Western Carolina University Performance Management Planning: Overview & Concepts presented by: WCU Office of Human Resources
Why Performance Management? <ul><li>Written  performance expectations </li></ul><ul><li>Systematic  feedback </li></ul><ul...
Institutional Level Mission Department Level Mission Individuals Goals, Values, Strategies Goals, Values, Strategies - Res...
What is Performance Management? <ul><li>What  the individual achieves (the results) </li></ul><ul><li>How  the individual ...
How is  Performance Management  different from the employee’s  Competency Assessment ? <ul><li>How the employee utilizes t...
Performance Management Involves: <ul><li>Planning  the expected performance at the beginning of the year (both what and ho...
Ongoing Process Planning Ongoing Management Appraising 1 2 3
Timeline <ul><li>Work Plan Year :  April 1 through March 31 </li></ul><ul><li>Planning for work plan year:  April </li></u...
Planning Phase Creating Work Plans and Discussing Performance Expectations
Performance Management Documents <ul><li>The Performance Management work plan document can be obtained from the Human Reso...
Planning Phase Performance Planning Overview <ul><li>The Work Plan Year begins April 1 </li></ul><ul><li>Supervisor  and  ...
Planning Phase  Identifying Key Responsibilities/Results
<ul><ul><li>In the  Key Responsibilities/Results  column of the Work Plan, write a short descriptive title of the performa...
Write a descriptive title for Each KRR. Place title here. Place title here. Place title here. Place title here.
  Planning Phase Identifying KRRs <ul><li>Four  words or less </li></ul><ul><li>KRRs give supervisor and employee a profil...
Planning Phase Identifying Assigned Tasks and Objectives <ul><li>The “ Assigned Tasks and Objectives ” that relate to each...
<ul><ul><li>Measurable </li></ul></ul><ul><ul><li>Controllable </li></ul></ul><ul><ul><li>Time-bound </li></ul></ul><ul><u...
Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Key Responsibility Specific expectations and veri...
Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Behavior Be prepared to collect examples to be sh...
Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Goal/Strategy. <ul><li>Represent the department o...
Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Development Item. Indicate how new knowledge/skil...
List Assigned Tasks/Objectives and measurement methods here. List Assigned Tasks/Objectives and measurement methods here. ...
Planning Phase Setting Expectations Meeting <ul><li>Conduct a  Formal meeting  with the employee to discuss and agree on  ...
Indicate Employee title and position. Indicate Supervisor title and position. Indicate next level Manager title and positi...
Managing Phase Monitoring Progress, Collecting Feedback and the Interim Review
Managing Phase Ongoing Feedback <ul><li>Performance problems are discussed and documented  throughout  the cycle. </li></u...
Managing Phase Tracking Sources and Frequency <ul><li>Tracking increases feedback. </li></ul><ul><li>Use existing sources....
<ul><li>This is a formal meeting.  </li></ul><ul><li>Review performance information collected to date for each  Assigned T...
Indicate if Interim Performance is Good or better. Do this for each KRR.
Place Interim Review comments here. Action/Improvement Plans are needed for any area determined to fall “Below Good.” Empl...
Obtain Interim Review signatures and indicate dates.
Appraisal Phase Collecting Feedback and the Performance Appraisal
<ul><li>Review  performance information collected during full work cycle against each  Assigned Task/Objective . </li></ul...
Record actual performance here. Assign actual Rating here. Write comments and assign ratings for each KRR. Write comments ...
Appraisal Phase Performance Appraisal Summary <ul><li>Review  all rating levels and select the one rating that best repres...
Place Annual Review comments here. Place overall rating here. Employee comments, if any, go here. Check overall rating her...
Obtain necessary signatures and indicate dates.
Appraisal Phase Rating Scale <ul><li>Outstanding (O) </li></ul><ul><li>Very Good (VG) </li></ul><ul><li>Good (G) </li></ul...
Appraisal Phase Submitting Documents <ul><li>Submit completed documents to Human Resources by April 30. Numerous reminder ...
<ul><li>Develop work plans  within 30 days of hire date. </li></ul><ul><li>Maintain original. </li></ul><ul><li>Provide co...
<ul><li>Evaluate employee using  existing work plan  as part of separation process (assign rating). </li></ul><ul><li>Prov...
<ul><li>Planning Phase  (beginning of year):   develop performance expectations and review with your employee –  Performan...
Review of Process <ul><li>Managing Phase Continued </li></ul><ul><ul><li>Improvement/Action Plan  is developed for areas b...
Review of Process <ul><li>Appraisal Phase  (end of year):   </li></ul><ul><ul><li>Collect information. </li></ul></ul><ul>...
