Western Carolina University Performance Management

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Western Carolina UniversityPerformance Management

• Planning
• Overview Concepts
• presented by
• WCU Office of Human Resources

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Why Performance Management?

• Written performance expectations
• Systematic feedback
• Operationalization of goals, mission, strategies,
  aspirations, and values

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Institutional Level Mission
Goals, Values, Strategies
Department Level Mission
Goals, Values, Strategies
Individuals
- Results Areas, Objectives, Behaviors
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What is Performance Management?

• What the individual achieves (the results)
• How the individual goes about achieving those
  results (behaviors, skills and/or skill
  development)

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How is Performance Management different from the
employees Competency Assessment?
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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

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Ongoing Process
Planning
Ongoing Management
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Appraising
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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)

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Planning Phase

• Creating Work Plans and Discussing Performance
  Expectations

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Performance Management Documents

• The Performance Management work plan document
  can be obtained from the Human Resources website
• http//admfin.wcu.edu/hr/Performancemanagement20.
  htm

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Planning PhasePerformance Planning Overview

• The Work Plan Year begins April 1
• Supervisor and employee prepare a Performance
  Plan
• Dont 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.

Reminder
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Planning Phase Identifying Key
Responsibilities/Results
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Planning PhaseIdentifying 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

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Write a descriptive title for Each KRR. Place
title here.
Place title here.
Place title here.
Place title here.
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Planning PhaseIdentifying 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.

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Planning PhaseIdentifying 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 departments goals, strategic plan,
  mission, vision, aspirations, initiatives and
  values.
• Derived from measurement methods established for
  each KRR
• Quantity
• Quality
• Cost
• Timeliness

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Planning Phase Identifying Assigned Tasks and
Objectives

• Measurable
• Controllable
• Time-bound
• Realistic
• Understandable

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Planning PhaseExamples of KRRs Tasks/Objectives
Specific expectations and verification methods
This result item is a Key Responsibility
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Planning PhaseExamples of KRRs Tasks/Objectives
This result item is a Behavior
Be prepared to collect examples to be shared
during reviews/appraisals.
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Planning PhaseExamples of KRRs Tasks/Objectives
This result item is a Goal/Strategy.
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Planning PhaseExamples of KRRs Tasks/Objectives
This result item is a Development Item.
Indicate how new knowledge/skills will be
utilized and proficiency verified. Note how a
time-line is specified.
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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.
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Planning PhaseSetting 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.

Reminder
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Indicate Employee title and position.
Indicate Supervisor title and position.
Indicate next level Manager 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.
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Managing Phase

• Monitoring Progress, Collecting Feedback and the
  Interim Review

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Managing PhaseOngoing Feedback

• Performance problems are discussed and documented
  throughout the cycle.
• Improvement/Action Plans are mandated for
  deficient performance.
• Frequent performance-related feedback is
  provided.

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Managing PhaseTracking Sources and Frequency

• Tracking increases feedback.
• Use existing sources.
• Tracking Behaviors
• Direct observation
• Written materials
• Third-party reports
• Self-reports

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Managing PhaseInterim 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
  employees performance is at the good level.
• Write Interim Review Comments in the Supervisors
  Summary Comments section. Space is provided for
  employee comments.
• Develop an Improvement/Action Plan for any area
  where performance is less than good.

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Indicate if Interim Performance is Good or
better. Do this for each KRR.
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Place Interim Review comments here.
Employee comments, if any, go here.
Action/Improvement Plans are needed for any area
determined to fall Below Good.
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Obtain Interim Review signatures and indicate
dates.
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Appraisal Phase

• Collecting Feedback and the Performance Appraisal

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Appraisal PhasePerformance Appraisal

• Review performance information collected during
  full work cycle against each Assigned
  Task/Objective.
• Record actual performance in the Actual Results
  column.
• Rate the employees performance for each Key
  Responsibility/Result Item.

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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.
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Appraisal PhasePerformance Appraisal Summary

• Review all rating levels and select the one
  rating that best represents the employees
  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 Supervisors 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.

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Place Annual Review comments here.
Employee comments, if any, go here.
Supervisor and employee initial here.
Place overall rating here.
Check overall rating here.
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Obtain necessary signatures and indicate dates.
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Appraisal PhaseRating Scale

• Outstanding (O)
• Very Good (VG)
• Good (G)
• Below Good (BG)
• Unsatisfactory (U)

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Appraisal PhaseSubmitting Documents
Reminder

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

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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.

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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 employees personnel file).

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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.

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Review of Process

• Managing Phase Continued
• Improvement/Action Plan is developed for areas
  below good level at interim review.

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Review of Process

• Appraisal Phase (end of year)
• Collect information.
• Describe results in the Actual Results column.
• Complete Supervisors Summary Comments.
• Conduct the Performance Appraisal Discussion.
• Collect the necessary signatures and initials.
• Forward completed documents to Human Resources
  by April 30!

Reminder
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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.