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  • Good morning / good afternoon and welcome to today’s session on Performance Management – FY09 Goal Setting and Year End Evaluation training. My name is Richard Brescia, Director – Performance Management and Talent Development, Div of Human Resources with the DOE and I am joined by Margo Smith from Accenture who will be co-facilitating today’s session. Before we get started, I’d like to cover a few administrative items: We have two parts to our presentation today: A Powerpoint presentation that covers an overview of the DOE’s Performance Management initiative and both the FY09 Goal Setting process and Year-end evaluation. Demo of the online performance management tool that all DOE managers will use to manage their performance documents throughout the year. Our conference call today is set up as a LISTEN ONLY CALL, which means that the call is muted during both parts of our agenda. However, we are enabling participants on today’s call to submit questions online throughout the agenda. To submit a question, find the Chart Q&A box on the upper left hand side of your screen. If you have a question throughout the either the presentation or online demo, simply type your question in the small box at the bottom of the Q&A Chat field. As you do so, all other participants on the call will be able to see the questions being submitted by other participants. As we proceed through the slides and online demo, Margo and I will monitor the questions and pause to answer them before moving on to the next section in our agenda,
  • With those details covered, let’s now turn to Slide 2 and review today’s Learning Objectives. Review each of the 7 bullet points on this slide
  • Each School Year, the Chancellor sets direction for the Dept of Education by communicating a set of Strategic priorities for the organization. These Priorities provide the key focus areas that all DOE Divisions are expected to achieve results against to support high performance in our schools and further improve student achievement. Last year in FY08, implementing a system-wide performance management system was one of the Chancellor’s Strategic Priorities, and it continues as a Strategic Priority in FY09. In Jan of this past School Year, we launched a pilot of the central performance management system with 100 senior managers across all the DOE divisions. These 100 managers set individual goals, tracked progress against their goals throughout the year, and will now be summarizing their year-end results to prepare to meet with their managers for a year-end evaluation review. Throughout this process, managers were able to set standards for performance and expected results, modify goals if needed based on any changes to organizational priorities throughout the School Year, and receive feedback from their manager on support needed to achieve their goals. Based on the success of the FY08 pilot effort, the Chancellor has decided to expand the number of participating managers to an additional 850. By bringing on additional managers to the process, you can help lead and drive the culture we are creating here at the DOE – based on accountability & results, leadership and empowerment.
  • Before we talk about the process of establishing your goals and the Chancellor’s Strategic priorities for this year, let’s review the three key steps of the DOE’s annula performance management cycle: Step 1: Establish Goals (Oct timeframe each year) Step 2: Document Progress against your goals (On a quarterly basis). In FY09, the check-ins will occur in late January and mid-May 2009. Step 3: Evaluate your Year-end results – based on your documented progress throughout the year (October timeframe each year).
  • When you establish a goal, you create a statement and formal commitment to support an outcome that is a priority for your organization to achieve, as well as something that will enable you to be personally successful in your job role. Individual goals are created based on the Chancellor’s Strategic Priorities in the form of more focused objectives and focus areas at the DOE Division or Department level. An effective individual goal is one that is aligned with the priorities of both your Division or Department, as well as with the Priorities of the Chancellor. There are three categories of goals for all DOE Managers: Student Achievement Principal Satisfaction Operational (except for School Support Organization Managers)
  • Slide 6 provides a summary definition of all three goal categories. Student Achievement: There are city-wide targets that apply to all managers. These targets include the four and six-year graduation rates plus math and ELA rates. The FY09 Student Achievement targets will be communicated to you later this fall by the Chancellor’s Office If you are part of a School Support Organization (SSO), additional Student Achievement targets apply and your manager will provide guidance on what those targets are that are applicable. Principal Satisfaction: City-wide Satisfaction targets also apply to all DOE Managers. The City-wide Satisfaction targets are based on results from the principal Satisfaction Survey – specifically, it is Q1 of the Survey that applies to all DOE Managers – the DOE Overall St question. For some specific DOE Divisions or Departments, other questions from the Principal Satisfaction Survey apply. Again, your manager will communicate to you what those are, if they apply in your organization. Operational Goals are set by all DOE managers with the exception of managers in the School Support Organizations (SSOs). Individual Operational Goals are based on the FY09 Chancellor’s Strategic Priorities. A maximum of 5-7 operational goals is recommended, and this year you will have the opportunity to assign weights to each Operational Goals based on impact to the organization.
