AUDIENCE BACKGROUND Frequently Asked Questins (FAQs) Gals and Perfrmance mycareer @CHOP Gals and mycareer @CHOP Perfrmance are electrnic, integrated tls that supprt develping gals and tracking perfrmance. mycareer @CHOP Gals supprts the creatin and mnitring f individual and team bjectives thrughut the year. Gals tie directly t the perfrmance appraisal, helping emplyees and managers actively engage in year-rund dialgue and caching related t their perfrmance. Setting gals is an excellent pprtunity fr managers (and a manager s manager) t create line f sight, r frming cnnectins fr emplyees between the wrk they d and the missin f the Hspital. When emplyees have clear gals and knw hw and why their wrk matters, they are mre accuntable fr utcmes and cmmit t helping CHOP achieve its gals. Emplyees are encuraged t draft gals and suggest adjustments based n their perspective and experience. mycareer @CHOP Perfrmance is utilized t dcument nging perfrmance updates and discussins between the emplyee and manager. Discussing perfrmance shuld be nging thrughut the year with frequent dialgue between managers and emplyees, summarized during the annual perfrmance evaluatin. This ensures emplyees have the feedback needed t be successful s that CHOP can meet its gals. The perfrmance frm allws fr emplyees and managers t carry ut several functins year-rund and shuld highlight the nging cnversatins that take place thrughut the year: Establish and update gals Verify and amend jb respnsibilities as needed Dcument prgress n gals, jb respnsibilities, and cmpetencies Cmplete the end f year perfrmance evaluatin As f July 1, 2017, additinal audiences have been included in mycareer Gals and Perfrmance fr Fiscal Year 18. These emplyees, alng with the Phase I audiences already using mycareer Gals and Perfrmance fr FY 17, shuld cmplete their FY 18 gals using the Gals mdule fund at mycareer @CHOP. Imprtant Nte: ALL FY 17 perfrmance reviews fr the Phase II audience will be cmpleted using the existing ImPACT Prcess. The Phase I audience included the salaried emplyees wh were eligible fr an ImPact review that reprt up thrugh the fllwing departments are t use mycareer @CHOP Gals and Perfrmance mdules. Hspital Crprate and Clinical Supprt Care Netwrk Outpatient Administratin Research Administratin departments Imprtant nte: Review eligible CHOP emplyees nt included abve cntinue t use the paper based ImPACT Perfrmance Management prcess. Revised: December 2, 2017 Page 1
Questins and Answers Access Q. What are the recmmended brwsers I can use t access mycareer @CHOP? A. The supprted brwser versins are Internet Explrer 11 n Windws 7 and Safari 9.0 and abve n Mac OS X. Other brwsers may have sme functinality, but certain features such as pp-up windws, may be disabled. It is recmmended that users utilize the supprted brwsers utlined abve fr the best user experience. Q. Shuld I save mycareer @CHOP t my favrites? A. T ensure the mst current versin f the mycareer @CHOP applicatin is being utilized, users shuld lg in frm the page s main lcatin each time as ppsed t saving it t their favrites. Saving the link t yur favrites captures the page at a mment in time, which may cause users t access an utdated versin. Q. Once I lg int mycareer @CHOP, hw d I access Gals and Perfrmance? A. Yu can access the GOALS and Perfrmance frm tw lcatins within mycareer @CHOP: The T D tile n the HOME page r the My Frms page. Q. Once I lg int mycareer @CHOP, hw d I access Gals? A. Frm the Hme drpdwn menu in the upper left-hand side f the screen, select Gals. This will take the user int their current gal plan. Q. Once I lg int mycareer @CHOP, hw d I access Perfrmance? A. Frm the Hme drpdwn menu in the upper left-hand side f the screen, select Perfrmance. This will take the user t the Perfrmance mdule. Gals All Users Q. When d emplyees set gals? A. New emplyees shuld set their gals within the first 90 days f hire. While setting gals is nt required, it is highly recmmended. Fr existing emplyees, gals shuld be set at the beginning f the fiscal year. Q. Wh establishes gals? A. The emplyee shuld wrk clsely with their manager in establishing gals. While it is the ultimate respnsibility f the manager t ensure that gals are established and mnitred, it is a cllabrative effrt and the emplyee shuld be actively mnitring and recmmending changes in gals based upn their perspective and experience. Gals shuld be reviewed between emplyees and managers at least quarterly. Revised: December 2, 2017 Page 2
