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Performance Management

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Performance Management

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    1. Performance Management Implement … 2009 Linked to pay beginning … June 2010 1 Handouts: Supervisor’s Guide– Performance Phases Completed Performance Management Process Form Creating S.M.A.R.T. Objectives Common Biases You can access additional resources through our website – including the PPM chapter 4080 and the Manager’s Resource Guide. In 2008, Governor Sebelius signed House Bill 2916 into law which initiated a new State of Kansas compensation system. Perhaps the most important aspect of the new compensation system is the new Performance Management Process. The new Performance Management Process will be implemented this year … 2009. The new pay plans will be linked to performance beginning June 2010 (FY 2011). With the new Performance Management Process, a new form has been developed; 1 Handouts: Supervisor’s Guide– Performance Phases Completed Performance Management Process Form Creating S.M.A.R.T. Objectives Common Biases You can access additional resources through our website – including the PPM chapter 4080 and the Manager’s Resource Guide. In 2008, Governor Sebelius signed House Bill 2916 into law which initiated a new State of Kansas compensation system. Perhaps the most important aspect of the new compensation system is the new Performance Management Process. The new Performance Management Process will be implemented this year … 2009. The new pay plans will be linked to performance beginning June 2010 (FY 2011). With the new Performance Management Process, a new form has been developed;

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    4. 0.30 Overview

    5. Performance Management Components 4 This particular slide illustrates Performance Management as a continuous cycle. Four components to the State of Kansas’s new PMP – Performance Planning… Coaching & Feedback… Reviewing & Appraising Performance… and Recognizing & Rewarding Performance We will discuss each of these components in more detail in the following slides. Again, the new PMP is about improving performance by improving individual and team performance. 4 This particular slide illustrates Performance Management as a continuous cycle. Four components to the State of Kansas’s new PMP – Performance Planning… Coaching & Feedback… Reviewing & Appraising Performance… and Recognizing & Rewarding Performance We will discuss each of these components in more detail in the following slides. Again, the new PMP is about improving performance by improving individual and team performance.

    6. Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    7. 5 Probationary Review The probationary period shall be considered as a working test of the employee's ability to perform adequately in the position to which the employee was hired. In order to develop efficient employees, the supervisor shall give reasonable instruction and training that may be required throughout the probationary period. Annual Review Annual reviews are required for each regular classified employee. Annual review are due between October 1 and December 23. Special Review A special review may be conducted at any time to gauge the level of performance or to improve the performance rating A special review will not change the annual review due date. The employee’s annual review will always be due between October 1 and December 23. 5 Probationary Review The probationary period shall be considered as a working test of the employee's ability to perform adequately in the position to which the employee was hired. In order to develop efficient employees, the supervisor shall give reasonable instruction and training that may be required throughout the probationary period. Annual Review Annual reviews are required for each regular classified employee. Annual review are due between October 1 and December 23. Special Review A special review may be conducted at any time to gauge the level of performance or to improve the performance rating A special review will not change the annual review due date. The employee’s annual review will always be due between October 1 and December 23.

    8. 5 Probationary Reviews New Hire The initial probationary period is six months, but it may be extended up to six additional months for VALID reasons, such as completing specific training, attaining a specific skill level, or acquiring necessary credentials. Promotion A promotion is attaining high grade and/or step in the classified service. Promotional employees are subject to a probationary period or not less than three months and not more than six months. However, Assistant VP of HR may extend probationary period for additional six months if specific training or certification requirements cannot be completed within six months. Reinstatement A reinstatement occurs when an employee returns to state service within a year of separation. Reinstated employees are subject to a probationary period of not less than three months or not more than six months. Transfer from Temporary Position A transfer from a classified or unclassified temporary position 5 Probationary Reviews New Hire The initial probationary period is six months, but it may be extended up to six additional months for VALID reasons, such as completing specific training, attaining a specific skill level, or acquiring necessary credentials. Promotion A promotion is attaining high grade and/or step in the classified service. Promotional employees are subject to a probationary period or not less than three months and not more than six months. However, Assistant VP of HR may extend probationary period for additional six months if specific training or certification requirements cannot be completed within six months. Reinstatement A reinstatement occurs when an employee returns to state service within a year of separation. Reinstated employees are subject to a probationary period of not less than three months or not more than six months. Transfer from Temporary Position A transfer from a classified or unclassified temporary position

    9. Annual Review Required for Regular Classified Employees Due October 1 – December 23 each year following probationary period.

