j salwaayoub r n n m e

1. PMP Task Force j salwaayoub r n n m e t a o n carolyn turpin a n h r o i a o r miawatson debowen d c g n e u o s c r r t u t d e i i e i r s n n s Student Affairs PMP Training 2008

2. What is the Performance Management Program? A framework for review, a uniform process and a form by which annual work performance of Student Affairs staff and management is to be assessed. All evaluations must utilize the PMP “Employee Performance Review” form downloadable as a PDF file from the Student Affairs website. http://www.studentaffairs.ucla.edu/staff/staff2_pmp.htm Student Affairs PMP Training 2008

3. Why do we need PMP? Prior to PMP few Student Affairs supervisors received training to effectively review employee performance. Annual performance evaluations were rarely performed, and job descriptions were seldom updated. The Student Affairs Performance Management Program (PMP): • Institutionalizes annual performance review. • Provides meaningful feedback to employees regarding their performance • Rewards excellent work (pay for performance) • Encourages improved performance and/or continued success. • Helps supervisors engage in the professional development of their direct reports. Student Affairs PMP Training 2008

4. PMP Themes • Meeting regularly with direct reports. • Engaging employees immediately when issues and conflicts arise. • There should be no “surprises” on the written evaluation. • Ratings (scores) need to be justified with detailed accounts of performance. • You are evaluating and commenting on one’s performance, not the person. Student Affairs PMP Training 2008

5. PMP Feedback and Survey • If you have questions or comments, you can email PMPfeedback@saonet.ucla.edu. • If you participated in PMP last year, please go online and take the Review of PMP 2007 survey. (request link if you don’t have the email announcement) • Please volunteer when focus groups are announced. We can really use your help. • If you think today’s training was useful, please compliment any of us on the Task Force. Student Affairs PMP Training 2008

6. Who to blame!! j salwaayoub r n n M e t a O n carolyn turpiN a n h R o i a O r miawatson dEbowen d c G n e u O s c r R t u t D e i i O i r s N n s Student Affairs PMP Training 2008

7. Performance Rating Categories (scoring) Category 5 – consistently exceptional Category 4- consistently excellent Category 3 – “good” Meets expectations Occasionally higher Occasionally lower Category 2- inconsistent, needs additional training Category 1 – performance fails to meet acceptable standards Student Affairs PMP Training 2008

8. Baseline “good” performance – “3” Consistently excellent performance - Move rating up to “4” level Consistently under-performs job duties - Move rating down to “2” level Occasionally exceeds expectations Meets expectations – good performance Occasionally performs below expectations Student Affairs PMP Training 2008

9. Consistently excellent performance – “4” Consistently exceptional - Move rating up to “5 level Consistently performs job duties as expected - Move rating to “3” level Occasional exceptional performance Consistently excellent performance On occasion performs at baseline (3) level Student Affairs PMP Training 2008

10. Inconsistent, Needs Additional Training – “2” Consistently meets job expectation - Move rating up to “3” level Consistently fails to perform acceptably - Move rating down to “1” level Occasionally meets job expectations Inconsistent Performance Occasionally fails to meet acceptable standards Student Affairs PMP Training 2008

11. Communication Skills rating example (3) Job Description includes - “Provide information technology helpdesk and troubleshooting support services for the department.” AND “Provide assistance and communicate information technology concepts and terms in clear and understandable terms to non-technical staff.” Leslie is able to translate complex IT processes such as “data flow diagrams “to the department non-technical staff to explain how the new automated client intake process works. (3) Student Affairs PMP Training 2008

12. Communication Skills rating example (2) Job Description includes - “Provide information technology helpdesk and troubleshooting support services for the department.” AND “Provide assistance and communicate information technology concepts and terms in clear and understandable terms to non-technical staff.” Frank uses complex or arcane computer terminology such as “modifying meta data”, “SQL DTS”, and “server latency “not easily understood by office staff, and when asked for assistance often tells staff to “go read the manual”. On at least 10 occasions between August and March staff has asked the unit manager for simple IT assistance because Frank was not helpful. (2) Student Affairs PMP Training 2008

13. Communication Skills rating example (3) Employee Pearl’s job description includes this responsibility -“Design, propose and produce materials suitable for both students and staff regarding emergency procedures and preparedness. Prepare presentations for these groups using MS PowerPoint.” Pearl’s “Emergency Preparedness” PowerPoint slides explain in great detail where students should be directed for shelter and assistance in case of disaster, as well as steps staff can take to protect itself and secure their office space. (3) Student Affairs PMP Training 2008

14. Pearl’s job description includes:“Design, propose and produce materials suitable for both students and staff regarding emergency procedures and preparedness. Prepare presentations for these groups using MS PowerPoint.” Pearl’s “Emergency Preparedness” PowerPoint slides explained in great detail where students should be directed for shelter and assistance in case of disaster, as well as steps staff should take to protect themselves and secure their office space. Pearl’s use of humor and upbeat tone made her presentations to USAC, GSA, and the Council of Student Affairs Directors (CSAD) effective and interesting. Vice Chancellor Montero praised Pearl’s work at the All-Staff meeting in November. (4) Student Affairs PMP Training 2008

15. Pearl’s job description includes - “Design, propose and produce materials suitable for both students and staff regarding emergency procedures and preparedness. Prepare presentations for these groups using MS PowerPoint.” Pearl’s “Emergency Preparedness” PowerPoint slides explained in great detail where students should be directed for shelter and assistance as well as steps staff should take to protect themselves and secure their office space. Pearl’s use of humor and upbeat tone made her presentations to USAC, GSA, Campus Health & Human Services and Business & Administrative Services Division effective, and interesting. Vice Chancellor Montero praised Pearl’s work at the All-Staff meeting in November. Pearl received written commendations from each of these groups as well as special commendation from Chancellor Block for her outstanding contribution to campus safety. (5) Student Affairs PMP Training 2008