Q. Wh adds gals t the emplyee s gal plan? A. Emplyees add gals t their gal plan after cllabrating with their manager. Yu will want t identify and agree upn SMART gals that are aligned with yur team s r enterprise gals. Managers and a manager s manager (secnd level manager) als have the ability t cascade their wn gals dwn t their reprts, which can be edited during the cascading prcess r at the emplyee level nce cascaded, r create a new gal directly in the emplyee s gal plan. This allws departments and leadership t better align their team s gals with their wn and the enterprise. Q. What are the characteristics f gals? A. Gals shuld be SMART (Specific, Measurable, Achievable, Relevant, and Time-Bund), and the prcess guides yu in that directin. While gals may crss ver multiple fiscal years, the fcus fr each gal shuld be n what will be accmplished during the curse f the review perid. Gal plans are made available t emplyees within the mycareer @CHOP system year ver year t help track against multi-year r lnger term strategic effrts. Gals may shift ver the curse f the year. Updates can be made by either the emplyee r manager, and are visible t bth. Nte that there is an audit trail fr gal editing, with visibility t each versin f the gal. Q. What are SMART GOALS? A. SMART Gals - The SMART is an acrnym and prvides a clear guideline in which t establish persnal gals. S = Specific M = Measurable A = Achievable R = Relevant T = Time-bund Gals shuld be clear and detailed and emphasize the task(s) that yu want t achieve. Gals must have bservable, verifiable measures. The measures must be fully achievable by the emplyee and agreed upn by the manager and emplyee. Gals shuld have significance t the emplyee s jb duties and t the rganizatinal gals and missin. Gals must be measurable within the rating perid. Setting an end pint fr a gal gives yu a clear target t wrk twards. Revised: December 2, 2017 Page 3
Q. Hw shuld I determine my gals? A. Gals are established at the enterprise level and can be cascaded dwn s that all emplyees are invlved in executing CHOP s visin and strategy. Yur individual gals shuld be tied t yur team s and department s gals. Team and department gals are linked t yur divisinal/functinal gals, which in turn are aligned t CHOP s strategic gals. Strategic Gals Divisinal/Functinal Gals Team/Department Gals Individual Gals Q: What is the jb respnsibility ptin in the gal categry? A. The jb respnsibility categry is created fr emplyees and managers t track prgress and capture feedback against specific jb respnsibilities directly by adding the t the perfrmance frm. All emplyees will see a general jb respnsibility perfrms cre requirements f the rle t capture discussin and evaluatin f basic requirements f their jb. Yu will nt be able t edit this specific gal, as it is a placehlder t ensure yur cre duties are a part f yur verall gal discussin and planning. Hwever, emplyees wh wuld like t discuss r evaluate mre functinal jb respnsibilities can add them in the Jb Respnsibilities sectin f the Gal Plan. If yu have additinal questins abut this categry, please talk t yur manager. Q. What is an emplyee s rle in establishing gals? A. An emplyee s rle is t: Draft gals and suggest adjustments based n perspective and experience Cllabrate with managers t identify SMART gals that align with the team s and rganizatinal gals Add gals t yur gal plan Meet with manager regularly t review prgress n gals Fcus current jb perfrmance n achieving gals Revised: December 2, 2017 Page 4
Q. What is a manager s rle in establishing gals? A. A manager s rle is t: Cllabrate n and review gals develped by their emplyees Prvide Line f Sight (prviding visibility t emplyees n hw the wrk that they d cnnects t CHOP s initiatives, bjectives, and missin) thrugh multi-level visibility and cascading gals t their teams Ensure gals are aligned between individual, team, and department Add gals t their team s plans Actively mnitr, dcument, and ensure effective cmmunicatin n prgress within the rganizatin Q. Can gals be deleted? A. Yes. The gal plan is a wrking dcument. It can be viewed and gals can be updated at any time. We recmmend that if a gal is n lnger apprpriate r applicable, rather than deleting it, update the status is updated t N lnger applicable. Nte that gals that are deleted cannt be recvered, and thus there will be n audit trail. Q. If my gal has changed, what d I d? A. Managers and emplyees can edit gals. There will be an audit trail f gals that are changed r edited s that bth emplyees and managers are aware f the changes that have been made. Nte that gals that are deleted cannt be recvered, and thus there will be n audit trail. Q. Can I capture perfrmance ntes and updates abut my gals thrughut the year? A. Yes, yu and yur manager shuld capture ntes and updates n yur gals, as well