Performance Management System Rollout

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posted:: 7/10/2008
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HCQCUS Project Staff Performance
Management (PM) Process
1. What is it?
2. Why are we doing it?
3. Who does it?
4. When are we doing it?
5. Where are we doing it?
6. HOW are we doing it?
7. Summary
HCQCUS Project Staff Performance
Management (PM) Process
What is a Performance Management Process?
Performance management is a process used within
organizations to establish & evaluate an individual’s
job performance standards to achieve unit goals and
objectives. Performance management systems should
correlate with and/or impact:
• Performance Improvement
• Training & Development
• Awards & Recognition
• Individual & Unit Productivity
HCQCUS Project Staff Performance
Management (PM) Process
Why Performance Management?
Those who observe performance, assess/rate/evaluate it!
A formal performance management system promotes:
• Structure, formality, & discipline…we’re serious about how you do your job!
• Consistent reviews
• Fairness/Equity
• Skill Development…leader’s core competency.
• Succession Planning
• PRODUCTIVITY…a culture of accountability & responsibility
• MOTIVATION & SATISFACTION
HCQCUS Project Staff Performance
Management (PM) Process
Who all is involved?
(SEE FLOW CHART)

1. CPS and CDAS – Main oversight of the program and chief liaison
with the TLs & PCs.
a. Selection and assignment
b. Overall “career” counseling and skill development
c. Comprehensive performance review work with HR
2. Team Leaders (TLs) & Project Coordinators (PCs).
a. Project specific expectation setting and performance assessments discussions
b. Liaison with CPS and CDAS on using the system
c. Action plan development as needed
3. Human Resources
a. Ensure compliance with parent institution rules & guidance with PM
b. Logistics management of the forms needed by parent
c. Liaison and counsel with CPS & CDAS
HCQCUS Project Staff Performance
Management (PM) Process
When are we doing it?
• “As often as necessary”
• Within 30 days of start on a project…EXPECTATION SETTING
• At the end of a project
• Performance-based…Action Planning
• Must have a 90-day rating period…Key dates:
– April
– October
HCQCUS Project Staff Performance
Management (PM) Process

Where are we doing this?
• Private office or interview room
• Undivided attention
• Usually in an office/business setting
HCQCUS Project Staff Performance
Management (PM) Process
HOW do we do this?
1. Expectation Setting
a. Personnel Information – Employee completes
b. Performance Expectations – Deliverables on 4 dimensions
• Team Work – Identify behaviors that represent good team work for your
project group.
• Technical Competency – Specify behaviors and/or results that signify
an individuals ability to do the tasks required on the project.
• Innovation/Creativity – Specify actions/deliverables that represent a
new, improved, or unique contribution to the project.
• Product Quality – Articulate quality criteria that an individual must
achieve to ensure the project “products” are at the quality level the
leader requires.
• Other – Catch-all performance point at the discretion of the leader.
HCQCUS Project Staff Performance
Management (PM) Process
HOW do we do this?
1. Expectation Setting
c. Expectations should be: Specific, Measurable, Attainable,
Relevant, Time-bound, & Stretching (SMARTS)
d. Time line: The time that both parties believe they can meet
and consistently maintain the performance or result expected.
e. Commitment: Confirmation that the TLs/PCs and the staff
member worked to develop expectations mutually with
recognition of the unit, project, and individual needs for
success.
HCQCUS Project Staff Performance
Management (PM) Process
HOW do we do this?
2. Performance Review
a. Employee completes personnel information
b. Rater identifies the “reason for the review”. Checks appropriate
box.
c. Evaluation on the dimensions:
– Mastery: Walks on water. Rare (5-10% of the time). Individual is more
than ready to take on significant increase in responsibility. Requires
specific justification.
– Successful: Individual achieves 80+% or more of the expectations.
Consider for increasing responsibility. (75-90% of your ratings).
– Development need: Individual achieving less than 80% of the targeted
objectives. Training and/or experience (time) will fix the issues.
SPECIFIC formal or informal action planning will lead to improvement.
(15-20% of your ratings.) Requires specific justification.
– Unsuccessful: (<10%) Severe aptitude or attitude gaps. Wrong fit, bad
hire. Formal counsel & action planning usually required. Significant
involvement by CDAS/CPS
HCQCUS Project Staff Performance
Management (PM) Process
HOW do we do this?
2. Performance Review
d. Comments: Bullets…defining statements directly related to
individual’s performance against their expectations.
Substantive…not “extra credit”.
e. Specific comments required for Mastery, Development Need,
and Unsuccessful
f. Confirmation Signatures
g. Employee comments: Opportunity to state their position on the
value and connection of the review to their actual performance.
Used by CPS/CDAS and/or HR leadership to identify
improvements, resolve issues, guide next steps.
HCQCUS Project Staff Performance
Management (PM) Process
HOW do we do this?
3. Corrective Action Planning
a. Employee completes personnel information.
b. Relate new actions or sub-steps directly to dimension and
deliverables identified in Expectation Setting and Performance
Review.
c. Identify additional resources required (if any).
d. Bullet guiding or action points to provide and document coaching
efforts.
e. Give time line as to when you expect to see changes.
f. Rater identifies if and when performance standard was met.
g. Signatures help to confirm that an action plan is in place and is
understood how or that it will improve performance against
expectations.
HCQCUS Project Staff Performance
Management (PM) Process
SUMMARY
• Substance & Integrity: Get away from the “Pencil Whip”
• Promote Dialogue…not another form
• Objective Decision Criteria…Awards, promotion, compensation,
training, etc.
• Employees Want It
• Personnel Leadership Skills
• Synergy between leadership bodies in the Center

Q & A and PE
HCQCUS Project Staff Performance Management (PM)
Process Flow Chart

Performance Management Process Flow Chart

1. Notification of new Project start
10. Institutional Forms to HR for filing &
forward to institution
CYCLE RESTARTS BACK AT 2 or 3

9. CPS/CDAS uses information to
No
conduct comprehensive review.
New
O Completes Institutional forms
Project
PERFORMANCE ISSUE?

2. Within 60 days CPS/CDAS Yes
a. Leader conducts performance review
hires/assigns employee b. Develops action plan – Leaders
Ongoing
Project facilitate
Project c. Within 30, 60, 90 days – Action plan
performance review
d. Performance
3. Within 30 days Improves? 8. Submit completed forms
a. CPS/CDAS conducts overall
performance expectation setting No
& introduces process.
b. PI/PC conducts project specific
Yes
performance exp setting
Other Actions 7. Conduct “milestone” performance review
- Disciplinary a. End of project (within 30 days)
NO
- Counsel b. Key Date: March 1/ October 1
- Replace c. Voluntary Termination (within 30 days)
- Intensive Training
PERFORMANCE ISSUE?

4. Informal performance discussions
Yes
Leader observation
6. Continue to observe/dialogue

NO
5. Performance Issue?
PERFORMANCE ISSUE?