Performance Management

Open Information Session

Spring 2009

Focus of Today’s Session Review the enhancements to the

performance review document Define the shared responsibility

between employees and supervisors Discuss ways to prepare for the

performance review discussion Presentation and Revised Forms are

available on-line at www.gonzaga.edu/humanresources

Please hold questions

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Brief Historical Perspective Based on recommendations from Performance

Management Work Group (PMWG) the Cabinet and Board approved significant changes to the performance review and compensation systems

Training was held for supervisors and employees in Spring 2008

Feedback gathered through: Staff Assembly Compensation and Benefits

Survey Multiple facilitated feedback sessions across

the campus Enhancements have been made to the

performance review documents based on this input

Full implementation targeted for June 2010

Current Status Performance Management Work Group

(PMWG) has been reconvened for FY 2008-2009

June 2009 annual increases are planned to be an Across the Board (ATB) increase or an adjustment to the minimum of the range (whichever is greater)

HR now working with the Pilot Groups (120 employees spread over 5 divisions) to go through a simulated compensation model and performance reviews

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Path Forward Pilot Groups evaluate the amended forms and

compensation model to insure they are functional and a good fit for our culture

Feedback from the Pilot Groups will be provided to the PMWG

Recommendations made to the Cabinet in Summer 2009

Change in Management’s Roles and Responsibilities Greater accountability On-going assessment and communication of

employee performance Greater utilization of Performance Review outcomes

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Setting Goals & Expectations

•Define job criteria by which performance will be measured based on job description•Establish goals and objectives•Communicate expectations to employees

•Rework objectives or performance standards, if necessary

Performance Coaching

•Define coaching

•Give effective feedback

•Recognize employees’ area of development

•Coach for better performance

•Document

Annual Performance Review

•GU Performance Review

•Mistakes to Avoid

•Behavior Based Statements

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Timeline of Key Months Document (New)

Overview Document

Employee Self-Review Document

Annual Performance Review Document

Performance Review Packet can be found at www.gonzaga.edu/humanresources

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New Document intended to provide timeline by key months (February – June) for completing performance review process.

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States Compensation Philosophy Outlines the program guidelines.

Enhancements include: February 1st – April 15th

2-4 weeks to complete employee self review

Rating Definitions

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Criteria reviewed by PMWG based on comments from feedback sessions held throughout campus.

Enhancements include: Self Assessment – 5 to 3 - improvement

opportunity, satisfactory, exceptional Added Review Period Employee Standards – similar to Supervisor

Review except for Professional Development and Management and Leadership Responsibilities

Enhanced definition in goals section11

Criteria reviewed by PMWG based on comments from feedback sessions held throughout campus.

Enhancements include: Expanded Assessment Rating Options with

adding “N/A” and “.5” intervals Performance Criteria – highlighting assess

both Behavior and Competency Based Additional Criteria – customize for the

position (goal achievement, process management, quantity of work)

Enhanced definition in goals section12

Annual performance reviews are completed from February 1st – April 15th.

Prior to review meeting: Ask your supervisor for your job

description and self-review document generally 2-4 weeks prior to the performance review discussion

Ask your supervisor for any specific job criteria added to the review

Assess past year’s goals and timelines Complete your self-review

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After the review has been administered: Typically, annual salary increases spreadsheets

will be distributed for approval/signature by Human Resources to the Area Vice President and should be returned to Human Resources no later than April 30th.

Any employee concerns regarding performance review content should be addressed between date of review given and May 15th within the Area Vice President Division

Final annual increase spreadsheets are provided to Payroll for loading from Human Resources to ensure fiscal year effective date.

Annual increases effective June 1st unless otherwise communicated by the University Cabinet.

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Engage in on-going communication Regular meetings Weekly email updates Project statuses

Ensure both parties are clear on job expectations, job description and duties

Discuss questions and clarify priorities

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Utilize Objective Criteria to demonstrate success during review period Using metrics Job expectations Assess competencies Utilize goal statements and

progress made in achieving goals

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Create GoalsAn effective goal statement provides an excellent basis for setting and monitoring progress toward strategically aligned goalsGoals should go beyond an essential job function Goals should be something specific to focus on for the upcoming yearUse SMART formula (Specific, Measurable, Agreed Upon, Relevant, Timeframe)

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Complete your self-review Provide current information on your

accomplishments Provide specific examples of what you’ve

done well Provide specific examples of what you’d like

to enhance with your work performance Prepare what you would like to accomplish

next

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In addition to completing your self-review: Confirm the time, and the place of the

meeting Be prepared to discuss specific

examples of behaviors and performance outcomes

Be receptive to feedback Be willing to take ownership to enhance

performance Be willing to receive assistance to

heighten performance

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Ask for feedback on what you’re doing well

Ask for feedback on what to improve

Ask clarifying questions “What else could I have done to improve X?” “Do you have any suggestions for me?”

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Discuss what you plan to achieve by the end of the next review period and ask what your supervisor expects you to achieve in this timeframe Make sure you finalize SMART goals Make your supervisor aware of any issues or

roadblocks you are facing and discuss how they might be overcome

Let your supervisor know what you need from him/her during the next year to be successful

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Discuss your development activities for the yearShare progress you have made toward your

own developmentFind out how your supervisor can support you

in accomplishing your development goals for the year

Complete the discussionThank your supervisor for his/her feedbackRecommit yourself to a successful year

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Following the guidelines from this session will help enhance the performance review discussion

Employee’s Next Steps: Meet with supervisor to receive self-review

and review current job description Complete your self-review document Participate in review discussion by April 15th

Upcoming training targeted to further assist you: Dealing with Change and Transition (May-

June) Please complete the evaluation form 26

Email HR via the anonymous email tool on our website www.gonzaga.edu/humanresources

Email Heather Murray at murrayh@gonzaga.edu or Gretchen Stoup at stoup@gonzaga.edu

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