as reflect changes that may ccur thrugh the curse f the year. Yu will d this in the Perfrmance sectin f the system by using cmment bxes. Yu can als keep track f yur gals status (e.g. n track r n lnger applicable ) directly in the gal plan. Q. When shuld I be setting gals fr myself and can they change thrughut the year? A. Emplyees and managers shuld be setting gals at the beginning f the fiscal year (July), hwever, we realize that gals can change r shift thrughut the year. It is recmmended that emplyees and managers review gals tgether at least n a quarterly basis. This will ensure cntinued alignment and nging dialgue abut prgress, ptential radblcks, r changes t be accunted fr when trying t meet gals. Q. Can I add additinal gals within the Perfrmance Management mdule? A. Yes, gals can be added t yur gal plan directly using the Add Gal link fund in the Gals/Jb Respnsibilities sectin f the page, r gals that yu have already created can be linked t yur perfrmance plan. Yu need nt navigate t the Gals mdule t set up gals and return t the Perfrmance mdule t assign them. Revised: December 2, 2017 Page 5
Q. Will smene tell me when I shuld be setting my gals? A. Yes, yu and yur manager shuld be cmmunicating abut gals. This usually happens at the beginning f the perfrmance review cycle. CHOP als reminds managers and emplyees abut gal setting at the beginning f the fiscal year. If yu have any questins, please cntact yur manager. Q. When creating a new gal, hw d I knw if a gal shuld be categrized under Perfrmance Gals r Jb Respnsibilities? A. As mentined, all emplyees will have a general jb respnsibility gal f perfrms cre requirements f their rle included in their list. Any additinal jb respnsibilities r cre duties can be included in the existing jb respnsibility gal. Yu d nt need t add any additinal jb respnsibility gals t yur list unless requested by yur manager. Any new gals yu add shuld be perfrmance-related and categrized as such. Q. D I need t set a start date / due date n my gals? A. Yes, each gal requires a start date and due date. These will default t the beginning and the end f the current fiscal year, respectively. It is up t yu and yur manager t determine if the default dates are sufficient r if mre specific dates need t be set fr yur gals. Q. D I need t assign a status t my gals? A. Yu are nt required t track the status f yur gals using this field in the system, but it is highly recmmended. Each gal yu set up will default t the Nt Yet Started status. Bth yu and yur manager have the ability t update the status f yur gals s yu can bth track prgress thrughut the year. Gals Fr Managers Q. When shuld I be setting gals fr my team? A. Gals fr current emplyees shuld be established at the beginning f the perfrmance review cycle and updated as new gals arise r pririties shift thrughut the year. Gals shuld be established fr new hires within the first 90 days f their start date. Eligible new hires will gain access t Gals and Perfrmance 14 days after their date f hire. Transfers int the department shuld have gals established during the new rle intrductry perid. Q. Whse jb is it t set gals? A. It is a cllabrative effrt between yu and yur emplyees, hwever, it is the manager s respnsibility fr ensuring that each emplyee has gals established. Q. Can I as a manager see the prgress f my team n establishing their gals? A. Yes, managers can see their team s prgress based n the updates each emplyee has made. T view this infrmatin, select Analytics frm the drpdwn menu n the Hme page. Select Dashbard t view prgress. Revised: December 2, 2017 Page 6
Perfrmance All Users Q. What is my rle in establishing and managing my wn perfrmance? A. Yur rle as an emplyee is t be accuntable fr yur perfrmance utcmes as well as yur grwth and develpment including by: Ensuring yu are clear as t what is expected f yu in yur rle by having frequent discussins with yur manager Drafting and dcumenting yur gals and suggesting adjustments based n yur perspective and experience Cllabrating with managers and peers as necessary t cmplete tasks r prjects as assigned Meeting with yur manager regularly t review prgress n yur perfrmance and t ensure alignment with expectatins Q. What is my manager s rle related t supprting my perfrmance? A. Yur manager s rle includes: Setting expectatins fr gals and jb respnsibilities and hlding yu accuntable fr cmpleting them Cntinually prviding yu with feedback n yur perfrmance thrugh frequent interactin and thrugh frequent discussins Ensuring that gals and wrk are aligned between individuals, the team, and the department Q. Can I capture perfrmance ntes and updates in my perfrmance