    10. Special Review

    11. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    12. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    13. Setting Objectives 7 When establishing SMART objectives for your employees, these are some possible sources of information that will help you in setting clear and specific objectives. Sources : K-State goals Division goals Position description Mission statements Customer needs Feedback from manager, supervisor, customers, and others Employee surveys Individual results Employee’s Self-assessment of their competency strengths and weaknesses 7 When establishing SMART objectives for your employees, these are some possible sources of information that will help you in setting clear and specific objectives. Sources : K-State goals Division goals Position description Mission statements Customer needs Feedback from manager, supervisor, customers, and others Employee surveys Individual results Employee’s Self-assessment of their competency strengths and weaknesses

    14. 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 99

    15. 10 This slide shows a few examples of task statements or objectives and the corresponding tracking method. It clearly shows employees how to meet, exceed, or fail expectations. These objectives are captured on Page 1 of the form. Read examples. The new process requires providing information to employees on what they need to do to meet your expectations. This information is documented on the tracking method section of the objectives box on page 1 of the form. You will not always be able to provide a quantitative (i.e., numerical) tracking method for achieving expectations. Sometimes the only way to track an objective is with a yes/no or pass/fail statement. Remember to always incorporate SMART goals in your objectives and try to be as specific as possible in informing an employee as to what they need to do to meet or exceed your expectations10 This slide shows a few examples of task statements or objectives and the corresponding tracking method. It clearly shows employees how to meet, exceed, or fail expectations. These objectives are captured on Page 1 of the form. Read examples. The new process requires providing information to employees on what they need to do to meet your expectations. This information is documented on the tracking method section of the objectives box on page 1 of the form. You will not always be able to provide a quantitative (i.e., numerical) tracking method for achieving expectations. Sometimes the only way to track an objective is with a yes/no or pass/fail statement. Remember to always incorporate SMART goals in your objectives and try to be as specific as possible in informing an employee as to what they need to do to meet or exceed your expectations

    16. .070 Performance Management Process Form 6 IF EMPLOYEE NEEDS DEVELOPMENT IN ANY AREA – PUT HERE - DISCUSS6 IF EMPLOYEE NEEDS DEVELOPMENT IN ANY AREA – PUT HERE - DISCUSS

    17. Performance Management 15 Performance consists of two key elements: “What” tasks are accomplished using our skills and knowledge and are results objectives – these are tasks that you expect the employee to achieve throughout the year. “How” tasks are accomplished using our competencies or behaviors. Behavioral objectives – are how the work gets done, or the positive behaviors needed to do the job. Studies show that top performers tend to excel in both areas. These are the two basic criteria which all employees will be measured. 15 Performance consists of two key elements: “What” tasks are accomplished using our skills and knowledge and are results objectives – these are tasks that you expect the employee to achieve throughout the year. “How” tasks are accomplished using our competencies or behaviors. Behavioral objectives – are how the work gets done, or the positive behaviors needed to do the job. Studies show that top performers tend to excel in both areas. These are the two basic criteria which all employees will be measured.

    18. Competency Model 17 Any one of the Core Competencies, Leadership Competencies, Essential Requirements and Other Competencies may be written as a CRITICAL COMPETENCY on page 2 of the Performance Management Process Form if you want the employee to focus or development in the area.17 Any one of the Core Competencies, Leadership Competencies, Essential Requirements and Other Competencies may be written as a CRITICAL COMPETENCY on page 2 of the Performance Management Process Form if you want the employee to focus or development in the area.

    19. 18 This slide provides examples of how you may complete the Competency section on Page 2 of the form. Listed here is an example of a Core Competency, Essential requirement, Leadership competency and agency specific competency that this employee needs to work on during the review period. READ EXAMPLES ON SLIDE You only need to document competencies that the employee needs development in. You must then provide a project example or on the job suggestion of how the employee may work towards developing that competency. Lets take about 15-20 minutes for you to complete the Competency section on page 2 of the form for yourself or someone your supervise. You may use any of the Core Competencies, Essential requirements, Leadership competencies or an agency specific competency. Also provide a project example or an on the job suggestion of how the employee may work towards developing that competency. When you’re done please share with the others at your table of what you have developed. 18 This slide provides examples of how you may complete the Competency section on Page 2 of the form. Listed here is an example of a Core Competency, Essential requirement, Leadership competency and agency specific competency that this employee needs to work on during the review period. READ EXAMPLES ON SLIDE You only need to document competencies that the employee needs development in. You must then provide a project example or on the job suggestion of how the employee may work towards developing that competency. Lets take about 15-20 minutes for you to complete the Competency section on page 2 of the form for yourself or someone your supervise. You may use any of the Core Competencies, Essential requirements, Leadership competencies or an agency specific competency. Also provide a project example or an on the job suggestion of how the employee may work towards developing that competency. When you’re done please share with the others at your table of what you have developed.