  • Slide 7 provides you with a summary of the FY09 Chancellor’s Strategic Priorities. The focus of the Strategic Priorities is to sustain results to embed Children’s First Reforms on behalf of enabling each and every New York City school to be a high performing organization. As you see there ate 5 core areas of the Chancellor’s Strategic Priorities this year The five areas are: Teacher accountability for student achievement Support to parents Improving the effectiveness and efficiency of operations throughout the system Improving teacher and principal quality Working on new initiatives to improve student achievement like the Middle School Success plan and changes to CTE. When you draft your individual Operational Goals, you will use this summary page to determine which of your Operational goals best aligns to the appropriate Chancellor’s Strategic priority. Strategic priority 3 or C is one area that we expect to see in many manager’s operational Goals.
  • Before we look at some examples of ineffective and more effective Operational Goals, let’s review the 6 steps to creating a goal Review bullets points on this slide
  • When creating individual performance goals, using the SMART criteria is important. It helps to make the goal more specific, fact-based and easier to determine whether the goal is being met on an on-going basis. Now, let’s review what SMART means, and how you can make a goal SMARTER by applying the SMART criteria. Review each example on the slide
  • Now that we have reviewed the SMART criteria and how to apply each part of the SMART criteria to writing your goal, let’s look at one more example. The example on slide 10 is based on the third of this year’s Chancellor’s Strategic priorities: Improving the effectiveness of operations. As I mentioned a few minutes ago, this Priority will likely be a common one in many of your FY09 Operational Goals. This example contains a goal at the Division level that supports this Chancellor’s strategic priority. The Division goal is to “leverage data analysis to determine budget trends.” The opportunity to improve is captured in the Desired Outcome section of this example (read the Outcome example). The desired Outcome captures what will be different one year from now after successful completion of the goal. This is important to think through and state as part of drafting your individual goal statement. When you are able to state the desired outcome, it is easier to then pinpoint and identify SMART language to support the achievement of your goal. With that in mind, then, let’s look at the Individual SMART goal that supports this outcome, the Division’s goal and the Chancellor’s Strategic priority. Read the Individual SMART Goal example (point out how it meets the SMART criteria).
  • Once you have drafted your set of 5-7 individual operational goals, you will then have an opportunity to weight each goal depending on the goal’s impact to the success of your organization. Each goal section – Achievement – Satisfaction – Operational is weighted equally. Within each goal section, the summary of weights assigned to each goal must equal 100%. For example: (need to equal 100%) Goal #1 : Implement a new customer satisfaction support model (25%) versus Goal #2: Lead quarterly staff development meetings (15%) Throughout the course of the year, should organizational priorities shift or change, you can assign different weights to different goals, as needed. Be sure to discuss this with your manager as part of your regular Quarterly Check In meetings. Lastly, on this slide, we have provided you with a screenshot of how to weight your goals in the online Performance Management tool, which Margo will demonstrate for us shortly.
  • The DOE’s annual Performance Management cycle and three-step process is support by the online performance management tool in NYCAPS. Once you have a draft of your 5-7 individual operational goals, with recommended weighting for each goal, you will enter your goals in your online Performance Document. This online Performance Document is unique to you, and enables you to write and save your goals before sending them to your manager for review and comments. The same Performance Document is the basis for updating progress against your goals throughout the year, and you do this by using the Comments box for each goal in your performance plan. Your progress and comments is the basis of the Quarterly check-In discussion with your manager. Lastly, the comments that you save throughout the year to document your progress against your goals serves as the basis for your year-end evaluation (final numerical rating and full year summary of results).