evaluatin? A. Yes, it is strngly recmmended that yu and yur manager capture ntes, updates, and share infrmatin in mycareer Perfrmance year-rund. This will help make sure yu and yur manager are aligned thrughut the year, will supprt yur ability t be successful n yur gals and respnsibilities, and will lead t a prductive evaluatin discussin at the end f the year. Q. The perfrmance frm fllws a Rute Map. What is a Rute Map? A. A rute map is step by step prcess that tracks frms frm start t cmpletin. A rute map is at the tp f the frm and will shw yu and yur manager where the frm is in the perfrmance evaluatin prcess. These steps display t everyne respnsible fr the next step f the perfrmance evaluatin prcess. Current steps are highlighted in blue. Steps t the left f the current step have been cmpleted and steps t the right will be cmpleted in the future. The frm is advanced t the next step by clicking the apprpriate buttn at the bttm f each frm. Q. Hw will I be ntified it is time t cmplete a self-evaluatin? A. Self-evaluatins shuld start near the end f the perfrmance perid, n r abut June 15 th. Yur manager may ask yu t cmplete it earlier by ruting the frm t yu in the system r yu will receive an email letting yu knw it is due. Additinally, emplyees can begin their self-evaluatin by selecting the Send Frm t Self Evaluatin buttn after cmpleting the Gal Setting/Onging/Midyear step; Emplyees d nt need their manager t send them the selfevaluatin t start the self-evaluatin prcess if they are ready t start it. Q. Is a self-evaluatin required? A. It may be required by yur manager and is strngly recmmended, as it is yur pprtunity t remind yur manager f all f yur accmplishments and t discuss challenges yu may have encuntered thrughut the previus year. Revised: December 2, 2017 Page 7
Q. What shuld I d if I already cmpleted my self-evaluatin frm n the paper based ImPACT frm? A. Yu will nt need t use the ImPACT frm in FY 18. All infrmatin will g in mycareer @CHOP Perfrmance. Please talk t yur manager if yu have additinal questins. Q. Am I required t rate myself fr each cmpetency? A. Self-rating is ptinal unless requested by yur manager. Q. D I need t prvide cmments? A. Cmments, based n updates yu and yur manager share thrughut the year, are strngly recmmended. This is particularly the case fr areas in which yu believe yu excel as well as thse areas in which yu wuld like t grw and develp. Q. Will my manager be sliciting feedback frm my clleagues and stakehlders? A. They may, yes. Managers are encuraged t gather feedback frm thers t have a mre infrmed perspective abut yur perfrmance s as t be able t help reinfrce and reward yur strengths and t supprt yur grwth in areas where yu are nt as strng. Yu shuld talk t yur manager if yu have questins r cncerns abut this prcess. Q. Wh shuld I call if I have questins regarding the perfrmance evaluatin prcess? A. It is encuraged that yu have a cnversatin with yur manager and ask them any questins yu may have. If additinal guidance is necessary, see the @CHOP intranet page n perfrmance management. If further assistance is needed, please call yur HR Business Partner. Fr technical assistance, please cntact supprt by phne by dialing 4-HELP. Perfrmance Fr Managers Q. When shuld I be using mycareer @CHOP Perfrmance? A. All year lng! Perfrmance Management is an nging prcess f dialgue, feedback and caching between managers and emplyees abut expectatins, gals, cmpetencies, and perfrmance. These cnversatins may ccur thrugh frmal venues (ne n ne meetings) r infrmal venues (such as runding and day-tday interactins). These cnversatins ultimately lead t the perfrmance evaluatin. Managers are encuraged t use mycareer @CHOP Perfrmance t set gals and t supprt sharing f infrmatin at the start f and thrughut the year. Revised: December 2, 2017 Page 8
Q. When shuld I be cmpleting perfrmance evaluatin frms fr my team in mycareer @CHOP Perfrmance? A. Emplyees receive a frmal review nce per year. Perfrmance evaluatin reviews fr fiscal year (7/1-6/30) will start in late June with due dates as fllws: Fiscal Year 17 Self-Evaluatin: 6/15/17 7/12/17 Manager Evaluatin: 7/13/17 8/24/17 Emplyee Signature: Must be acknwledged by 8/24/17 Fiscal Year 18 Self-Evaluatin: 6/14/18 7/20/18 Manager Evaluatin: 7/21/18 8/23/18 Emplyee Signature: Must be acknwledged by 8/23/18 A manager may wrk with their emplyees t cmplete the prcess earlier than the deadlines established abve (e.g. yu can rute the FY 17 frm t yur emplyee fr cmpletin f self-evaluatin prir t 6/15/17, but the deadlines may nt be extended). Q. Is a mid-year evaluatin required? A. A mid-year prgress review is encuraged and need nt be a frmal