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