  • Review each bullet on this slide Note: Instructional employees in current managerial roles have been added to NYCAPS this year. Additional pedagogical employees will be added to the NYCAPS system by late 2009. Note: Full self-service for managers and employees includes HR transactions for benefits enrollment and processing, payroll, hiring and maintaining/tracking employee records.
  • The online performance management tool in NYCAPS has 4 key features: Chancellor’s Priorities (to align your goals0 Goals and Weights (to write and save your goals, then assign a weight to each one so that they total 100%) Quarterly Check-In Document (to comment on progress against your goals) Year-end evaluation (to complete a self assessment of full year results and send them to your manager).
  • Review key points on this slide quickly Reinforce that effective comments are brief, typically 2-3 short sentences is sufficient, which should capture evidence, facts, data to support results achieved. SMART-ly written goals result in SMART-ly written progress comments. Be sure to also highlight for your manager whether you are ON TRACK to achieve each goal, and whether you need additional support OR if there are any barriers to achieving the goals. All are discussion points when you meet with your manager in person.
  • Slide 16 provides you with a screen shot in the online Performance management tool in NYCAPS with the Quarterly Check In document 9same as your Performance Document). Note areas highlighted (Goal Description and Comments Boxes) Note Save for Later and Complete (Margo will demo for us)
  • Slide 17 shows an overview of the Workflow – the actions and steps you take in NYCAPS to set your goals and update progress against your goals. NOTE: automatic email notification (to the manager) is planned for future rollouts
  • The employee’s year-end evaluation is based on the summary of all comments documented throughout the year as part of the Quarterly Check-Ins. The DOE has 4 performance rating categories – read each one and the supporting definition. As part of the year-end evaluation, employees complete a self-assessment for each goal, then document final summary comment s reflecting their FULL YEAR performance summary – which they then forward to their manager for review.
  • Slide 19 summarizes the Workflow Steps in NYCAPS for the Year-end evaluation process Note to facilitator: Highlight key steps quickly for what the EMPLOYYE does and then what the MANGER does. Emphasize that the LAST STEP is the employee ACKNOWLEDGES the final performance review document before the process is finalized.
  • Review 5 key steps in the blue box Highlight quickly the buttons and labels in NYCAPS so users begin to get familiar with the workflow.
  • Review each point on this chart with the audience
  • Review each step on this chart with the ausience
  • Slide 23 highlights each of the key dates to keep in mind as we all begin setting our FY09 goals. Highlight Nov. 7 th date Highlight the fact that the Chancellor will review final SLT goals by mid-Nov (Nov. 14 th ) Remind audience when the two planned quarterly check-ins will be – Jan 30 th and May 15 th , 2009. They will receive communications in early Jan and late April as reminders on what to do and deadlines. Next Oct the FY10 performance management cycle starts.
  • Now I would like to turn the program over to Margo Smith my colleague from Accenture who will show us a demo of the online Performance management tool in NYCAPS and review the steps to access the tool, work with your Performance Document, set goals, update progress on your goals and complete the steps for the year-end evaluation.
  • Performance Management – FY09 Goal Setting and Year End ...

