Performance Management At-A-Glance

Transcription

1 Performance Management At-A-Glance The Annual Performance Management Cycle for the Harvard Longwood Campus coincides with the fiscal year, and consists of three phases Planning/Goal Setting Coaching/Implementing Assessing. Each phase of the cycle includes conversations between managers and staff, as well as documenting in the PeopleSoft eperformance system. The Performance Management timeline is: Planning & Goal Setting July 1st-September 30th Coaching & Implementing October-March Assessing April 1st-May 31st (June 30th for HSDM) On the pages that follow, you will find instructions for all three phases of the Performance Management Cycle, with particular emphasis on the process for documenting goals and assessments using eperformance. To complement these instructions, we provide workshops on goal-setting and year-end assessments. You may enroll in an upcoming workshop by clicking here for staff or here for managers. For the most updated tools and resources, click here. 1 P a g e

2 Phase 1: Planning & Goal Setting (Staff) I m a staff member who wants to document my goals for the current performance cycle, and my department and/or manager uses the eperformance: Standard Form Complete just the first 3 sections of the form in PeopleSoft: PeopleSoft Self-Service; under Performance Management choose My Current Documents. Click on Annual Review. Notify your manager that s/he may now review and Complete the document in eperformance. Summary Form Complete these 3 sections of the WordDoc version of the form: Summary and Exception Form users can find Planning/Goal Setting WordDoc here, under Forms. Notify your manager that s/he may now review and confirm by providing a soft/hard copy. Exception Form Complete these 3 sections of the WordDoc version of the form: Summary and Exception Form users can find Planning/Goal Setting WordDoc here, under Forms. Notify your manager that s/he may now review and confirm by providing a soft/hard copy. 2 P a g e

3 Phase 1: Planning & Goal Setting (Managers) I m a manager who wants to approve goals for my team for the current performance cycle, and my department uses the eperformance: Standard Form Review just the first 3 sections of the form in PeopleSoft: PeopleSoft Manager Self-Service; under Performance Management choose Team Current Documents. Click on Annual Review for each of your direct reports. Click Complete once in the grid listing all team members, and again within the document itself. Summary Form Review these 3 sections of the WordDoc version of the form: Summary and Exception Form users can find Planning/Goal Setting WordDoc here, under Forms. Save this document as you will refer to it during both the Coaching and Assessment phases. Exception Form Review these 3 sections of the WordDoc version of the form: Summary and Exception Form users can find Planning/Goal Setting WordDoc here, under Forms. Save this document as you will refer to it during both the Coaching and Assessment phases. 3 P a g e

4 Phase 2: Coaching & Implementing (Staff & Managers) I m a staff member or manager who wants Schedule a check-in conversation with your manager/direct Goal documents completed in Phase 1. to review progress-to-date on goals report. Review the goals established in July-September. Open-ended questions. established at the beginning of the Discuss goals completed, obstacles encountered, and any Active listening. Performance Management Cycle. necessary adjustments to timelines/scope that may impact the successful completion of the goal. Identify action steps or resources that can positively impact outcomes. Positive problem-solving. 4 P a g e

5 Phase 3: Year-end Assessment (Staff) I m a staff member ready to complete my Self-Evaluation for the current performance cycle, and my department and/or manager uses the eperformance: Standard Form Make sure the goals document is marked complete PeopleSoft Self-Service; under Performance Management Select reviewers for 360 Feedback in PS (Optional) choose My Current Documents. Click on Annual Review. Complete the Self-Evaluation in PS (Optional) Your manager will then be notified to complete the Manager Evaluation and will click Share with Employee Once your manager comments, s/he may now click Share with Employee ; upon review, you may add comments and click Acknowledge to complete the process. Summary Form Your Manager will initiate the Year-end Document in PeopleSoft, commenting on:, Professional Growth & Development Goals, and competencies Complete the Self-Evaluation in PS (Optional) Once your manager comments, s/he may now click Share with Employee ; upon review, you may add comments and click Acknowledge to complete the process. Optional: If you wish to seek feedback from key clients and/or colleagues, discuss potential Reviewers with your manager and complete the Select Reviewers section; your manager will receive the feedback directly and incorporate into his/her overall comments. PeopleSoft Self-Service; under Performance Management choose My Current Documents. Click on Annual Review. Note: 360 feedback is not an option in PeopleSoft eperformance on the Summary Form. 5 P a g e

6 Phase 3: Year-end Assessment (Staff) Exception Form Your Manager will initiate the Year-end Document in PeopleSoft, commenting on:, Professional Growth & Development Goals, and competencies Select reviewers for 360 Feedback in PS (Optional) Complete the Self-Evaluation in PS (Optional) Once your manager comments, s/he may now click Share with Employee ; upon review, you may add comments and click Acknowledge to complete the process. PeopleSoft Self-Service; under Performance Management choose My Current Documents. Click on Annual Review. Optional: If you wish to seek feedback from key clients and/or colleagues, discuss potential Reviewers with your manager and complete the Select Reviewers section; your manager will receive the feedback directly and incorporate into his/her overall comments. 6 P a g e

