New Tools & Techniques: 360 Reviews and Job Description

Management

Presented by Mitch Stephens, HRTMS, Inc Founder and CTO

Agenda

• Part 1: Company and Products Overview

• Part 2: 360/Multi-Rater Reviews

• Part 3: Job Description Management

• Questions and Wrap up

Part 1 - HRTMS – Company Background

Based in North Carolina with offices in New Jersey

We offer an integrated, cost effective Talent Management suite:• TMS Performance - Performance management• TMS Compensation – Compensation Management

We offer the lowest TCO in the industry

We deliver solutions that meet 100% of your unique requirements

TMS Performance – Quick Overview

• Web-based Performance Management system

• Paperless reviews are routed and signed electronically

• Support goal management

• Competencies by position

• Career development and planning

• Position management

• 360/multi-rater

• Even succession planning and learning management

TMS Performance – Screen Shot

TMS Compensation – Quick Overview• Web-based Compensation Management system that

leverages your Excel spreadsheets

• Online and Offline modes

• Users can work online with the intuitive user interface, or download

their Excel spreadsheets and work offline.

• Supports merit, adjustment, promotion, bonus and all

forms of variable comp and incentives

• Any compensation plan, no matter how complex can be

easily implemented without programming

TMS Compensation – Screen Shot

TMS Compensation – Screen Shot

One-click view of the Performance Review from

Compensation!

Part 2 – 360 Reviews

Individual

Internal Customers

External Customers

Direct ReportsManagers

Peers

What are 360 Reviews?• Also known as Multi-Rater Reviews• “360” Refers to the 360 Degrees in a circle• Individual is in the center of the circle

A Brief History of the 360 Review

1940T-Groups 1955

Esso Engineering 200790% of the F500

Research Theme #1: Benefits and Pitfallls

Great Potential Benefits

A holistic view of the employee

Best method to identify specific development

opportunities

Increased engagement and ownership by all

reviewers

Research Theme #1: Benefits and Pitfallls

Many Potential Pitfalls

Goals lost to complexity of process

Reviewers must be normalized for empirical

measures

Longitudinal correlations are needed for repeatability

Poor instructions make for poor raters

Data must be Analyzed and then Interpreted

The whole process must be managed

Research Theme #2: Development Goal

Goal Outcome

Behavior ChangeTraining, Development, or

Intervention

Performance Change Training, Reassignment

Talent Identification Retention, Promotion &

Succession Planning

It is a paradox of human psychology that while people remember criticism, they respond to praise.

Research Theme #3: Dependent on Competency Construct

• Competencies must be correlated to effectiveness

• Mixture of Quantitative and Qualitative data from all sources allows for real-time pseudo-correlation

• Self-Reviews are most useful to employee interpretation

• Regular skill audits and job description audits increase effectiveness.

Research Theme #4: It’s Still Just Data

• Averages shouldn’t be trusted (Samples are too small)

• Weighted Empirical Data (normalize by job and reviewer over time)

• Investigate polarized feedback

Data Analysis Interpretation

Research Theme #5: Whole System Design

Who to Review Ineffective until sufficient contact with others

Diminishing effect after a period of incumbency

Who to Ask Not every good employee will be a good reviewer

Reviewers will need instruction, context, or

training

When to Review Frequency based on outcome not calendar

Synchronize with work cycles

What to Ask Subset the review to avoid poll fatigue

Longitudinal correlation with effectiveness & regular

audit

Analyze &Interpret

Statistics, Normalization, and Individual consideration

of dataTrain and support managers

Act on Findings Move directly to a development path Follow-up with reviewers

TMS 360 Reviews - Overview

360° Reviews compliment the Manager’s Performance Review

Manager’s Annual review for Employee

Employee Sign-off

Manager

Employee

In TMS Performance, the manager

controls the process

360 Review Process

Accept or Declines Request…

ReviewerManager

Step 1: Manager selects Reviewer, and sends a 360 Request

Step 2: Reviewer Completes the 360 Review and Submits to Manager

Step 3: Manager approves/rejects the 360 Review

Manager

Reviewer

Manager Tools• 360 function are under a single node• Manager gets full perspective of the 360 Activity

360 Home page view

Create new 360 Request

Create new 360 Request

Create new 360 Request

Create new 360 Request

Create new 360 Request

Create new 360 Request

Create new 360 Request

Manage 360s – Tasks button

Manage 360 Reviews – Tasks

Reviewer PerspectiveAccept/Reject the 360 Request

View 360 Requests

View 360 Requests to me

View 360 Requests – View Request Detail

View 360 Requests to me

Reviewer Accepts Request…

Accept 360 request

Active 360 Reviews

At this point, the 360 Review is created and is available to edit by

the reviewer

Reviewer completes the 360 review

360s are edited using a custom form (like other performance reviews)

Security settings control which fields the reviewer can edit.