    1. 1. Confidential Draft
    2. 2. <ul><li>Understand the rationale for the DOE’s Performance Management initiative </li></ul><ul><li>Review the annual Performance Management cycle and process to set FY09 Operational goals </li></ul><ul><li>Learn the approach to setting SMART performance goals </li></ul><ul><li>Learn how to write performance summaries based on progress toward goals </li></ul><ul><li>View a demo of the DOE’s online e-Performance (NYCAPS) module </li></ul><ul><ul><li>FY09 Goal Setting </li></ul></ul><ul><ul><li>FY08 Year-end evaluation process </li></ul></ul><ul><li>Become familiar with available training materials, tools and Help Desk Support </li></ul><ul><li>Understand next steps and key dates </li></ul>Session Objectives
    3. 3. Why Performance Management <ul><li>Performance management continues as one of the Chancellor’s key strategic priorities: </li></ul><ul><ul><li>Design and implement an organization-wide performance management system beginning in FY08 </li></ul></ul><ul><li>Lead and drive accountability and results aligned with DOE culture – accountability, leadership and empowerment </li></ul><ul><li>Set the standard for performance and results </li></ul><ul><li>Provide the opportunity to adjust and modify goals, as needed, throughout the year </li></ul><ul><li>Successful FY08 pilot now expanding to 850 Managers </li></ul>
    4. 4. Chancellor’s 2009 Strategic Priorities Performance Management Annual Cycle 1. Establish Goals 2. Document Quarterly Progress Performance Management 3. Evaluate Year-End Results
    5. 5. <ul><li>Definition of a Goal </li></ul><ul><ul><li>A goal is a specific result that is important to achieve for individual and organizational success </li></ul></ul><ul><li>Goals are based on the Chancellor’s priorities </li></ul><ul><ul><li>The Chancellor’s priorities “cascade” down through the organization as a series of smaller goals that describe what each division or department will achieve </li></ul></ul><ul><ul><li>These goals are then broken down further until each individual has their own performance goals </li></ul></ul><ul><li>Three Categories of Goals for all DOE Managers </li></ul><ul><ul><li>Student Achievement </li></ul></ul><ul><ul><li>Principal Satisfaction </li></ul></ul><ul><ul><li>Operational (except School Support Organizations – SSOs) </li></ul></ul>Establishing Your Goals
    6. 6. <ul><li>Student Achievement </li></ul><ul><li>City-wide Achievement targets apply to all Managers: </li></ul><ul><ul><li>Four and six-year graduation rates plus math and ELA rates </li></ul></ul><ul><li>Additional Achievement targets apply to School Support Organizations (SSO’s) </li></ul><ul><li>Principal Satisfaction </li></ul><ul><li>City-wide Satisfaction targets apply to all Managers: </li></ul><ul><ul><li>Based on Principal Satisfaction Survey results </li></ul></ul><ul><ul><li>“ DOE Overall” (Survey Question #1) applies to all Managers </li></ul></ul><ul><li>Additional Principal Satisfaction Survey questions may also apply to Divisions </li></ul><ul><li>Operational </li></ul><ul><li>Based on the Chancellor’s FY09 Strategic Priorities </li></ul><ul><li>Each Manager will have 5-7 individual goals </li></ul><ul><li>Weights assigned to each goal based on impact to the organization </li></ul>Establishing Your Goals Three Categories of Goals
    7. 7. Individual Operational Goals – Based on FY09 Chancellor’s Priorities Embed Children’s First Reforms with a Focus on Sustainability <ul><li>Empower teachers to be accountable for the achievement of all their students through: </li></ul><ul><ul><li>Expansion of the Inquiry Team process. </li></ul></ul><ul><ul><li>Accessibility to resources and collaboration through a robust Knowledge Management system. </li></ul></ul><ul><ul><li>Accessibility to critical performance-related information on a timely basis. </li></ul></ul><ul><ul><li>The availability of Teacher-Value-Added data. </li></ul></ul><ul><li>Enable parents to better support their students’ achievement through: </li></ul><ul><ul><li>Providing parents with key performance data on both students and schools. </li></ul></ul><ul><ul><li>Improving the quality of our responsiveness to and engagement with