Performance Improvement Initiative

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Performance Improvement Initiative

  1. 1. Performance Management Initiative At the University of Florida www.hr.ufl.edu/performance
  2. 2. Today’s Agenda • Introduce “performance management” as a general concept • Review the importance of formal and informal feedback as part of performance management • Reintroduce UF’s performance management appraisal form
  3. 3. Performance Management • Performance management is designed to: – Ensure employees understand the measurements and standards for which they’re being evaluated – Promote a sense of fairness – Help employees identify and develop skills and behaviors needed to be successful
  4. 4. Our Overall Objective • To achieve optimal results from UF employees by establishing and communicating integrated performance measures and goals
  5. 5. Guidelines for Performance Management
  6. 6. Workplace Feedback • Job performance – The employee’s demonstrated competence to perform specific tasks • Work-related behavior – The way the employee performs his or her tasks
  7. 7. Two Types of Feedback • Reinforcement – To get the behavior or outcome again • Redirection – To get a different behavior or outcome
  8. 8. Effective Feedback Is … • Focused on acts, not attitude • Inquiring • Timely • Directed toward the future • Goal oriented • Supportive • Continual
  9. 9. ABCs of Documentation • Accurate – Don’t speculate or guess • Behavioral – Be specific • Consistent – Maintain documentation on all employees in work group
  10. 10. The UF Performance Management Process www.hr.ufl.edu/performance
  11. 11. UF Appraisal Period • All appraisals are to be completed using the same appraisal period— Evaluation period: – March 1, 2006-February 28,2007 • Appraisal presented to employee and returned to HR by: – March 31, 2007
  12. 12. Types of Appraisal • Probationary – Must be completed prior to an employee’s 6th month anniversary date • Annual – In March of each year—unless another appraisal was completed within the last 60 days
  13. 13. Types of Appraisal • “Special” appraisals – Covers evaluation for period of 60 days to 6 months – Notes changes in performance* *Best Practices • Recommended contact with HR satellite office if you believe a special appraisal is warranted • Definite contact when due to overall performance concerns
  14. 14. Formats for UF Appraisals • UF Appraisal Form used for: – All nonexempt TEAMS – Both exempt and nonexempt USPS employees • Exempt TEAMS will be evaluated on same time frame via a narrative – Can use the form as a framework, but a letter (or narrative) still must be submitted
  15. 15. UF Form Default Ratings • No completed probationary appraisal? – “Achieves” by default • No annual appraisal? – The previous rating continues
  16. 16. Appraisal Period Impacts • Leaves of Absence • Probationary Periods • Special Appraisal Periods (as noted previously)
  17. 17. Leaves of Absence • Rating periods for employees on leaves of absence are not adjusted – Although period of absence should not be considered in the evaluation – Evaluations may be submitted late— within 30 days of the employee’s return to work after the leave of absence
  18. 18. Probationary Appraisals • If the probationary period ended before December 31, you will also complete the annual appraisal in March • The appraisal period for the March evaluation should start the day after the probationary appraisal period end date (end of month 6) and run through February 28
  19. 19. Probationary Appraisals • If the probationary period ends after December 31, you will skip the annual appraisal in March • Any gap will be covered by the previous rating Questions?
  20. 20. Let’s Look at the Form
  21. 21. UF Appraisal Form • Available as an online form (.pdf) and as a “Word” document – Can be saved • Supervisors, when leaving a work unit, are strongly encouraged to complete a preliminary appraisal before exiting – To be retained and considered by incoming replacement supervisor
  22. 22. To Begin • Complete information for employee identification • Identify Appraisal Type • Identify Appraisal Period
  23. 23. Employee’s Self-Assessment • Provides comments (not numerical ratings) on performance categories – Work performance* – Attendance/reliability* – Customer/service* – Initiative/productivity* – Teamwork and interpersonal skills* *Same evaluation categories used by supervisors
  24. 24. Employee’s Self-Assessment • Identifies goals for the next year
  25. 25. Supervisor’s Assessment • Provides comments on same evaluation categories – Work Performance, Attendance/Reliability, Customer Service, Initiative/Productivity, and Teamwork and Interpersonal Skills • Provides ratings of 1-5 for each category – Whole numbers only
  26. 26. Supervisor’s Assessment • Writes goals for the next appraisal year • Adds for Total Score • Determines Overall Rating
  27. 27. Using the Ratings Guide • Assists in determination of numerical rating for each category – Below Performance Standards: 1 – Minimally Achieves: 2 – Achieves: 3 – Above average: 4 – Exceeds: 5
  28. 28. Using the Ratings Guide • Describes performance indicators for each numerical rating Which descriptors best match your employee’s performance in each category?
  29. 29. Overall Rating • Below (5-9)* • Minimally Achieves (10-14)* • Achieves (15-19) • Above Average (20-23) • Exceeds (24-25) *Contact ER before assigning an overall rating of “Below” or “Minimally Achieves”
  30. 30. Remarks/Signature Block • Room for employee remarks • Signatures needed by: – Employee – Immediate supervisor – Higher level supervisor • Additional space for more comments from the supervisor (if needed)
  31. 31. To Close • Original to employee • Copy sent to Employee Relations – Overall rating entered into PeopleSoft • Rating will be available for viewing – Role: UF_HR Manager/Dept Admin – Compensation • Salary Planning myU Navi FL – Employee Review History gatio n » Review History
  32. 32. Questions? Employee Relations emprel@ufl.edu 392-1072 Training and Org. Dev. training@ufl.edu 392-4626
  33. 33. HR Offices • Education and General, Auxiliaries – 392-6615 • Health Science Center – 392-3786 • Physical Plant Division – 392-2333 • IFAS – 392-4777
  34. 34. What’s Next for Supervisors?
  35. 35. Pre-Appraisal Checklist • Talk to your employees about – The UF Appraisal Form – Appraisal time frame – Five evaluative performance categories – Five ratings – Self-evaluation and supervisor evaluation
  36. 36. Pre-Appraisal Checklist • Remember: Nothing that is discussed on form should be a surprise • The form should formalize your ongoing feedback to employees
  37. 37. Before The Session • Provide employee with Self- Assessment page to be completed before appraisal session – Ask the employee to return it to you before the appraisal session or to bring it to the session—your choice
  38. 38. The Appraisal Session • Choose a convenient time • Choose an appropriate location – Provides privacy – Is away from immediate work area
  39. 39. The Appraisal Session • Inform employee of the purpose • Plan your meeting • Begin and end with a positive • Emphasize growth and development • Encourage open discussion • Avoid joking
  40. 40. Common Rating Errors • Carry-over • Incentive • Central tendency • Halo/pitchfork effects • Guilt by association • Compatibility
  41. 41. Inflated Appraisals • Can affect – Appraised employee – Other employees – The organization
  42. 42. Performance Management Initiative At the University of Florida www.hr.ufl.edu/performance

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