Performance Management - Kansas State University

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					 Performance Management




                  Implement … 2009
Linked to pay beginning … June 2010
KSU, Policies and Procedures Manual Chapter 4080


          Developed by State of Kansas
       Required for all classified employees

       Performance Planning (Dec – January)
       Mid year discussion (April 1 – June 30)
  Final (Annual) review (October 1 – December 23)
KSU, Policies and Procedures Manual Chapter 4080



          Kansas Administrative Regulations, Article 7,
          Probationary Period and Employee Evaluation


          KSU Policy and Procedures Manual, Chapter 4080
          Performance Management Process
                            0.30 Overview
Performance Management Process is used . . .

  To identify performance expectations
  and provide feedback to the employee


  To enhance communication between employee
  and supervisor


  To review accomplishments
Performance Management Components

 Process Overview
                     Performance
                      Planning



   Recognizing &                   Coaching &
     Rewarding      Performance     Feedback
    Performance     Management



                     Reviewing &
                      Appraising
                     Performance
          Performance Management Process Form

Page #                           Description/Phase

         Identification Information
  1
         Objectives/Tracking Method
         Critical Competencies
  2
         On-Going Feedback and Coaching Documentation
         Mid-Year Discussion and Coaching Process
  3
         Essential Requirements
 4-7     Core Competencies
  8      Annual Summary Discussion Points
         Overall Performance Review Rating
  9
         Signature Block - Signature Block - Signature Block
0.40 Types of Reviews
                Probationary Review
          New SOK Employee
              6 months

      Promotion - Reinstatement
     Not less than three months or
      Not more than six months

   Transfer from Temporary Position
               6 months

            Reclassification
Not Required – Supervisor may Designate
     Not less than three months or
       Not more than six months
                 Annual Review


• Required for Regular Classified
  Employees


• Due October 1 – December 23
  each year following probationary
  period.
                              Special Review


A special review may be
conducted at any time to gauge the
level of performance.

Ex: Improve rating … unsatisfactory to a higher rating

Ex: Prior to the supervisor’s resignation to provide the
     successor with performance history.
.070 Performance Management Process Form
                                  Performance
                                    Planning
.070 Performance Management Process Form
                                  Performance
                                    Planning
                                  Performance
                                    Planning
          Setting Objectives




K-State
 Goals
           S.M.A.R.T. Objectives

Specific: What are the expectations; by when

Measurable: Establish concrete criteria

Attainable: Reasonable goals

Relevant: Align with department, unit or
            employees goals

Time-Based: Grounded within a timeframe
Objectives                                                                         Measurement
List Objectives in the Table Below
                                                               A measurement scale and target should be established for each
                                                               objective.


 Obj      Description                                                 Tracking Method                       Annual
                                                                                                          Performance
                                                                                                            Review

   1      Complete a detailed physical inventory of            <70% complete = U                     Completed
          office equipment by MM/DD/YY.                        <90% complete = NI                    inventory by due
                                                               100% complete = ME                    date with minor
                                                                                                     errors. ME
                                                               100% complete w/ high
                                                                  level of detail & no
                                                                  errors = EE
   2      Maintain accuracy while increasing the number        <8% - Unsatisfactory                  Increased
                                                                                                     tax returns
          of tax returns processed by 10% during the           8-9% - NI
                                                                                                     Processed by
          month of March.                                      10%- ME
                                                               11-12%-EE                                   10.5% = ME
                                                               >12%- Exceptional


   3      Attend CPR training to obtain annual certification   Yes – ME                              Enrolled in CPR
                                                                                                     class, but so late
          by the end of the fiscal year.                       No – NI/ Unsatisfactory               In year that
                                                                                                     course was full.
                                                                                                     NI

 SPECIFIC - MEASURABLE - ATTAINABLE - RELEVANT - TIME BASED
.070 Performance Management Process Form
                                  Performance
                                    Planning
Performance Management




    Performance
    Excellence
Competency Model
Competency                                             Project or On-the-Job Suggestions

1. Leadership – Promotes Team Effectiveness            A. Encourage the team to approach a problem as an
                                                       opportunity. Allow them to take reasonable risks and
Ex: Leadership Competency                              be innovative in their approach to problems and
                                                       opportunities.
                                                       B. Read “Good to Great” by Jack Collins


2. K-State Values – Focus on demonstrating integrity   Attend “Respect in the Workplace” training
and doing the right thing.