parents. </li></ul></ul><ul><li>Improve the effectiveness and efficiency of all operations throughout the system in supporting student achievement and equity, including: </li></ul><ul><ul><li>Enrollment processes and special education placements. </li></ul></ul><ul><ul><li>Roll-out of the second year-release of ARIS. </li></ul></ul><ul><ul><li>Stronger integration of services to Principals and reduction in work not directly tied to student achievement. </li></ul></ul><ul><li>Improve Teacher and Principal quality by: </li></ul><ul><ul><li>Supporting Principals in exiting low performers through rigorous annual-evaluation and tenure-decision processes.   </li></ul></ul><ul><ul><li>Increasing the quality of applicants through an evaluation process against research-proven criteria for future success. </li></ul></ul><ul><ul><li>Adequately funding alternative sources of potential teachers, such as Teaching Fellows and TFA, to ensure sufficient numbers of well trained teachers, especially in shortage areas. </li></ul></ul><ul><ul><li>Reforming training and professional development efforts into a 21st century teacher-competency model. </li></ul></ul><ul><li>Accelerate work on key initiatives to improve student achievement via the Middle School Success Plan and the revision of CTE. </li></ul>
    8. 8. <ul><li>Steps to Creating a Goal </li></ul><ul><ul><li>Review the Chancellor’s priorities and the goals of your division Manager’s; think about how those “cascade” to your work </li></ul></ul><ul><ul><li>Develop 5-7 individual goals based on desired outcomes as a result of accomplishing the goal; each goal statement should include: </li></ul></ul><ul><ul><ul><li>What is to be accomplished </li></ul></ul></ul><ul><ul><ul><li>The measurable outcome </li></ul></ul></ul><ul><ul><ul><li>When the activity will be completed </li></ul></ul></ul><ul><ul><li>Apply the SMART method to each goal </li></ul></ul><ul><ul><li>Select the Chancellor’s priority that aligns to each goal </li></ul></ul><ul><ul><li>Assign weights to each goal based on the relative impact each will have to the organization </li></ul></ul><ul><ul><li>Review your draft goals with your Manager </li></ul></ul>Establishing Your Goals
    9. 9. Establishing Your Goals Setting SMART Performance Goals S pecific M easurable A chievable R ealistic T ime-Bound Support Principals in managing talent in their schools. Support schools in filling teacher vacancies. Reduce teacher resignation by 25%. Interview and screen all new teacher candidates. Launch new Principal selection process. 70% of Principals indicate on the survey that their HR Partner is “extremely valuable” in helping them to manage talent in their schools. Build a pool of at least 45,000 qualified candidates to fill next year’s teacher vacancies. Reduce teacher resignation by 5%. Ensure 100% of new teacher candidates take Gallup New Teacher Perceiver as part of online application process. Launch Phase I of new Principal selection process (100 candidates identified) by December 31 and Phase II of the process (350 candidates identified) by 4/30. Less Effective SMARTer Goals
    10. 10. Chancellor’s Strategic Priority Improve effectiveness of operations Division Operational Goal Leverage data analysis to determine budget trends Desired Outcome Continuously improve knowledge management capability so that budget history, trends, key data and answers to most common questions are readily available to team members to support client inquiries Individual SMART Goal Knowledge management capability of the Division team is improved through access to a shared online “Learning Repository.” Build content for the repository by end of 1 st Qtr ’09 and “go live” by Oct. 30 th . Provide staff training to maximize use of new tool by Nov. 30 th . An Example Establishing Your Goals
    11. 11. <ul><li>Determine the weighting of each goal based on the organizational impact </li></ul><ul><li>Each goal section is weighted equally: Achievement, Satisfaction, Operational </li></ul><ul><li>The sum of the percentages in each section must equal 100% </li></ul><ul><li>Throughout the year, the weighting of individual goals may be adjusted based on changes in divisional priorities </li></ul>Weighting Each Goal Overall section goal weights