The End <ul><li>Congratulations!  You have reached the end of the Performance Management Presentation.  You will be schedu...
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Getting Started with Performance Management

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  • Before the employee becomes permanent, Human Resources will send out a Performance Summary form for you to fill out and return. This summary of progress on the Work Plan can be used to determine your employees continuation of employment.
  • Getting Started with Performance Management

    1. 1. Western Carolina University Performance Management Planning: Overview & Concepts presented by: WCU Office of Human Resources
    2. 2. Why Performance Management? <ul><li>Written performance expectations </li></ul><ul><li>Systematic feedback </li></ul><ul><li>Operationalization of goals, mission, strategies, aspirations, and values </li></ul>
    3. 3. Institutional Level Mission Department Level Mission Individuals Goals, Values, Strategies Goals, Values, Strategies - Results Areas, Objectives, Behaviors
    4. 4. What is Performance Management? <ul><li>What the individual achieves (the results) </li></ul><ul><li>How the individual goes about achieving those results (behaviors, skills and/or skill development) </li></ul>
    5. 5. How is Performance Management different from the employee’s Competency Assessment ? <ul><li>How the employee utilizes their knowledge, skills and abilities </li></ul><ul><li>Expected outputs (Key Responsibilities and Results): </li></ul><ul><ul><li>Key Job Responsibilities </li></ul></ul><ul><ul><li>Behaviors that contribute to success </li></ul></ul><ul><ul><li>Goals/Strategies that help prioritize employee tasks and activities </li></ul></ul><ul><ul><li>Development items designed to enhance/improve employee competencies </li></ul></ul><ul><li>Changes on an annual or more frequent basis </li></ul><ul><li>Knowledge, Skills and Abilities needed in the position </li></ul><ul><li>Assessment of the employee’s Knowledge, Skills and abilities </li></ul><ul><li>Changes only when new KSAs are needed, obtained and practiced by the employee </li></ul>Performance Management Competency Assessment
    6. 6. Performance Management Involves: <ul><li>Planning the expected performance at the beginning of the year (both what and how) </li></ul><ul><li>Managing the performance throughout the year (by tracking, coaching, reinforcing and an interim review) </li></ul><ul><li>Appraising the performance at the end of the year </li></ul>
    7. 7. Ongoing Process Planning Ongoing Management Appraising 1 2 3
    8. 8. Timeline <ul><li>Work Plan Year : April 1 through March 31 </li></ul><ul><li>Planning for work plan year: April </li></ul><ul><li>Interim Review : September/October (mid-year) </li></ul><ul><li>End-of-year Review : March (when ratings are assigned) </li></ul>
    9. 9. Planning Phase Creating Work Plans and Discussing Performance Expectations
    10. 10. Performance Management Documents <ul><li>The Performance Management work plan document can be obtained from the Human Resources website: </li></ul><ul><li>http://admfin.wcu.edu/hr/Performancemanagement%20.htm </li></ul>
    11. 11. Planning Phase Performance Planning Overview <ul><li>The Work Plan Year begins April 1 </li></ul><ul><li>Supervisor and employee prepare a Performance Plan </li></ul><ul><li>Don’t underestimate the value of involving the employee in the process. Employees who take an active planning role will be more motivated to work toward desired results. </li></ul>Reminder
    12. 12. Planning Phase Identifying Key Responsibilities/Results
    13. 13. <ul><ul><li>In the Key Responsibilities/Results column of the Work Plan, write a short descriptive title of the performance area. Performance areas may describe: </li></ul></ul><ul><ul><ul><li>Key Responsibilities of the Position </li></ul></ul></ul><ul><ul><ul><li>Expected Behaviors </li></ul></ul></ul><ul><ul><ul><li>Goals or Strategies of the Organization </li></ul></ul></ul><ul><ul><ul><li>Development Items </li></ul></ul></ul>Planning Phase Identifying KRRs
    14. 14. Write a descriptive title for Each KRR. Place title here. Place title here. Place title here. Place title here.