    20. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    21. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    22. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    23. Essential Requirements Basic behaviors or requirements critical for K-State workforce positions 28 State of Kansas Essential Requirements can be found on page 3 of the PM form. GO THERE NOW – I’ll give you some time to read over these. These requirements apply to everyone. Dependability- Attends work regularly and on time Plans appropriately for absences Assumes personal accountability for work Agency Values: Demonstrates personal integrity and ethical behavior Displays good stewardship of public resources Adapts to changes in processes, procedures or responsibilities As you can see an unsatisfactory rating at the end of the review period on one of these will result in an overall unsatisfactory rating. Both the Steering committee and the design committee felt that even if an employee is getting their work accomplished if they are not able to meet these 2 essential requirements than they really should receive an unsatisfactory review rating. These 2 behaviors can hurt the morale of other co-workers. FMLA absences can not be used to determine if an employee is not meeting the dependability requirement. Make sure to document the discussions that you have with employees regarding the essential requirements to support your overall rating of unsatisfactory in the area of Ongoing Coaching and feedback on page 2 of the form. 28 State of Kansas Essential Requirements can be found on page 3 of the PM form. GO THERE NOW – I’ll give you some time to read over these. These requirements apply to everyone. Dependability- Attends work regularly and on time Plans appropriately for absences Assumes personal accountability for work Agency Values: Demonstrates personal integrity and ethical behavior Displays good stewardship of public resources Adapts to changes in processes, procedures or responsibilities As you can see an unsatisfactory rating at the end of the review period on one of these will result in an overall unsatisfactory rating. Both the Steering committee and the design committee felt that even if an employee is getting their work accomplished if they are not able to meet these 2 essential requirements than they really should receive an unsatisfactory review rating. These 2 behaviors can hurt the morale of other co-workers. FMLA absences can not be used to determine if an employee is not meeting the dependability requirement. Make sure to document the discussions that you have with employees regarding the essential requirements to support your overall rating of unsatisfactory in the area of Ongoing Coaching and feedback on page 2 of the form.

    24. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    25. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    26. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    27. .070 Performance Management Process Form 6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase6 Refer to Completed Performance Management Process Form. The completed form in your handouts is color-coded. Blue = Planning Phase Green = Coaching and Feedback Phase Red = Reviewing and Appraising Phase

    28. .050 Unsatisfactory Work Performance

    29. 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.

    30. 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.

    31. Permanent Employee Steps to Encourage Improved Performance: 1. Feedback Session Written Recommendation “Special” Performance Review Subsequent “Special” Performance Review 5. Suspension, Demotion or Dismissal

    32. 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.

    33. .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.

    34. .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.

    35. .080 Overall Ratings

    36. .090 Completion of Form/Process 24 So to Recap what we discussed today. We went over the four components of the Performance Management Process. Performance Planning is where you establish the objectives and competencies for the employee for the review period. Coaching and Feedback is where you have formal and/or informal meetings with the employee through out the year to help develop them to meet the established objectives and competencies by the end of the review period. Reviewing and Appraising. We went into detail about both the Mid Year Discussion and the end of the year of the year review. And Recognizing and Rewarding Performance. Recognizing an employee’s performance will reinforce continued success. And the rewards part is still under development. And we also walked thru the Performance Management Form. 24 So to Recap what we discussed today. We went over the four components of the Performance Management Process. Performance Planning is where you establish the objectives and competencies for the employee for the review period. Coaching and Feedback is where you have formal and/or informal meetings with the employee through out the year to help develop them to meet the established objectives and competencies by the end of the review period. Reviewing and Appraising. We went into detail about both the Mid Year Discussion and the end of the year of the year review. And Recognizing and Rewarding Performance. Recognizing an employee’s performance will reinforce continued success. And the rewards part is still under development. And we also walked thru the Performance Management Form.

    37. Monetary Award Fiscal Year 2011 (June 13, 2010) Non-monetary Award

    38. .100 Submission of Form 24 So to Recap what we discussed today. We went over the four components of the Performance Management Process. Performance Planning is where you establish the objectives and competencies for the employee for the review period. Coaching and Feedback is where you have formal and/or informal meetings with the employee through out the year to help develop them to meet the established objectives and competencies by the end of the review period. Reviewing and Appraising. We went into detail about both the Mid Year Discussion and the end of the year of the year review. And Recognizing and Rewarding Performance. Recognizing an employee’s performance will reinforce continued success. And the rewards part is still under development. And we also walked thru the Performance Management Form. 24 So to Recap what we discussed today. We went over the four components of the Performance Management Process. Performance Planning is where you establish the objectives and competencies for the employee for the review period. Coaching and Feedback is where you have formal and/or informal meetings with the employee through out the year to help develop them to meet the established objectives and competencies by the end of the review period. Reviewing and Appraising. We went into detail about both the Mid Year Discussion and the end of the year of the year review. And Recognizing and Rewarding Performance. Recognizing an employee’s performance will reinforce continued success. And the rewards part is still under development. And we also walked thru the Performance Management Form.

    39. Performance Management Tools 25 25

    40. Performance Management 26 I’d like to remind you to go to the website provided on this slide. On this website you will find: A list providing dates, times and locations of upcoming Performance Management Process informational sessions. Frequently asked questions regarding the new PMP. These are updated regularly. An initial presentation of the PMP project. The Performance Review Form. The Manager’s Resource Guide. Lastly there is an email address on there for anyone to submit a Performance Management related question. Are there any questions? 26 I’d like to remind you to go to the website provided on this slide. On this website you will find: A list providing dates, times and locations of upcoming Performance Management Process informational sessions. Frequently asked questions regarding the new PMP. These are updated regularly. An initial presentation of the PMP project. The Performance Review Form. The Manager’s Resource Guide. Lastly there is an email address on there for anyone to submit a Performance Management related question. Are there any questions?

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

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