Employee Comments on a Performance Review

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					Western Carolina University
Performance Management


                Planning:
                Overview & Concepts

                presented by:
                WCU Office of Human Resources
Why Performance
Management?

 Written performance expectations
 Systematic feedback

 Operationalization of goals, mission,
  strategies, aspirations, and values
What is Performance Management?


                 What the individual
                  achieves (the results)
                 How the individual
                  goes about achieving
                  those results
                  (behaviors, skills
                  and/or skill
                  development)
    How is Performance Management different
    from the employee’s Competency Assessment?

Competency Assessment                   Performance Management
 Knowledge, Skills and Abilities        How the employee utilizes their
needed in the position                  knowledge, skills and abilities
 Assessment of the employee’s           Expected outputs (Key Responsibilities
Knowledge, Skills and abilities         and 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
    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
               Ongoing Process


Planning                 Ongoing
                        Management




           Appraising
                         Timeline

 Work Plan Year: April 1 through
  March 31
 Planning for work plan year: April

 Interim Review: September/October
  (mid-year)
 End-of-year Review: March (when
  ratings are assigned)
Planning Phase
Creating Work Plans and Discussing
Performance Expectations
Performance Management
Documents

  The Performance
  Management work plan
  document can be obtained
  from the Human Resources
  website:

http://admfin.wcu.edu/hr/Performancem
   anagement%20.htm
               Planning Phase
Performance Planning Overview

   The Work Plan Year begins April 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.
                       Planning Phase
Identifying Key Responsibilities/Results
                           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
     Write a
descriptive title
 for Each KRR.
Place title here.


Place title here.




Place title here.




 Place title here.
                            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.
                                       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
                   Planning Phase
Identifying Assigned Tasks and
                    Objectives

 Measurable
 Controllable
 Time-bound
 Realistic
 Understandable
                         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
                         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.
                         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.
                         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.
  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.
                           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.
   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.
Managing Phase
Monitoring Progress, Collecting
Feedback and the Interim Review
                         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.
                              Managing Phase
Tracking Sources and Frequency
   Tracking increases feedback.
   Use existing sources.
   Tracking Behaviors
    –   Direct observation
    –   Written materials
    –   Third-party reports
    –   Self-reports
                              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”.
  Indicate if
    Interim
Performance is
Good or better.
Do this for each
     KRR.
                             Place Interim
                           Review comments
                                 here.


                               Employee
                            comments, if any,
                                go here.




  Action/Improvement
Plans are needed for any
 area determined to fall
     “Below Good.”
Obtain Interim
    Review
signatures and
indicate dates.
Appraisal Phase
Collecting Feedback and the
Performance Appraisal
                          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.
                     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.
                                      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.
  Place Annual
Review comments
      here.



   Employee
comments, if any,
    go here.


                                      Supervisor and
                                        employee
Place overall rating                   initial here.
       here.




               Check overall rating
                      here.
Obtain necessary
 signatures and
 indicate dates.
                       Appraisal Phase
                       Rating Scale
 Outstanding (O)
 Very Good (VG)

 Good (G)

 Below Good (BG)

 Unsatisfactory (U)
                  Appraisal Phase
            Submitting Documents

Submit completed documents to Human
Resources by April 30. Numerous
reminder e-mail messages will be sent to
supervisors.
                      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.
             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).
                     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.
                     Review of Process

   Managing Phase Continued
    – Improvement/Action Plan is developed for
      areas below “good” level at interim review.
                              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 April 30!
                          The End

Congratulations! You have reached
the end of the Performance
Management Presentation. You will
be scheduled for an in-class
workshop. You must complete the
quiz and attend the workshop
before you can complete this MASE
module.

				
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