Performance Appraisals: Evaluation & Goal-Setting Review Year Timeline 4/1/2011 3/31/2012. Charting the Roadmap to Excellence

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1 Performance Appraisals: Evaluation & Goal-Setting Review Year Timeline 4/1/2011 3/31/2012 Charting the Roadmap to Excellence

2 Agenda Set the Stage Goal Setting and Goal Alignment Goal Setting Components S.M.A.R.T Goals Tips for Interactive Goal Setting Supporting Goal Achievement Regular Follow-up 1

3 Agenda cont d Electronic Performance Appraisal System Employee Portion Supervisor Portion Employee Sign-off HR Review Question and Answer 2

4 Set the Stage Preparation provide advance notice and plan ahead what to say and how to say it. Do not attempt to conduct this session during a coffee break. Privacy and Confidentiality Conduct the meeting a non-public area where both parties will feel more comfortable and willing to be objective and open. Freedom from Interruption Hold all telephone calls and inform people in your area that you do not want to be disturbed, this is an important event. 3

5 Set the Stage cont d Ample Time Avoid rushing the employee in and out. Allocate an appropriate period of time for each meeting Two-Way dialogue Both parties should talk and listen When the review process is completed, the employee should: Clearly understand where he/she stands in terms of meeting performance standards and goals for the next review cycle Know where and how to improve Be committed to and motivated to maintaining and/or improving the performance level for the future 4

6 In the Workplace, Goal-setting is a Valuable Tool That: Communicates work expectations Enhances productivity Encourages on-going communication and collaboration between employees and supervisors Stimulates long-term vision/planning and short-term motivation Adds credibility and objectivity to performance evaluations Helps to align employee and unit goals with strategic employer objectives 5

7 Goal-setting Components Goal: statement of results to be achieved within a specific timeframe Standard: ongoing performance criteria to be repeatedly met or exceeded Competency: employee attributes(s), ability or skill an individual demonstrates at work Stretch Goal: extremely ambitious goal that prompts outside-the-box thinking 6

8 Create S.M.A.R.T.* Goals Specific precise and detailed Measurable with criteria for determining progress and success Achievable attainable and action-oriented Realistic relevant and aligned Time-related grounded within a time-frame *Peter Drucker, The Practice of Management 7

9 Examples of S.M.A.R.T. Goals Examples: Reduce customer complaints daily Produce budget reports timely Provide job quotes to customers Produce documents and distribute to departments weekly Ensure all projects are completed in a timely manner 8

10 Examples of S.M.A.R.T. Goals cont d Examples: (S) Resolve customer conflicts within 24 hours of the initial interaction to the customer s satisfaction. (M) Reconcile the department financial reports by the fifteenth of every month with no increase in reconciliation errors. (A) Provide job quotes that are no more than 10% off final price. (R) Produce outgoing documents with zero defects/errors in the final draft. (T) Ensure that 90% of projects are completed on time and require no rework. 9

11 Tips for Interactive Goal Setting Clearly state the performance goal or standard expectations Break it down into manageable components Isolate resources needed to accomplish each component Identify possible barriers Develop a periodic time to meet and review progress 10

12 Need to Knows for Supporting Goal Achievement What skills are needed? What information/knowledge is needed? What help/collaboration is needed? What resources are needed? What might block progress? 11

13 Regular Follow-up is Critical! Supervisors & employees should regularly review goal progress Dialogue keeps goals fresh and on track Milestones can help to sustain motivation & excitement Changing needs, priorities and resources may require goal adjustment, postponement or addition of a new goal 12

14 How can WE Revitalize UD s Performance Appraisal Process? Ensure 100 percent participation Engage in interactive S.M.A.R.T. goal-setting Establish meetings to discuss progress toward goals (quarterly is recommended) Strengthen the correlation between employee performance and distribution of merit raises Identify and reward exceptional performance all year long 13

15 UD s Electronic Performance Appraisal Form 14

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22 New Access Request Form

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24 Employee Portion 23

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29 Notification Performance Planning and Appraisal Notification Employee: Employee,Aimee Form ID: 824 Employee, Aimee has initiated a Performance Planning and Appraisal form which requires your attention. Action needed: 1. Review the Major Responsibilities, Self-appraisal, and Prior-year Goals/Objectives. 2. If changes are required, return to Employee, Aimee for editing. 3. Complete the Supervisor's Narrative. 4. Complete the Performance Rating for each of the performance categories with an appropriate value of 1-5 or N/A. 5. Review the Goal Setting Worksheet. 6. Complete the Overall Rating. You may access the form at: If you have any questions, please contact the Office of Human Resources at

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40 Second Supervisor Portion 39

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46 Employee Signoff 45

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53 Supervisor Signoff

54 Payroll & Records Management Review Appraisals will be sent to Payroll & Records Management (HR) for review. After Payroll & Records Management review, the forms will be completed and update PeopleSoft with the overall rating. Prior forms will be available year round. A printable view will be available. DEADLINE TO SUBMIT PERFORMANCE APPRAISAL FORMS TO PAYROLL & RECORDS MANAGEMENT IS: 4/02/

55 Contact Information Phone: (302)

56 Questions & Answers 55