    12. 12. Performance Management Annual Cycle Enabled by NYCAPS ePerformance <ul><li>Once finalized, goals and weights are entered into the DOE’s online ePerformance System (NYCAPS) </li></ul><ul><li>Each quarter, progress toward goals is documented in NYCAPS for “check-ins” with your Manager </li></ul><ul><li>Progress toward goals and year-end summary assessments become the basis of the year-end evaluation </li></ul>1. Establish and weight goals 2. Document progress Performance Management 3. Evaluate results
    13. 13. NYCAPS Overview <ul><li>The New York City Automated Personnel System (NYCAPS) is the City’s first integrated online human resources system (PeopleSoft) </li></ul><ul><li>As of Sept. 2007, data for most of DOE’s administrative Employees is archived and managed in NYCAPS </li></ul><ul><ul><li>Instructional Employees added for Performance Management </li></ul></ul><ul><li>Includes a Performance Management module which enables: </li></ul><ul><ul><li>Individual goals to be captured and archived </li></ul></ul><ul><ul><li>Online exchange of performance “documents” between Employees and Managers </li></ul></ul><ul><li>Will ultimately enable full “self-service” by Managers and Employees </li></ul>
    14. 14. 2. Goals & weights 3. Quarterly Check-in Document 4. Year-end Evaluation <ul><li>NYCAPS ePerformance Features </li></ul><ul><li>Captures individual goals and weightings </li></ul><ul><li>Allows for alignment of each goal to one of the Chancellor’s Priorities </li></ul><ul><li>Online “document” to note progress on goals for quarterly “check-ins” with your Manager </li></ul><ul><li>Includes year-end self-assessment and Manager’s assessment based on progress toward goals </li></ul><ul><li>Year-end evaluation based on “check-in” summary comments and assessments </li></ul><ul><li>Accessible 24/7 to make real-time updates </li></ul>1. Chancellor's Priorities NYCAPS ePerformance Features
    15. 15. Documenting Quarterly Progress What You Need to Do for each “Check-In” <ul><li>Quarterly Check-Ins will occur in January and May 2009 </li></ul><ul><li>Quarterly Check-In “document” </li></ul><ul><ul><li>Online-Performance Management document is used to document progress toward goals (Comments section) </li></ul></ul><ul><ul><ul><li>Status of each goal, barriers to success, and any support needed </li></ul></ul></ul><ul><ul><li>Individual completes the document, then routes it to his/her Manager for review and approval </li></ul></ul><ul><ul><li>Used as basis for Quarterly Reviews “Check-In” discussions on progress toward goals </li></ul></ul>
    16. 16. Documenting Progress Example <ul><li>Key Manager (Employee) comments on: </li></ul><ul><li>Status of goal </li></ul><ul><li>Barriers to success </li></ul><ul><li>Supports needed </li></ul>Once comments are complete, they are available for Manager review I am on track to achieve this goal: Draft reports launched in 20 elementary, 19 middle schools and 23 high schools as of Dec. 20th. To meet June 2008 target, 5 additional elementary school, 6 middle school and 2 high school pilots will be in place by Feb. 15th. Technology challenges outlined and add’l resource needs identified.
    17. 17. Workflow - Goal Setting & Updating Goals Progress Check-In document rotates between Employee and Manager throughout the year <ul><li>Employee enters goals and weights and aligns each goal to one of the Chancellor’s priorities. </li></ul><ul><li>Updates document with comments related to their established goals. </li></ul><ul><li>Employee notifies Manager by email that document has been updated. </li></ul><ul><li>Repeat the process quarterly </li></ul>Employee’s On-Line Quarterly Check-In Document Repeat the process quarterly 6. Manager and Employee discuss goals status and feedback. 5. Manager notifies Employee by email. 4. Manager reviews document. Employees Managers