    15. 15. Planning Phase Identifying KRRs <ul><li>Four words or less </li></ul><ul><li>KRRs give supervisor and employee a profile of jobs in terms of outputs and expectations for the coming work plan year. </li></ul>
    16. 16. Planning Phase Identifying Assigned Tasks and Objectives <ul><li>The “ Assigned Tasks and Objectives ” that relate to each KRR – tangible results that the employee is expected to accomplish </li></ul><ul><li>Review your department’s goals, strategic plan, mission, vision, aspirations, initiatives and values. </li></ul><ul><li>Derived from measurement methods established for each KRR </li></ul><ul><ul><li>Quantity </li></ul></ul><ul><ul><li>Quality </li></ul></ul><ul><ul><li>Cost </li></ul></ul><ul><ul><li>Timeliness </li></ul></ul>
    17. 17. <ul><ul><li>Measurable </li></ul></ul><ul><ul><li>Controllable </li></ul></ul><ul><ul><li>Time-bound </li></ul></ul><ul><ul><li>Realistic </li></ul></ul><ul><ul><li>Understandable </li></ul></ul>Planning Phase Identifying Assigned Tasks and Objectives
    18. 18. Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Key Responsibility Specific expectations and verification methods <ul><li>To receive 95% positive response rate from customer feedback cards – verified monthly. </li></ul><ul><li>To respond to all customer inquiries within one business day – verification of call documentation system on a weekly basis. </li></ul>Public Contact A Key Responsibility Assigned Tasks and Objectives Key Responsibility/Result
    19. 19. Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Behavior Be prepared to collect examples to be shared during reviews/appraisals. <ul><li>Asks for suggestions and ideas from others. </li></ul><ul><li>Looks for different but effective solutions to problems or opportunities. </li></ul><ul><li>Sees problems as challenges and generates new ideas to overcome them. </li></ul><ul><li>Welcomes unusual ideas; looks beyond simple solutions. </li></ul><ul><li>Verification through observation and collected feedback. </li></ul>Creativity/Innovation A Behavior Assigned Tasks and Objectives Key Responsibility/Result
    20. 20. Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Goal/Strategy. <ul><li>Represent the department on Student Retention Task Force by attending all meetings </li></ul><ul><ul><li>Collect employee ideas at weekly staff meeting and share with Task Force. </li></ul></ul><ul><ul><li>Keep department apprised of all retention initiatives affecting the department. </li></ul></ul><ul><li>Verification through weekly review of Task Force meeting notes and observation. </li></ul>Student Retention A Goal/Strategy Assigned Tasks and Objectives Key Responsibility/Result
    21. 21. Planning Phase Examples of KRRs & Tasks/Objectives This result item is a Development Item. Indicate how new knowledge/skills will be utilized and proficiency verified. Note how a time-line is specified. <ul><li>Attend the Intermediate Microsoft Access course offered in January – verification of attendance roster. </li></ul><ul><li>Develop a database by for tracking results of the new customer service feedback form by February 15 – verification through observation. </li></ul><ul><li>Create queries, reports, and graphs to be utilized in a Task Force report due May 1 – verification through observation. </li></ul>Microsoft Access Proficiency A Development Item Assigned Tasks and Objectives Key Responsibility/Result
    22. 22. List Assigned Tasks/Objectives and measurement methods here. List Assigned Tasks/Objectives and measurement methods here. List Assigned Tasks/Objectives and measurement methods here. List Assigned Tasks/Objectives and measurement methods here.
    23. 23. Planning Phase Setting Expectations Meeting <ul><li>Conduct a Formal meeting with the employee to discuss and agree on Key Responsibilities/Results and Assigned Tasks/Objectives. </li></ul><ul><li>Following the meeting, complete the signature page. </li></ul><ul><li>Do not forward the documents to Human Resources at this time. You will hand in completed documents after the final appraisal. </li></ul>Reminder
    24. 24. Indicate Employee title and position. Indicate Supervisor title and position. Indicate next level Manager title and position. Obtain signatures and dates for the initial discussion. Is this a work plan for a probationary employee? For existing employees, this is April 1 through March 31.
    25. 25. Managing Phase Monitoring Progress, Collecting Feedback and the Interim Review
    26. 26. Managing Phase Ongoing Feedback <ul><li>Performance problems are discussed and documented throughout the cycle. </li></ul><ul><li>Improvement/Action Plans are mandated for deficient performance. </li></ul><ul><li>Frequent performance-related feedback is provided. </li></ul>
    27. 27. Managing Phase Tracking Sources and Frequency <ul><li>Tracking increases feedback. </li></ul><ul><li>Use existing sources. </li></ul><ul><li>Tracking Behaviors </li></ul><ul><ul><li>Direct observation </li></ul></ul><ul><ul><li>Written materials </li></ul></ul><ul><ul><li>Third-party reports </li></ul></ul><ul><ul><li>Self-reports </li></ul></ul>
    28. 28. <ul><li>This is a formal meeting. </li></ul><ul><li>Review performance information collected to date for each Assigned Task and Objective . </li></ul><ul><li>In the Actual Results column, indicate if the employee’s performance is at the “ good ” level. </li></ul><ul><li>Write Interim Review Comments in the Supervisor’s Summary Comments section. Space is provided for employee comments. </li></ul><ul><li>Develop an Improvement/Action Plan for any area where performance is less than “good”. </li></ul>Managing Phase Interim Review
    29. 29. Indicate if Interim Performance is Good or better. Do this for each KRR.