Ex: Essential Requirement


3. Communication –Tailors Communication                When interacting with others, be open to their opinions
                                                       and viewpoints. Adapt your own responses to others’
Ex: Core Competency                                    needs and be willing to accept an outcome that may be
                                                       different from your initial expectations. Understanding
                                                       and adapting to others’ needs will increase your
                                                       effectiveness.
4. Change Management                                   Identify three changes that will improve the operations
                                                       and results of the department/unit and lead an effort to
Ex: Department/Unit/University Competency              implement one change.
.070 Performance Management Process Form
                                   Coaching
                                      &
                                   Feedback
.070 Performance Management Process Form
                                   Coaching
                                      &
                                   Feedback
.070 Performance Management Process Form
                               Coaching   Reviewing
                 Performance
                                  &           &
                   Planning
                               Feedback   Appraising
        Essential Requirements
• Basic behaviors or requirements critical for K-State
  workforce positions

         An Unsatisfactory rating in Dependability
         or K-State Values will result in an Overall
          Performance Rating of Unsatisfactory.
.070 Performance Management Process Form
                                        Reviewing
                          Performance       &
                            Planning    Appraising
.070 Performance Management Process Form
                                Reviewing
                                    &
                                Appraising
.070 Performance Management Process Form
                                  Reviewing
                                      &
                                  Appraising
.070 Performance Management Process Form
                            Coaching   Reviewing
              Performance
                               &           &
                Planning
                            Feedback   Appraising
.050 Unsatisfactory Work Performance
                Probationary Employee

• If overall performance is rated
  “Unsatisfactory” at the end of any
  probation period, the employee shall
  not be granted permanent status.
• Please notify Assistant VP Gary Leitnaker, Division
  of Human Resources regarding employee’s
  dismissal.
               Permanent Employee

• If overall performance is rated
  “Unsatisfactory” . . .
      the supervisor will coach the
      employee with the stated objective
      of improving the individual’s future
      performance.
                  Permanent Employee
Steps to Encourage Improved Performance:

1. Feedback Session

2. Written Recommendation

3. “Special” Performance Review

4. Subsequent “Special” Performance Review

5. Suspension, Demotion or Dismissal
Reasons for Unsatisfactory Rating

• Inability to perform the duties;
• Negligence in the performance of duties;
• Improper use of State property;
• Failure to maintain satisfactory and
  harmonious relationships with the public and
  fellow employees;
• Improper use of leave privileges;
• Habitual pattern of failure to report for duty.
.060 Performance Review Appeals

 • Probationary Employees
   – A “New Hire” cannot appeal an evaluation.

   – Those with permanent status prior to a
    promotion, reclassification, or a
    reinstatement may appeal an evaluation.
.060 Performance Review Appeals

 • Permanent Employees
   – A permanent classified employee may,
     within 7 calendar days after having the
     opportunity to sign the Performance
     Review, appeal an overall rating other than
     “Exceptional.”
   – Submit appeal in writing to the Office of
     Employee Relations.
              .080 Overall Ratings
Reviewing &
 Appraising
Performance
 .090 Completion of Form/Process
                                          1st 30 days
                                           Establish Goals
                           Performance
Non-monetary or             Planning
Monetary Awards


      Recognizing &                                Coaching &
        Rewarding                                   Feedback
       Performance
                            Reviewing &
                             Appraising                 Throughout the
                            Performance                   Review Period
      Annual Review
      October 1 – December 23
                                 Mid Year Discussion
                                 April 1 – June 30
                          Recognizing &
                            Rewarding
                           Performance


Monetary Award
Fiscal Year 2011 (June 13, 2010)


Non-monetary Award
         .100 Submission of Form

Complete Form in Black Ink

Completed by Employee’s Immediate Supervisor

Submitted through Department Personnel Specialist
to the Division of Human Resources

Supervisor and Employee Retain a Copy

Tardy submissions are to be avoided.
KSU Division of Human Resources:
                     Performance Management Tools
Resources: http://www.k-state.edu/hr/ped/pmp.htm
 Forms
     •Sample Form (pdf)
     •Performance Management Process Form (pdf)
 Implementation Schedule
 Objectives
     •Creating S.M.A.R.T. Objectives(pdf)
     •Sample Objectives(pdf)
 Frequently Asked Questions
 PPM Chapter 4080
 Supervisor's Guides
     •State of Kansas Resource Guide for Managers (pdf)
     •Supervisors Guide-Performance Phases(pdf)
 Non-Monetary Award Ideas
  Performance Management




Questions ?
                          Questions



Division of Human Resources
          Karla Bylund
         (785) 532-1869
       kbylund@ksu.edu

				
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posted:6/6/2012
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