7 Phase 3: Year-end Assessment (Managers) I m a manager who wants to complete Annual Review documents for each of my direct reports for the current performance cycle, and my department uses the eperformance: Standard Form Review Staff Member s Self-Evaluation in PeopleSoft. Log into PeopleSoft. Choose Manager Self-Service>Performance Complete the Manager s Evaluation in eperformance with the following mind: Mgmt.>Current Team Documents. Click on Annual Review for each direct report. Enter the Overall Rating (see options on p. 9) Optional sections: Select Reviewers Manager Feedback (for anyone with Direct Reports) Discuss your comments with your staff member (you may share the document in the system either before or after your discussion, giving the individual the opportunity to comment). Click Share with Employee in eperformance. Summary Form Review Staff Member s Self-Evaluation in PeopleSoft/ soft copy. Complete the Manager s Evaluation in eperformance with the following mind: Goals Summary Overall Summary and Rating (see options on p.9) Optional: Gather feedback from 3-5 colleagues/clients to inform your overall comments, by phone, , or using the HLC Feedback Tool. Discuss your comments with your staff member. You may upload any accompanying documents as an attachment in PeopleSoft. Click Share with Employee in eperformance. If you wish to seek feedback from key clients and/or colleagues, discuss potential Reviewers with your direct report(s); gather feedback through eperformance using Select Reviewers ; summarize the feedback and incorporate into your overall comments. Log into PeopleSoft. Choose Manager Self-Service>Performance Mgmt.>Current Team Documents. Click on Annual Review for each direct report. Optional: If you wish to seek feedback from key clients and/or colleagues, discuss potential Feedback Providers with your manager; s/he may then enlist the HLC Feedback Tool to request feedback to incorporate into his/her overall comments. Note: 360 feedback is not an option in PeopleSoft eperformance on the Summary Form. 7 P a g e

8 Phase 3: Year-end Assessment (Managers cont d) Exception Form Review Staff Member s Self-Evaluation in PeopleSoft/soft copy. Complete your Overall Summary and assign the Overall Rating (see options on p. 9) Optional: Gather feedback from 3-5 colleagues/clients to inform your overall comments, using PeopleSoft, phone, , or the HLC Feedback Tool. Discuss your comments with your staff member. You may upload any accompanying documents as an attachment in PeopleSoft. Click Share with Employee in eperformance. Log into PeopleSoft. Choose Manager Self-Service>Performance Mgmt.>Current Team Documents. Click on Annual Review for each direct report. If you wish to seek feedback from key clients and/or colleagues, discuss potential Reviewers with your direct report(s); gather feedback through eperformance using Select Reviewers ; summarize the feedback and incorporate into your overall comments; or, you may use the HLC Feedback Tool. 8 P a g e

9 Overall performance rating 5 Leading performance 4 Strong performance 3 Solid performance 2 Building performance 1 Not meeting expectations Definition Contributions have tremendous and consistently positive impact and value to the department and or the organization. May be unique, often one-time achievements that measurably improve progress towards organizational goals. Easily recognized as a top performer compared to peers. Viewed as an excellent resource for providing training, guidance, and support to others. Demonstrates high-level capabilities and proactively takes on higher levels of responsibility. Consistently demonstrates high level of performance. Consistently works toward overall objectives of the department and or organization. Viewed as a role model in position. Demonstrates high levels of effort, effectiveness, and judgment with limited or no supervision. Consistently demonstrates effective performance. Performance is reflective of a fully qualified and experienced individual in this position. Viewed as someone who gets the job done and effectively prioritizes work. Contributes to the overall objectives of the department and or the organization. Achieves valuable accomplishments in several critical areas of the job. Working toward gaining proficiency. Demonstrates satisfactory performance inconsistently. Achieves some but not all goals and is acquiring necessary knowledge and skills. For new employees: this rating can be used when an employee is still coming up to speed with their job duties as appropriate, based on their tenure in the position. The quality of performance is inadequate and shows little or no improvement. Knowledge, skills, and abilities have not been demonstrated at appropriate levels. Application guidance Reserved for work that is truly extraordinary across the board. It could involve unique, onetime initiatives that required the mastery of different skills and a significant time commitment to skill building and completion of a project or event. This rating also indicates work that had a far-reaching impact in moving the department ahead on a significant goal. Applies to an employee who consistently demonstrates a high level of performance. Throughout the entire performance year, the employee worked above and beyond to successfully achieve goals and they often worked with very limited or no supervision. Describes employees who consistently demonstrate effective performance, who get the job done and effectively prioritize work. Typically the majority of employees will receive an overall rating of 3. Appropriate for employees who are new to their role and are still learning the skills of the position. This rating is also for employees who have an uneven or inconsistent performance. The employee might perform some goals well, but other goals require additional training, coaching, and feedback. Should not come as a surprise to an employee regular performance discussions should have been in place consistently before this point of final assessment. An employee receiving this rating should already be on a Performance Improvement Plan. Speak to your Human Resources department before giving this rating. 9 P a g e

10 Goal rating Definition 3 Met Goal was fully achieved (i.e. on time, on budget). 2 Partially met One or more dimensions of the goal (i.e. on time, on budget, etc.) were not achieved. 1 Needs improvement Most or all dimensions of the goal (i.e. on time, on budget, etc.) were not achieved. 0 Not applicable This goal is no longer applicable. Competency rating Definition 4 Advanced Has broad and deep understanding and skills, with substantial expertise and experience in this area. Can apply this competency regularly and independently and display this competency in complex, varied situations. Role model for this competency. 3 Proficient Has sufficient understanding and experience to operate at a full professional level with this broad range of moderately complex situations. Can generalize basic principles to effectively function in both predicable and new situations. 2 Developing Newly developing in this area; has a general understanding of key principles but limited or no applied experience with this competency. Is capable of using this competency with coaching and support, in simple situations. 1 Does not demonstrate Does not demonstrate this competency at the expected level, even with available assistance or direction from others. 10 P a g e