Performance Management Manual AUBMC

Transcription

1 Manual 6. Reward Performance 1. Mutually develop performance plan 5. Communicate the evaluation AUBMC 2. Monitor and document performance 4. Evaluate Performance 3. Provide Coaching and Development

2 1 SECTION 1: PERFORMANCE MANAGEMENT PROGRAM is a joint program intended to advance AUBMC mission and vision by aligning individual employee contributions with the hospital s goals; Performance Management is a joint collaboration effort between a supervisor and an employee utilizing the concepts of coaching, supporting and developing. Performance management is not a yearly task however it is based on an on-going process which leads to the appraisal: Planning work, setting expectations (standards and competencies) and goal setting Continually monitoring and documenting Coaching & developing employee in order to reach their full capacity Evaluating performance through the probationary, mid- year or yearly performance appraisal Communicate with the employee regarding his/her ratings Rewarding good performance KEY ROLE OF SUPERVISOR To get things done through others, and to motivate and inspire employees Strengths of Reinforces the mission and vision of AUBMC while linking employee performance to the strategic focus of AUBMC. Core competencies are accentuated and discussed with employees. Ensures employees are familiar with the expectations of the organization and their supervisors, the goals they are expected to meet, and the criteria that will be used to evaluate their performance. Supervisors acknowledge good performance immediately, reinforcing desired behaviors and performance, and address problems as they arise. Supervisors observe and record specific examples (critical incidents) as they occur. Documentation is an ongoing process that provides a comprehensive, detailed, and accurate picture of the employee s performance over time. Involves continuous monitoring, coaching and feedback. Includes self-evaluation by employees who have an understanding of their place in the organization and their contributions to its success. The formal evaluation becomes a summary of ongoing performance discussions; it should hold no surprises.

3 2 Benefits of For employees, performance management provides an opportunity to: Give employees continuous feedback on their performance Make sure they understand the supervisor s expectations Learn how to improve deficiencies and get praise for their good work Seek to achieve results in meeting organizational goals and standards Identify strategies for working toward career goals Identify professional development opportunities For supervisors, performance management provides an opportunity to: Establish a climate for success Build positive working relationships with employees Communicate expectations while reinforcing positive behavior Provide frequent coaching and feedback Document and assess employee strengths and weaknesses in order to plan and organize work accordingly Identify training needs Develop employee s skills and abilities Recognize outstanding performance and manage poor performance Address problem areas and develop solutions to improve efficiency of unit as well as team For AUBMC, performance management provides an opportunity to: Reinforce organizational values and foster a positive organizational culture Inspires employee commitment and improves employee satisfaction, morale and retention Maximize contributions of employees Establish accountability for supervisors and employees Identify high-potential employees- succession planning and promotions Promote organizational change and development Identify concerns or problems

4 3 SECTION 2: PERFORMANCE PLANNING Planning is a way of communicating performance expectations (standards and competencies) and goals to employees in order to direct their effort toward achieve organizational objectives. Getting employees involved in the planning process will help them understand the goals of the organization, what needs to be done, why it needs to be done, and how well it should be done. It describes the results that you should achieve as employee during the year. These results are expressed in terms of Goals, Standards and Competencies. THE PEROFRMANCE PLAN: Configuring the first stage of on BDI Focus system: Step 1: Go to aub.bdifocus.com and log in using your AUB and focus password As a supervisor this is the screen that will appear for you: Note that you have a tab called my staff.

5 4 Step 2: Click on my staff to see all employees directly reporting to you Step 3: Left click on any employee reporting to you to start creating their performance plan Notice the drop down list that appears when you click on the employee name. Choose performance plan from this list.

6 5 Step 4: Configuring the Performance Plan: After you click on Performance Plan for the employee reporting to you this is the screen that you will see: Note that goals, standards and competencies are initially empty Next you will click on Add Individual Goal Step 4.1: Setting and Monitoring Goals: Supervisor and employee work together to establish annual performance goals Review goals throughout the year for relevance, adjust as necessary Be SMART when setting goals: Specific goals outline exactly what the organization hopes to accomplish Measurable goals can be evaluated to determine whether they have been accomplished Action-Oriented goals specify the actions you will take Realistic goals are attainable but challenging Time-Oriented goals have a specific amount of time in which to be accomplished

7 6 Setting individual goals: o After you click on Add Individual Goal the following screen will come up: You have company goals and department goals if that is applicable o Select Company Goal then click on Next Step o Next we will add Individual Goal that is LINKED to the Company Goal: 1. You have to input goal name 2. You have to input description of goal 3. You have to input a planned start date and planned completion date 4. Finally you will put success measures

8 7 Remember that individual goals should always tie to the Mission and Vision of AUBMC and the department. The individual goals should fall under the umbrella of the organization to make sure that your efforts are aligned with the organization s policies. The Company or Department goals are generated on the system, the individual goal you choose will have to be linked to one of them. Samples of individual goals that are linked to organization goals: We will increase transfer admissions by 12% over last year We will conduct department meetings once per month with a published agenda so that employees can come prepared to offer input on meeting topics We will complete customer service training by April 15 o Next you click on Add More Detail to put an appraisal weight on this goal o After you click on Add More Detail please Add Appraisal Weight for the goal and change the Status if it has started

9 8 o When you save it, it will automatically take you back to the performance plan page o Next you either add more goals or you can start adding standards. It is preferable to have at least two goals. Step 4.2: Adding Standards: o A performance standard describes, in measurable terms, the results that indicate that an employee in the position has properly performed the particular essential function. Standards tell us exactly how to tell that the essential function is done properly and it may include, but is not limited to, quality, quantity, timeliness, and documentation. Next you will click on Add Standards. o After you click on Add Standards, the standards associated with the job will show on the following screen: 1. Please choose between 5 7 standards 2. Next click on ADD and choose the next standard you want to add until you have chosen all the ones you want to include in the performance plan

