Performance Management and Appraisal Training for Managers Office of Employee Services April 27, 2016

Training Objectives • Performance appraisals – Who, When, What, Why, and How • Review of the performance appraisal framework – Practice developing fair, complete and useful performance feedback – Utilize UT System’s employee performance rating scale in a fair and objective manner • Preview PerformancePro • Resources

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Who needs a performance appraisal? • Benefits eligible Classified and A&P employees • Employees with a start date prior to 3/1 (merit eligible) • Employees with a start date 3/2 or later will complete a 90 or 180-day appraisal (not merit eligible) • Related UT System policies: INT107 and INT131

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When are appraisals conducted? • Appraisal Review Period: – June 1, 2015 to May 31, 2016 (some employees will have customized cycles based on hire date)

• Appraisal Due Date: – Completed by June 30, 2016

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What is involved in the appraisal process? • Self appraisal – Evaluate factors • Where have I been? • Where do I want to go? • What are the gaps?

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Manager appraisal “SMART” Goals Appraisal review meeting (Employee/Manager) Employee and Manager E-sign completed appraisal

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Setting SMART Goals

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Why do we conduct appraisals? When done well, a performance appraisal… • Reinforces the value of employee’s work • Balanced, objective, and informative • Provides specifics about what went well, and what areas to tackle for improvement • Contributes to the future success of the organization • Engage manager and employee in developing goals and career plan • Creates an environment for collaboration and open communication • Provides a record/foundation for merit increases – State law requires institutions to establish criteria for awarding merit increases 7

Penny’s Performance Review

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Writing the Performance Appraisal

Do’s: - Use specifics - Be concise - Be factual - Focus on key messages (positive and constructive) - Balance review of past with forward-looking comments

Don’ts: - Don’t generalize - Don’t infer - Avoid absolute words such as “always, never, completely, etc.” - Don’t over/under rate performance - Don’t commit in writing what you can not deliver 9

Performance Factors: Supervisor/Senior Staff Performance Factor

Weight

Accomplishments: • Work Plan, Goals, Duties and Responsibilities/ Other Accomplishments

40%

Accountability: • Focus on Results • Quality • Reliability • Compliance

20%

Knowledge, Skills, and Abilities • Communication • Job Knowledge • Teamwork

20%

Management • Initiative & Innovation • Planning & Resource Stewardship • Leadership • Identify, Hire, Develop, & Retain

20%

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Performance Factors: Non-Supervisor Performance Factor

Weight

Accomplishments: • Work Plan, Goals, Duties and Responsibilities/ Other Accomplishments

40%

Accountability: • Quality • Reliability • Compliance

20%

Knowledge, Skills, and Abilities • Communication • Job Knowledge • Teamwork

20%

Commitment to Excellence • Initiative & Innovation • Customer Service • Mission Support

20%

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Rating Scale UT System uses a five-point rating scale for factors and overall performance: –

Outstanding Performance •

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Very Good Performance •

– –

Exceeded the expectations and requirements of the assigned position and regularly produces expected accomplishments in all areas of responsibility.

Good Performance •

Meets job expectations and requirements and may occasionally exceed performance objectives.

Needs Improvement •

–

Exemplary accomplishments throughout the rating period and/or represented by unique and unusual accomplishments and result in specifically identifiable or quantifiable benefit to System Administration or the institutions.

May meet some of the job expectations but does not fully meet the remainder.

Unsatisfactory Performance •

Fails to meet defined expectations and minimum job requirements.

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Appraisals for Employees Rated Below Expectations • Identify possible reasons for low performance • Identify specific areas needed for improvement • Consider whether a counseling or action plan was implemented during the performance period • Ensure to track and praise progress

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Appraisals for Employees Rated Very Good/Good • Emphasize areas where employee is succeeding and value the accomplishments • Identify specific areas for development • Find ways to motivate the employee to “raise the bar”

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Appraisals for Outstanding Performers • •

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Don’t gloss over specific accomplishments Identify key competency areas that with some further development could result in significant gains Learn what differentiates the strong performer from others Challenge the employee to identify different or higher level assignments

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Discussion and Feedback Meeting • • • • • •

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Schedule in advance, meet in private, and be on time Set a positive tone, build rapport with a friendly welcome Actively listen Allow ample time for the discussion Outline the agenda for the meeting During a difficult message, stick to “Just the Facts”: – Follow the order of the evaluation document – Don’t get emotional – Allow the employee to make a case, and if they have ample evidence, consider adjusting the review If the staff member is highly agitated, stop the meeting and resume the next day 16

