DUH Performance Planning

1. DUH Performance Planning Midyear 2011

2. Performance Planning Overview • Review of Midyear Expectations • Performance Planning Tools • Job Expectation Template • Behavior Template • Development Planning Form • P & P Website Review • Mid Year Performance Review Process • Date to Remember • Resources Objectives

3. July-September2010 January/February 2011 July –September 2011 September – October 2011 Evaluate performance results and behaviors for FY10; Performance planning for FY11 Mid Year Reviews - Interim meeting with supervisor to review progress toward FY11 goals Evaluate performance results and behaviors for FY11; Performance Planning for FY12 Reward paid for FY11 PLANNING COACHING/ FEEDBACK EVALUATION/DEVELOPMENT REWARD Performance Management Process

4. Duke University Health System’s Goals Duke Hospital Goals Department/Clinical Service Unit Goals Performance management Individual/Team Performance Expectations Job Results Behaviors Performance-based pay . . . and link pay with performance.

5. Expected Job Results Compliance Expected Behaviors • Staff Member: • Customer Service • Teamwork • Creative Problem- • Solving • Continuous • Learning • Diversity • Integrity • Supervisor: • +Strategic Communication • +Performance Management • Staff Member: • Population-Specific • Unit-Specific • JCAHO • Supervisor: • +DUHS Compliance • Staff Member & Supervisor: • Quality& Patient Safety • Customer • Work Culture • Finance Y/N 50% 50% Overall Performance Rating 100%

6. Distribute Peer Feedback Forms • Anonymous • Survey Monkey • Other methods • Behavioral Template to employee for self evaluation • Set date for return • Unit Balanced Score Card • Progress toward goals • Notify VP, ACNO, Director of employees who you anticipate will receive “Exceeds” or “Needs Improvement” Midyear Preparation

7. Employee Instructions • Job Expectations Template • Behavioral Template (no change this year) • Balanced Score Card • Goals from 2010 annual review • Professional Development Plan PPS Tools

9. Website Review www.hr.duke.edu Pay and Performance

10. Click Here

11. HR Website Scroll Down Until you can see the whole Performance Management Section

12. Click on Duke University Health System

13. HR Website Click on PPR System & Forms

15. Mid Year Performance Review Process

16. Schedule time on your calendar. • Notify staff of available dates and times • Explain the purpose of the mid-year review and the peer review processes Step 1: Schedule Mid-Year Reviews

17. An assessment of performance during the middle of an appraisal period • Provides staff with ongoing feedback on strengthening performance • Evaluate progress toward established goals, outcomes, and behaviors • Identify opportunities for increased skill building or improvement of current skills Step 1: Mid-Year Reviews

18. Provide the opportunity for peers, colleagues, coworkers to give job related and behavioral feedback • Focus of the peer review and upward appraisal (for supervisors) is developmental • Supports the creation of the annual development plan Step 1: Peer Reviews

19. Ask staff member to identify at least 3 persons to participate in peer review process • Distribute the peer review forms – electronically or by hand • Identify the “date due” and “to whom” the form should be returned • Use the Peer Review form which includes the Behavioral expectations unless negotiated otherwise • The supervisor will synthesize the feedback including strengths and areas for development Step 2: Prepare for Mid-Year Reviews

20. Set aside enough time to complete in one session • Consider performance and development over the entire period – don’t focus on most recent happenings • Come to meeting prepared to discuss enhancement of performance • Review staff’s progress toward established goals – CSU, Departmental, Individual. • For those areas that “NI” complete a developmental plan Step 3: Conduct the Mid-Year Review

21. Start with something positive and reinforce good performance • Focus on how to improve rather than on past mistakes • Support your comments with facts – observable performance not inferences or assumptions • Use “we” to stress teamwork • Be candid, honest and fair – not confrontational • Ask questions • LISTEN • Receive feedback graciously Step 3: Suggestions for giving feedback

22. Development to close performance gaps • Areas identified as “Needs Improvement” • Development to enhance job skills and performance • Development for career advancement or career exploration Developmental Plans – Three types

23. Aim for growth - not perfection • Be specific about what resources are necessary to meet a particular goal • Describes goals in a positive manner rather than negative actions • Determine action plan to improve performance and target dates for completion • Options to consider • Projects/Developmental Assignments • Courses/Training or Certifications • Research (books, articles, internet) • Mentoring relationships • Community of practice/Professional Associations Step 3: Conducting Mid-Year Review

24. LISTEN • Respond to employee’s questions • Ask them what you can do to help them reach their goals • Thank the employee for their contributions to the team’s success Step 3: Conducting the Mid-Year Review

25. March 18, 2011 Date to Remember

26. HR website • WCIC • Tanya Griffin • Priscilla Ramseur • Shilpa Shelton • Yvonne Spurney Resources