Vanderbilt Medical Center Performance Development

1. Vanderbilt Medical CenterPerformance Development January 2006

2. Agenda • Where have we been with the Performance Development Program? • VPES Upgrades • Documenting Performance

3. Where have we been? • In 2000, the first year in Performance Development, a paper evaluation 14 pages long • Today, an on-line evaluation tool with an option to go paperless

4. Where have we been? (cont’d) • Paying staff for performing above and beyond has been restricted to annual evaluations and increases • Today, • Recognize allows for continuing recognition • Success-sharing bonus (2000, 2004, 2005)

5. Status of Recognize:1799 acknowledgments • Level 1 $25.00 - $49.99: 547 • Level 2 $50.00 - $99.99: 451 • Level 3 $100.00 - $149.99: 140 • Level 4 $150.00 - $200.00: 88 • Non-monetary: 530

6. Recognize: Credo Results

7. Recognize: Pillar results

8. 2005 Medical Center Staff • Annual Increases: $8.1 mil • Recognize Budget: $1.0 mil • Success Sharing: $3.0 mil Total $12.1 mil

9. Agenda • Where have we been with the Performance Development Program? • VPES Upgrades • Documenting performance

10. Upgrades to the System • Archive staff names • On-line evaluation submission (on-line approvals) • Supervisors can restrict access while editing self-evaluations • Revised Credo: comments needed for Credo ratings other than 3 • Policy and Safety Compliance updates • New License database

11. Archive Staff Names • Ability to “archive” (hide) staff names for those who no longer report to you

12. On-line Evaluation Submission (on-line approval) • Ability for both the supervisor and staff member to “sign” the evaluation in VPES • Evaluation will be set as “Received by HRS” • No need to send in hard copy!

13. Restricted Access …while editing a self evaluation • Supervisor can remove self-evaluators viewing and editing ability • While removed, staff member cannot view the evaluation • Supervisor can allow access when ready for discussion

14. Revised Credo: • All credo statements will require comments for any rating other than overall round of 3 • Comments should align with and support performance ratings of 1, 2, 4, or 5

15. Policy and Safety Compliance • Conflict of Interest/Debarment • Contact Compliance office: http://www.vanderbilt.edu/compliance/ • HIPAA Training: now includes both security and privacy • Contact Privacy office 6-3594 with questions

16. New License database • A new database, linked to VPES • Allows managers/supervisors of licensed registered nurse’s to confirm license information

17. Agenda • Where have we been with the Performance Development Program? • VPES Upgrades • Documenting performance

18. Definitions of Ratings • 1 = Does not perform • 2 = Performs inconsistently • 3 = Expected performance • 4 = Role Model performance • 5 = Expert performance

19. Descriptors for rating 3“Expected Performance” • Demonstrates working knowledge • Performs assigned tasks correctly • Timely • Independently (minimal supervision) • Handles routine problems • Demonstrates responsible use of resources

20. Descriptors for rating 4“Role Model Performance” • Initiative • Beating deadlines • Lead by example • Recognize complex problems/troubleshoots • Improves use of resources

21. Descriptors for rating 5“Expert Performance” • Coaching and mentoring • Improving systems • Anticipating time constraints • Leading teams/projects • Anticipating problems • Active participation in improving financial performance

22. VUMC PERFORMANCE EVALUATION SCORING TEMPLATE • INSTRUCTIONS: • A performance rating of 1 should be given for a key function when an employee is essentially not performing assigned task/s. • A performance rating of 2 should be given for a key function when an employee exhibits inconsistent performance of assigned task/s. • The characteristics of a 1 & 2 rating are not further defined. If a rating of 1 or 2 is indicated, a Performance Improvement Plan MUST be prepared. • The detailed characteristics that define a performancerating of 3, 4 or 5 are listed below. To receive a rating of 3, 4 or 5 for a specific key function, the rating criteria for that score must substantially characterize performance of the employee in that key function. Supporting examples should be provided for items checked in the Score 4 and 5 columns. Documentation of accomplishments should be provided where appropriate (attach additional pages if necessary).

23. Examples of performance comments: • “Employee is a consummate professional in answering the phone and taking messages; always answers the phone in a timely and pleasant manner.” • Rating given: 4

24. Examples of performance comments (cont’d): • “… quality of work has reduced the number of inquiries from the research staff. She is able to respond to inquiries with confidence and knowledge” • Rating given: 3

25. Examples of performance comments (cont’d): • “… has an excellent sense of the priority of work required by the office in order to effectively serve the office. She also frequently initiates new procedures and methods that improve office operations.” • Rating given: 5

26. Examples of performancecomments (cont’d): • “… has been terrific in problem solving. I find evidence of her large and small contributions to helping things run smoother in day to day activities. She is a wonderful addition to our group in taking actions to fix something ahead of a problem. • Rating given: 5

27. Completed Evaluations due to Human Resources 28

28. Where to go for help: • E-mail: perfdev@vanderbilt.edu • HRS Website: • http://hr.vanderbilt.edu • Click on “Performance & Pay”, then “Performance Development” • Spring Safety Fair: Feb 23, 24, 27, 28 • Office of Compensation: 322-8362 • Kimberly Akers: 343-1256