PeformancePro Appraisal Quick Overview Begin the process by: – – –

Logging into PerformancePro Using SNAC Set to Appraiser Role Select Employee

3 Primary Evaluation Steps – –

Evaluate Factors Evaluate Current Assigned Goals

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Complete Summary Comments (Summarize the Evaluation Period)

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Add Future Goals

4 Routing Steps to Complete/E-Sign – – – –

Mark Ready: Indicates you are done with your first draft. Merge: This will combine both Employee Self-Appraisal and Managers Appraisal. Complete: Finalize the review and commit to history E-Sign: Both Employee and Appraiser will E-Sign the Appraisal.

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PerformancePro 1. 2. 3. 4. 5.

Access UT4U http://www.utsystem.edu/ut4u/homepage.htm Navigate to Resources/Current Employees/Performance Management Select the University of Texas System Administration as your home institution Enter your SNAC login and password Press Submit

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Step 1: Evaluate Factors From the Main Menu, under Appraisal, click Evaluate Factors. Select your role as an appraiser. Select the name of the employee you would like to appraise from the list box. Select a factor to evaluate from the Overview tab. 1

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Step 1: Evaluate Factors (continued) Select a factor to evaluate under the Evaluation tab. Next, select a rating for the factor. Enter comments.

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Repeat this step for each factor. 2

NEW FEATURE: You can move through the factors by clicking Next (Arrow 4) or the Drop Down Menu (Arrow 1). 3

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Step 2: Evaluate Current Goals (if applicable) From the Main Menu, under Appraisals, click Evaluate Goals. Next, select a rating for the goal. Enter comments. Repeat this step for each goal.

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Step 2: Evaluate Goals – Comment Coaching NEW FEATURE: Don’t quite have the words? Appraisers can now utilize a list of template comments that can be added into the comment section of the Goal you are evaluating.

Choose from “Areas of Strength” to “Areas of Improvement”.

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Step 2: Evaluate Goals (continued) View prior to evaluating on the overview tab

View after goal has been evaluated.

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Step 2A: Employee Goal Tools Tab NEW FEATURE: Appraisers can edit goals and weights. From the Main Menu, under Employee Documents, click Employee Goal Tools. Click the Edit pencil to edit that goal. Goals must equal 100%.

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Step 3: Set Future Goals 5

From the Main Menu, under Employee Documents, click Employee Goal Tool, Future Goals Tab. Click the Add Goal button.

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SAVE: Once you are done adding a Future Goal click Save to move forward. Future Goals must equal 100%

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Step 4: Summary Comments From the Main Menu, under Appraisals, click Summary Comments. Click in the Summary Comments box and enter any additional information, concerns, etc. (if desired). Enter information in the additional comment fields.

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Routing Process Step 1 - Ready for Meeting Once completed, mark the appraisal Ready for Meeting. Once the Employee has completed their self-appraisal the Appraiser will receive an automated email.

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Routing Process Step 2 - Merge Appraisals • •

Click on Merge To allow the employee access to their merged appraisal, click the Allow Employee Access checkbox. 2

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Routing Process Step 3 - Complete Appraisal WARNING: THIS IS YOUR LAST CHANCE TO MAKE CHANGES. Once you mark “Complete,” the action will generate an e-mail notification to both the employee and appraiser for E-signature.

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Routing Process Step 4 - E-Sign Appraisal 1

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YOU HAVE COMPLETED THE APPRAISAL PROCESS!

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Employee E-Signs Appraisal The Employee’s E-Sign screen will look a bit different. They will have the option to Agree/Disagree with the appraisal, add a comment and then E-Sign.

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Employee Self Appraisal

April - June

June

Step 1: Review Notes Step 6: Sign the Appraisal

Step 2: Evaluate Factors

Step 3: Evaluate Goals

Step 4: Set Future Goals

Step 5: Ready for Meeting

Meeting Step 3: Evaluate Goals

Appraiser

Step 2: Evaluate Factors

Step 4: Set Future Goals

Step 5: *Ready for Meeting

Step 7: Complete the Appraisal

Step 6: Merge Appraisal Edit Appraisal, if necessary

Step 1: Review Notes

Step 8: Sign the Appraisal

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Resources • UT System UT4U Performance Management Site – FAQs – PowerPoint Slides – Quickstart Guide – Factor Weight and Definition Guide • OES SharePoint – Recorded Presentations (Video/Audio)

• HR Business Partner

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