    30. 30. Place Interim Review comments here. Action/Improvement Plans are needed for any area determined to fall “Below Good.” Employee comments, if any, go here.
    31. 31. Obtain Interim Review signatures and indicate dates.
    32. 32. Appraisal Phase Collecting Feedback and the Performance Appraisal
    33. 33. <ul><li>Review performance information collected during full work cycle against each Assigned Task/Objective . </li></ul><ul><li>Record actual performance in the Actual Results column. </li></ul><ul><li>Rate the employee’s performance for each Key Responsibility/Result Item. </li></ul>Appraisal Phase Performance Appraisal
    34. 34. Record actual performance here. Assign actual Rating here. Write comments and assign ratings for each KRR. Write comments and assign ratings for each KRR. Write comments and assign ratings for each KRR.
    35. 35. Appraisal Phase Performance Appraisal Summary <ul><li>Review all rating levels and select the one rating that best represents the employee’s performance throughout the cycle. </li></ul><ul><li>Record the rating that represents the overall summary rating at the end of the end of the Performance section and again in the Overall Annual Level and Ratings section </li></ul><ul><li>Write a statement to support the overall rating in the Supervisor’s Summary Comments section. Space is provided for employee comments. Supervisor and employee should initial in the Overall Annual Level and Ratings section. </li></ul><ul><li>Obtain three required signatures (employee, supervisor, next level supervisor) as indicated on the Signature page. </li></ul>
    36. 36. Place Annual Review comments here. Place overall rating here. Employee comments, if any, go here. Check overall rating here. Supervisor and employee initial here.
    37. 37. Obtain necessary signatures and indicate dates.
    38. 38. Appraisal Phase Rating Scale <ul><li>Outstanding (O) </li></ul><ul><li>Very Good (VG) </li></ul><ul><li>Good (G) </li></ul><ul><li>Below Good (BG) </li></ul><ul><li>Unsatisfactory (U) </li></ul>
    39. 39. Appraisal Phase Submitting Documents <ul><li>Submit completed documents to Human Resources by April 30. Numerous reminder e-mail messages will be sent to supervisors. </li></ul>Reminder
    40. 40. <ul><li>Develop work plans within 30 days of hire date. </li></ul><ul><li>Maintain original. </li></ul><ul><li>Provide copy to employee. </li></ul><ul><li>Provide copy to Human Resources . </li></ul><ul><li>Use this document during the probationary period to provide feedback, coaching . </li></ul><ul><li>Use this document to evaluate employee during probationary period. </li></ul>New Employees
    41. 41. <ul><li>Evaluate employee using existing work plan as part of separation process (assign rating). </li></ul><ul><li>Provide a copy to employee. </li></ul><ul><li>Maintain a copy. </li></ul><ul><li>Forward the original to Human Resources (becomes part of employee’s personnel file). </li></ul>Separating Employees
    42. 42. <ul><li>Planning Phase (beginning of year): develop performance expectations and review with your employee – Performance Plan or Work Plan . </li></ul><ul><li>Managing Phase: Supervisor maintains notes throughout year and provides on-going coaching/feedback. The Interim Performance Summary is completed and an Interim Review (and other formal, informal sessions) is conducted. </li></ul>Review of Process
    43. 43. Review of Process <ul><li>Managing Phase Continued </li></ul><ul><ul><li>Improvement/Action Plan is developed for areas below “good” level at interim review. </li></ul></ul>
    44. 44. Review of Process <ul><li>Appraisal Phase (end of year): </li></ul><ul><ul><li>Collect information. </li></ul></ul><ul><ul><li>Describe results in the Actual Results column. </li></ul></ul><ul><ul><li>Complete Supervisor’s Summary Comments. </li></ul></ul><ul><ul><li>Conduct the Performance Appraisal Discussion. </li></ul></ul><ul><ul><li>Collect the necessary signatures and initials. </li></ul></ul><ul><ul><li>Forward completed documents to Human Resources by April 30! </li></ul></ul>Reminder
    45. 45. The End <ul><li>Congratulations! You have reached the end of the Performance Management Presentation. You will be scheduled for an in-class workshop. You must complete the quiz and attend the workshop before you can complete this MASE module. </li></ul>

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