervisor can click on the “home” button and select the review under “your action items”• Or, supervisor can select the supervisor review by clicking on the supervisor review (pen) icon or

“supervisor review” on the left-hand column

Supervisor ReviewSupervisor should provide comments in each of the performance criteria; job specific criteria, individual

goals and professional development sections.

Supervisor ReviewQuick Tip: you can open multiple windows to view the employee’s self-review and

any multi-rater feedback! Go to “file” then “new window”.

Supervisor Review• Enhancements:

– Scores have moved from a 0-3 rating scale to 1-3 rating scale– Supervisors select one “overall” score rather than individual scores for each category– Supervisors select scores in “.25” increments rather than averaging out individual ratings

• Supervisor should select an overall score from the drop down menu and provide comments

Supervisor ReviewSupervisor should click “complete” once the review is finalized – will now go

to the Reviewing Officer

9-month and 10-month Employees

Please prioritize your 9 and 10 month employees!The entire process must be complete before they leave for the summer.

Ensure to leave time for the reviewing officer approval and the performance discussion.

REVIEWING OFFICER ACKNOWLEDGES REVIEW

Reviewing Officer Acknowledges Review• Reviewing officer is the next level supervisor• Reviewing officer can click on the “home” button and view the acknowledgement step under “your

action items”• Or, reviewing officer can click on the acknowledgement (clipboard) icon or “acknowledgements” from

the left-hand column• Reviewing officer should read through the performance review and click “acknowledge” once having

approved the review• Supervisor must not meet with their employee prior to the reviewing officer approving the review

Reviewing Officer Acknowledges Review• If reviewing officer disagrees with the review, the review can be sent back to the supervisor for

reconsideration by clicking “reject”• Reviewing officer should include comments back to the supervisor• Reviewing officer and supervisor must discuss the review prior to the supervisor re-submitting the

review to the reviewing officer• Reviewing officer should read through the performance review and click “acknowledge” once having

approved the review• Supervisor must not meet with their employee prior to the reviewing officer approving the review

Reviewing Officer Acknowledges Review

Reviewing officer should communicate to the supervisor when the review has been approved or

returned.

Once the reviewing officer has acknowledged the review, the review is with the supervisor. All

supervisors must strive to meet with their employees as soon as possible once the reviewing officer has

acknowledged and approved the review.

PERFORMANCE REVIEW DISCUSSION

Performance Review Discussion• Supervisor should click on the “home” section on the menu bar across the top of the page to see

what tasks are due• ** NO SURPRISES **• Supervisor should click on “performance review discussion”• Supervisor should meet in person with their employee and deliver the performance review• After the meeting, supervisor should click “complete”

Performance Review DiscussionAfter the meeting, supervisor should document the

discussion in the progress notes

EMPLOYEE ACKNOWLEDGES PERFORMANCE REVIEW

Employee Acknowledges Performance Review

• Employee can click on the “home” button, under “your action items”, and find the acknowledgement which is due

• Or, employee can click on the Acknowledgement Icon (clipboard) or “Acknowledgements” on the left-hand column

Employee Acknowledges Performance Review

• Employee should read through the supervisor review to ensure it captures the performance review discussion

• Once the employee has read through the review, employee should click “acknowledge”

HISTORY

History

History

PRINT OPTIONS

Printing• Go to History• Print Button• Prints everything• Or, select what part to print

• Try to complete any open tasks early, prior to their leave

• If not able, tasks will be “overdue”

• “Overdue” tasks can be caught up upon their return, if within the annual review cycle

• If the end of the annual review cycle is near, the supervisor should complete the performance review and the employee should sign a hard-copy when back from leave

What if my Employee is on Leave?

40

Upcoming Trainings:

Giving and Receiving Feedback: 5/6/14

Resolving Conflict: 5/28/14

http://www.gonzaga.edu/gutraining

Performance Management PowerPoint and other resources are located at: http://www.gonzaga.edu/hr, then click on performance management on the left column.

Next Steps

Questions?