    18. 18. At the end of the annual performance cycle (October), Employees summarize their final results achieved and complete a self-assessment in the NYCAPS tool for each individual goal based on the following rating scale and definitions: <ul><li>DOE Performance Rating Categories </li></ul><ul><ul><li>4 – Results Exceeded Goal: Exceptional performance and results against stated goal. Final results exceeded stated target set forth for this goal. </li></ul></ul><ul><ul><li>3 – Fully Accomplished Goal: Strong performance and results against stated goal. Final results met the stated target set forth for this goal. </li></ul></ul><ul><ul><li>2 – Partially Accomplished Goal: Partial results achieved against stated goal. Level of achievement did not meet stated target set forth for this goal. </li></ul></ul><ul><ul><li>1 – Did Not Accomplish Goal: Performance and results not achieved against stated goal. Stated target set forth for this goal not met. </li></ul></ul><ul><li>Employees also provide comments (e.g. examples and evidence of results) for the Manager to review and consider as part of the Manager’s final rating and evaluation. </li></ul>Year - End Evaluation
    19. 19. Employee summarizes results achieved and completes self-assessment against each individual goal using the 4-point rating scale. Employee enters final comments which summarize overall performance for each goal. Employee adds Overall Summary Comments to document the entire year’s performance . Employee clicks “ Save for Later ” to save the document or “ Complete ” to send the Performance Document to your Manager for review. Manager indicates Date of Review Held after the performance discussion takes place. The document is “ Complete ” after Acknowledged by the Employee – see Final Step below. Manager clicks “ Available for Review ” to send the document to the Employee. Manager selects “Calculate Rating” to obtain the overall rating for each goal section and the Employee’s total rating. Manager clicks “ Load Employee Goals ” to copy the Employee’s document into the Manager’s document. The Manager reviews the Employee’s self-assessment document. Modify ratings for each goal, if needed, and enter Overall Summary Comments to summarize the entire year’s performance. Workflow - Year-End Evaluation Process Employee Manager Final Step : Employee marks the document “ Acknowledged ” after meeting with his/her Manager to discuss the Year-end evaluation. Employee’s Performance Document
    20. 20. Year-End Evaluation – Overview of Key Steps <ul><li>1 . Click Load Employee Goals to copy the Employee’s document into the Manager’s document. </li></ul><ul><li>Review the Employee’s self-assessment document. Modify R atings for each goal, if needed, and enter Overall Summary Comments to summarize the entire year’s performance. </li></ul><ul><li>Select Calculate Rating to obtain the overall rating for each goal section and the Employee’s total rating. NOTE: You can click Calculate All Ratings located at the bottom of the page as well. </li></ul><ul><li>Click Available for Review to send the document to the Employee. </li></ul><ul><li>Indicate the Date of Review Held after the performance discussion takes place. </li></ul><ul><li>Click Complete after the document has been Acknowledged by the Employee. (Not shown) </li></ul>their Operational Goals. The comments here will reflect any points brought up during the Final Review with the Employee. The comments here will be entered by the Employee after the Manager and Employee have met to discuss the performance document. The comments here will reflect an Employees overall performance. The comments here will reflect an Employees overall performance within Overall Section Rating Total Rating Manager Actions <ul><li>Review Employee’s Self-Assessment </li></ul><ul><li>Modify Final Ratings (as appropriate) </li></ul><ul><li>Provide Overall Summary Comments </li></ul><ul><li>Determine Overall Ratings and Employee’s </li></ul><ul><li>final numerical rating </li></ul><ul><li>5. Meet with the Employee to discuss the </li></ul><ul><li>year-end evaluation and feedback </li></ul>3 1 4 3 5 2 2