review. The mid-year cnversatin is mst effective when it takes the frm f a caching cnversatin by leveraging the pprtunity t take a step back, reflect n prgress, and ensure alignment n expectatins between managers and emplyees. Mid-year discussins shuld be dcumented in the Cmments sectin f the frm and shuld be dated. Q. Am I required t add cmments fr the year-end evaluatin? A. Any cmments r summary made by either the emplyee r manager thrughut the year shuld be sufficient t supprt the perfrmance evaluatin cnversatin. Q. Shuld I btain feedback frm ther managers, custmers, r ther stakehlders? A. The perfrmance frm supprts fr this functinality and it is yur ptin as t whether yu wuld like t btain feedback by utilizing the Ask fr Feedback feature. Feedback frm thers can be useful when: Cncrete examples are desired t supprt cnversatins fr grwth and develpment The emplyee is in a custmer facing r service riented rle In cases in which there are multiple stakehlders wh rely n the emplyee s wrk Feedback shuld be kept CONFIDENTIAL and shuld be shared thematically. If yu need help in deciding whether r hw t use feedback frm thers, please cntact yur HR Business Partner. Feedback received frm thers ges int the attachment pd and is nly visible t the manager. Revised: December 2, 2017 Page 9
Q. D I determine the verall rating? A. Yes, while the system will prvide a calculated rating visible t the manager during the Manager Evaluatin step (frm the manager s view nly) based n scres a manager has assigned, the manager is respnsible fr assigning an verall perfrmance rating based n an emplyee s verall cntributins. While the rating is used t help infrm a manager s thinking, the mst imprtant cmpnent f driving higher perfrmance is the caching and feedback cnversatins that ccur thrughut the year. Q. Shuld I print r send a cpy f the evaluatin and give it t the emplyee? A. Yu may print r send a.pdf f the emplyee s frm t them at any part f the prcess. Hwever, be aware that n printed and.pdf cpies, the system calculated rating will appear except in the Discussin and Manager Signature step. Emplyees can print ff a cpy f their frm nce the perfrmance dcument mves t the Emplyee Acknwledgement r Cmpleted steps, where nly the verall rating assigned by the manager will be visible t them. If yu want t have a printed cpy t share with the emplyee prir t the emplyee acknwledgement step, make sure print r.pdf nly at the Discussin and Manager Signature step. At this step, the manager view will nly shw the verall rating the manager selected. The calculated rating will nt be visible. Q. D I need t gain apprval frm my manager n my team s ratings? A. Yu shuld wrk with yur manager r department head n the desired apprval prcess prir t finalizatin f perfrmance ratings and having a discussin with the emplyee regarding their verall perfrmance. Q. When d I gain apprval n the assciated merit increase? A. HR Cmpensatin publishes cmpensatin guidelines annually that will direct hw t apply merit increases based n the emplyee s perfrmance review rating. Yu shuld additinally wrk with yur manager r department head n yur department s budgetary apprval prcesses fr assigning merit pay. See the cmpensatin guidelines fr additinal infrmatin. Q. Will there be training fr managers t assist with learning abut this new system? A. Yes, instructr vides and jb aids will be widely available and als packaged and assigned as elearning. Instructr-led training sessins will als be available fr thse wh need additinal assistance beynd the elearning. See mycareer Perfrmance fr mre infrmatin. Q. What tls are available if I have questins? A. If yu have questins abut hw t manage perfrmance, visit Perfrmance Management@CHOP. Yur HR Business Partner is als a resurce t yu. If yu need help using mycareer Perfrmance, jb aids and vides are available t yu. Fr additinal technical supprt, cntact 4-HELP. Q. Will I have access t histrical reviews fr emplyees? A. Yes, ging frward any histrical reviews cmpleted in mycareer perfrmance will be viewable. This wuld include any emplyee that transfers t yur department if the previus manager used mycareer Perfrmance. Histrical ImPACT reviews will cntinue t be hused in the emplyee s departmental file and will nt be upladed t mycareer fr viewing. Revised: December 2, 2017 Page 10
Q. My emplyee is n a Leave f Absence during review time. When shuld I prvide them with their review? A. Upn their return frm Leave f Absence, the perfrmance review discussin and clseut shuld take place. If there is a cmpensatin actin assciated with the review that t, will be prcessed upn their return frm Leave f Absence. Revised: December 2, 2017 Page 11