10 9 o After you have finished choosing the standards click on FINISH o This will take you to the screen where you have to put an appraisal weight for each standard 1. Please insert a weight for each chosen standard 2. After inserting weights, please click on save to return to the performance plan page

11 10 Step 4.3: Adding Competencies: o Competencies are skills that are essential to the performance of a position. The competencies you choose will be assessed and used for developmental purposes. Next click on Add Competencies o When you click on Add Competencies the following screen will appear: 1. First click on Add Job Competencies 2. Select the competencies that you do NOT want to include and click on Remove

12 11 o After you have finished removing the competencies that you do not want to include click on FINISH. This will take you to the Appraisal Page to place your weights for each competency selected. 1. First insert weights. Remember the total appraisal weight is 100% 2. Click on Save to return to the Performance Plan page This is the last step in configuring the Performance Plan. Next you will need to do this for every employee reporting to you.

13 12 SECTION 3: MONITORING, COACHING AND DEVELOPING EMPLOYEES Monitoring well means consistently measuring performance and providing ongoing feedback to employees and work groups on their progress toward reaching their goals. An employee can ask for self assessments based on the performance plan throughout the year in order to get feedback on how he/she is performing in order to be able to meet the expectations required. Developing in this instance means increasing the capacity to perform through training, giving assignments that introduce new skills or higher levels of responsibility, improving work processes, or other methods. In case an employee is deficient in some areas that concern his/her performance during the year, a development plan will be put in place. Another reason for having development plans is for an employee to gain more skills which may be needed in jobs they are interested in for future purposes. We will discuss these further after the performance appraisal period.

14 13 SECTION 4: THE PERFORMANCE APPRAISAL The performance appraisal measures employee performance against the goals, standards and competencies in an employee s performance plan and assigns a summary rating of record. Step 1: Follow Step 1 from the Performance Plan Step 2: Next Click on the Performance tab: Next Click on Create/Maintain Performance Reviews on Others Step 3: After you click on Create/Maintain Performance Reviews on Others, the following screen will appear: Select employee you want to create appraisal for

15 14 Step 4: After you select employee the following screen will appear: Note the name of the employee here Click on Create Step 5: On the following screen select the type of review and when it is due: 1. Select the type of review from the drop-down menu 2. Set date to complete 3. Select both options for the appraisal 4. Click on Create

16 15 Step 6: After you Create, the following screen will appear: Step 7: In order for you to see the workflow for the appraisal, left click on the position and select it from the drop-down menu: Click on edit workflow

17 16 Step 8: When you click on Edit workflow the following appears: Below is the workflow of the pending review. A Task Status of Current signifies where the task is in the process. You can set the process back to any previous step by clicking the Set This Task Current button. To allow someone to make changes to their Finalized review, set the process back to their task. To be able to make changes to the performance plan itself, set the very first task current. This gives you the status of the appraisal and when it is due Step 9: After the employee has done his/her self appraisal you will be able to see the following: Please note that you have one Task Pending. Click on it and it will take you to your pending tasks.

18 17 Step 10: Starting the Performance Appraisal Click on Leader Review to start the appraisal Step 11: The actual appraisal o Rate each individual responsibility quantitatively or qualitatively: Significantly and consistently exceeds expectations / Significantly and consistently exceeds standards Excels / Exceeds standards Proficient / Meets standards Needs Improvement Unsatisfactory / Fails to meet standards o How to use the ratings: Significantly and consistently exceeds expectations Employee significantly exceeds the expectations related to this section of the evaluation. This rating is very unique and difficult to achieve because it represents consistently exceptional performance or achievement beyond the expectations of the position. A definitive, significant result must be cited. Requires written supportive information. Excels Employee demonstrates understanding of work beyond assigned area of responsibility. Identifies needs and executes beyond assigned job responsibilities. Performs well above expectations based on the job description This rating requires written supportive information. Proficient Employee independently and competently performs all aspects of the responsibility or goal. This indicates consistently good performance at the level expected of a fully trained, capable individual.

19 18 Needs Improvement Employee (new to position) exhibits appropriate progress in the course of learning the responsibilities of a new position. Employee (seasoned in position) is not performing all duties up to the level expected. This rating requires a development plan and timeline for improvement. Written supportive information required. Unsatisfactory Employee fails to meet expected job standards and must show change in performance to competently perform most aspects of this responsibility. This rating requires a development plan and timeline for improvement. Step 11.1: Rating Individual Goals, Standards and Competencies: o Click on Edit

20 19 o The next screen will show you what the employee rated him/herself and gives you the chance to comment and rate this goal This shows the employee rating and comments 1. Insert your comments here 2. Select appropriate rating 3. Click on save after you finish rating each goal o After you save your rating, you will be returned automatically to the main page o Repeat the same steps for all goals, standards and competencies Step 11.2: After you finish your ratings the Summary which includes the overall rating will appear towards the bottom of your screen: Click on the magnifier to view / print details of calculations

21 20 Step 11.3: Print the details of calculation before finalizing the appraisal: Click on close to return to the appraisal Step 11.4: Finalize the appraisal: To finalize the appraisal simply click on Finalize. Step 11.5: When you finalize the appraisal the following screen will appear:

22 21 Step 11.6: Please note that the above task will remain pending at your side until you have had the employee meeting and have selected it by clicking on the Employee Meeting task and acknowledging that you have met with the employee. Step 11.7: After you click OK. The task will be transferred to the Second-Level of supervision for approval and feedback. For further assistance, please do not hesitate to contact us: Raghida Abdallah Ext.: 6137 Joanne Kadado Ext.: 6139 Hassan Alameh Ext.: 6105