    21. 21. How to Access NYCAPS <ul><li>Open an Internet Browser. If your Home Page does not default to Cityshare, type: </li></ul><ul><ul><ul><li>http://cityshare.nycnet </li></ul></ul></ul><ul><li>Click on “ Working ” on the left hand side of the menu </li></ul><ul><li>Click on “ NYCAPS ” </li></ul><ul><li>Enter your User ID and Password </li></ul><ul><li>User ID : Your User ID is your Employee ID number, which is the 7-digit Reference number on your paycheck stub. </li></ul><ul><li>Password : New NYCAPS Users : Your initial password is the last 2 digits of your SSN and the 8 numerical digits of your birth date. e.g. if your SSN is 123-45-6789 and your birth date is 11-05-1980, your initial password is 8911051980. </li></ul><ul><li>The system will prompt you to change your password. </li></ul>
    22. 22. <ul><li>Navigate to: Change My Password </li></ul><ul><li>Enter your Current Password in the “ Current Password ” field. </li></ul><ul><li>Enter a New Password in the “ New Password ” field. </li></ul><ul><li>Enter the same password from step two again in the “ Confirm Password ” field. </li></ul><ul><li>Click “ Change Password ” to complete the process. </li></ul><ul><li>On the confirmation page click “ OK ” to accept your password change. (NOTE: Continue to step 7 for Setting up ‘Forgot your Password’) </li></ul><ul><li>Click on “ Change Password ” to proceed. </li></ul><ul><li>Answer 5 of the 10 Security Questions. </li></ul><ul><li>Click on “ OK ” to proceed. </li></ul><ul><li>The following message will appear:  Your password has successfully been changed. </li></ul><ul><ul><ul><li>11. Click on “ OK ” to proceed. </li></ul></ul></ul><ul><ul><ul><li>12. Logout and login again using the new password to make sure you can login. </li></ul></ul></ul>Changing Your Password In NYCAPS and Setting up ‘Forgot your Password’ 2 4 3 5 1
    23. 23. FY09 Performance Management Cycle - Timeline Begin Oct. 2 nd . SLT draft FY09 Operational goals based on Chancellor’s Priorities Oct Nov Jan May Sept Oct SLT share draft of FY09 Operational Goals with direct reports and senior Managers Oct. 14 th Perf. Mgmt. training – FY09 goal setting (850) & FY08 Year-End evaluation (Key Managers) Oct. 14 th - 22 nd Quarterly Check-In Jan. 30 th Quarterly Check-In May 15 th Launch FY10 Goal Setting Sept 20 th FY10 Goals & FY09 Year-end evaluations in NYCAPS Oct 30 th Chancellor Priorities for FY09 School Year Finalized Oct. 2 nd 2008 2009 Nov. 7 th Nov. 14 th FY09 Goals & FY08 Year-end Evaluations in NYCAPS Chancellor approves SLT FY08 Year-end evaluations & FY09 goals
    24. 24. NYCAPS DEMO
    25. 25. To help assist with questions you may have, contact HR Connect. Call: (718) 935 – 4001. <ul><li>Tier One (HR Connect) </li></ul><ul><li>Trouble accessing NYCAPS </li></ul><ul><li>Log In Issues </li></ul><ul><li>Password Resets </li></ul><ul><li>Tier Two (DHR Org Svcs) – Notified from Tier One </li></ul><ul><li>Content / Tool Navigation Issues </li></ul><ul><li>Process and HR Advice and Counsel </li></ul>Customer Support Customer Support Model:
    26. 26. <ul><li>How to Get Started </li></ul><ul><li>Employee Goal Setting </li></ul><ul><li>Setting Goal Weights in NYCAPS </li></ul><ul><li>Update Goals (Quarterly Check In) Process </li></ul><ul><li>Employee Evaluation Process </li></ul><ul><li>Manager Review </li></ul>In addition to the presentation, the following Job Aids are available on the DOE Intranet and on Cityshare: Training Materials 2. On the Cityshare website Navigate to: https:// cityshare.nycnet  Human Resources  Employee Self Service To access the training materials: 2 locations 1. On the DOE’s website Navigate to:
    27. 27. <ul><li>Access NYCAPS Tool </li></ul><ul><li>Reset your initial password </li></ul><ul><li>Draft your performance goals and assign a weighting to each one </li></ul><ul><li>Make sure your goals are SMART </li></ul><ul><li>Submit your goals online for your Manager to review </li></ul><ul><li>Meet with your Manager to discuss and finalize your goals </li></ul>Next Steps – FY09 Goal Setting <ul><li>Key Dates to Remember </li></ul><ul><li>Oct. 1 st – NYCAPS Tool Opens </li></ul><ul><li>Nov. 7 th – Deadline for your Manager to approve FY09 goals and FY08 Year End Evaluation is complete in NYCAPS </li></ul>Next Steps – FY08 Year End Evaluation <ul><li>Complete your Year End Evaluation (Employee self-assessment and comments) </li></ul><ul><li>Meet with your Manager to discuss year-end evaluation </li></ul><ul><li>Mark your Performance Document “Acknowledged” </li></ul>
    28. 28. Questions?