DUH Performance Planning FY11

1. DUH Performance PlanningFY11 June 2010

2. Objectives Performance Planning Overview PPS Preparation Kenexa/Career Tracker Requirements & Reminders Performance Planning Tools Job Expectation template Performance Management Behaviors template Development Planning form Policy Reminders & Don’t Forget to’s P&P Website Review Manager’s Checklist Dates to Remember Resources Next Steps

3. July-September2009 January/February 2010 July –September 2010 September – October 2010 Evaluate performance results and behaviors for FY09; Performance planning for FY10 Mid Year Reviews - Interim meeting with supervisor to review progress toward FY10 goals Evaluate performance results and behaviors for FY10; Performance Planning for FY11 Reward paid for FY10 PLANNING COACHING/ FEEDBACK EVALUATION/DEVELOPMENT REWARD Performance Management Process

4. Individual goals are linked to department goals. . . 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. Performance Management 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. PPS Preparation Kenexa Duke Net ID Verify current employees are included in Kenexa Career Tracker (exclude new hires and transfers) If employees are missing –Email employee(s) name and unique ID or screen shot from Report Express to Bernie Rice or Meloney Williams Schedule Kenexa ‘refresher training’, if necessary To be held in June and July Mark your calendars for reviews Post sign-up sheet/schedule evaluations with each employee Send PPS packets to employees, request completion and return to manager on date requested Get copy of current work unit Balanced Score Card (May) Notify your supervisor (managers, directors, AOO, ACNO’s) of all employees who you anticipate will receive an ‘Exceeds’ or ‘Needs Improvement’

7. Kenexa Training All classes are held at 406 Oregon Street, Lab 101. Online registration is available at the link below: https://www.hr.duke.edu/training/workshops/ Click on Management Development Then click on Kenexa Training June 30 2:00 - 4:30 June 30 8:30 - 11:00 July 08 8:30 - 11:00

8. KenexaRequirements At Minimum: Enter Population Specific Competencies (as applicable) Enter overall rating on the last page Remember that “Submit”” locks your rating Electronically sign each PPS

9. AccessingKenexa Navigating to Kenexa on revised Duke HR Website Go to http://www.hr.duke.edu Click "Compensation" link under Duke Human Resources heading. Scroll down the page and look for "Performance Management" on the right hand side - click on "Duke University Health System". On left side, click on PPR Systems and Forms. Kenexa link will be on right hand side towards the top.

10. Entering the Final Rating Navigate to the Duke HR homepage - www.hr.duke.edu to enter Kenexa Select your direct report Enter the Performance Planning Year (2009-10) Enter the Population Specific Competencies, if applicable Complete the Behavioral Template (Excel Version) Enter “Overall Rating” on last page

11. Kenexa… Enter ‘0’ for employees who are ineligible for a PPS review. Enter ratings for employees who transfer. Enter ratings for employee who are promoted. Enter ratings for employees on leave.

12. PPS Tools Employee Instructions/letter/email Job Expectations Template Behavioral Template Annual Employee Signature Sheet Balanced Score Card (suggested) Professional Development Plan

13. Cover Page Manager to complete this form and have employee and manager sign and date

14. CNI JOB EXPECTATION TEMPLATE BSC Quadrant: Clinical Quality/Internal Business. Foster enhanced, clinical care and operational processes to improve patient safety, clinical quality, operation efficiency and creative problem solving Standards Employees completes self assessment on achieving metrics and key job expectations sample Manager adds comments here during evaluation

15. Behavior Template Employee completes as part of self-assessment. Manager adjusts if needed during the review with employee.

16. The Professional Development Plan ... • Documents goals, skills, competencies, experience and objectives to be accomplished over the next year • Supports continuous improvement and career development for the staff member • Is a core component of workforce planning • Requires review between the staff member and supervisor throughout the year Professional Development Plan • Goals • Skills/Competencies/ • Experience • Objective/Action Plan

17. The Game Plan! • Introduce the employee to the plan • Explain the coaching and feedback process • Introduce the feedback tools that will be used • Assess individuals’ strengths and weaknesses • Evaluate employee’s present skills, background, strengths and preferences. • Identify area(s) for development • Identify organizational needs • what are critical skill needs? • Develop the feedback partnership • Partner with employee to identify skill development strategies • Align the individual development plan with the organizational goals

18. Policy Reminders

19. Transfer Guidelines Greater than six months on previous unit Previous manager should complete evaluation with employee and forward to new manager New manager should facilitate the process New manager enters final rating into Kenexa

20. Pay Policy Reminders • Increase to base pay • Employees at or over the band maximum will receive a lump sum increase • Staff hired Jan 1-March 30 are eligible for 50% of the PPS increase • Staff hired after April 1 are not eligible for a PPS increase

21. Nursing Pay Policies • Promotions from CNI to CNII will receive a lump sum payment of 3% of annual pay. • Lump Sum Payment = hourly rate of pay multiplied by FTE multiplied by 2080 hours multiplied by 3% (payment calculation does not include overtime, premiums, etc) • CN I will be eligible to receive a merit increase in October. This is based on the standard eligibility requirements. • Hired between January 1 thru March 31 – eligible for 50% merit • Hired between April 1 thru June 30 – no merit increase

22. P&PWebsiteReview

23. www.hr.duke.edu Click Here

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

25. HR Website Click on Duke University Health System

26. HR Website Click on PPR System & Forms

27. HR Website Click on PPR System (Kenexa Career Tracker

28. Manager’sChecklist

29. Manager Checklist

30. Dates to Remember July 1 – Begin entering ratings into Kenexa August 20th- Deadline for entry of final ratings into Kenexa

31. Next Steps Blue Line memo will be sent by June 17 and will include key forms and deadline for ratings submission into Kenexa Notify your supervisor (managers, directors, VP’s, ACNO’s) of all employees who you anticipate will receive an EX or NI

32. Resources Kenexa/Career Tracker/Templates Bernie Rice 681-2484 Meloney Williams 668-2170 Policy Questions Tanya Griffin 668-7235 P&P Website Heather Gaudaur 684-5024

33. Questions???