Save and submit 360 review

Review is marked as completed (read-only)

Manager checks the 360 review

Manager and accept or return the review

My Direct Reports 360 Reviews

Manager approves the 360

Viewing 360 Performance ReviewsFrom the Tree view

You can see a list of your employee’s 360 reviews

From the Employee’s Annual Performance review A list of 360 Reviews is shown in the form

Field by field comparisonYou can see a comparison of values from each reviewer

AnalyticsCan view graphical information about all reviews

Viewing 360 PRs – Treeview Method

Viewing 360 PRs – From Annual PR

360 Reviews are shown in the Employee’s Annual PR

Double-click to view.

Integrated 360 Scores in Annual Reviews

Integrated 360 Scores in Annual Reviews

Integrated 360 Scores in Annual Reviews

360 Summary• TMS Performance offers comprehensive 360

integration• 360 reviewers are selected by manager• Reviewers Accept or Decline the request• Custom forms can be used for 360 reviews (like

other PRs)• Integrated workflow for 360 reviewers• Seamless viewing of 360 results in the final PR• Management tools gives the line-of-sight over

the process

360 Review Questions

?We will also have time at the end of the webinar

for questions. Please submit them using the webinar control panel.

Part 3- Job Description

Management

Accreditation

HR.1.20: The hospital has a process to ensure that a person’s qualifications are consistent with his or her job responsibilities

HR.1.30: The hospital uses data from clinical/service screening indicators and human resource screening indicators to assess and continuously improve staffing effectiveness.

HR.2.20: Staff members, licensed independent practitioners, students, and volunteers, as appropriate, can describe or demonstrate their roles and responsibilities, based on specific job duties or responsibilities, relative to safety

HR.2.30: Ongoing education, including in-services, training, and other activities, maintains and improves competence

HR.3.10: Competence to perform job responsibilities is assessed, demonstrated, and maintained.

HR.3.20: The hospital periodically conducts performance evaluations.

The Cycle of Constant Improvement

• Define Job Description

Communicate to Employee

• Demonstrate Employee Awareness

Assess Employee • Show On-going

improvement to performance

Revise/Improve Job Description

Business Challenge

• To keep Job descriptions relevant and accurate

• Meet legal requirements (notably JCAHO for healthcare

companies)

• Reduce the burden on the HR group

• Delegate the responsibility to managers who supervise the

positions

• Have a secure, structured and auditable process

What are organizations doing now?

• Use Word documents and email The usual problems arise with version control, security

and accessibility.

• Ignore the problem Many HR groups acknowledge that their job libraries

are out of date

• HR goes it aloneHR departments lack knowledge about technical and

specialized positions

TMS Performance “Job Templates”

Core Values

Courtesy

Service Accountability

Communication

Positive Image/Professionalism

Absolutes

Privacy and Confidentiality

Professional Appearance

Responsibility and Commitment

Job/Dept Specific

Responds immediately

Established protocols

Independent

Leadership

Age-related needs

Documentation

etc

Job Template

Name, Description, Reports to, Supervises, Job code, minimum requirements

Working Conditions

Cat

egor

ies

Competencies within the category

Job Template ‘Categories’

• Used to group competencies• You can separate the core values from job specific

skills

• Edit rights • Mark as ‘not editable by manager’ if HR should

control the category

• Scoring Rules• Category can be scoring or non-scoring.

• Weighting for the category (e.g., 10% for core values)

Job Descriptions and Performance Reviews• Job competencies ratings usually contribute to the

overall PR score.• Most organizations use a combination of objective and subjective

scoring

• Competencies ratings should include:• Core competencies common to all employees

• Specific job responsibilities

• Generic job descriptions• May reduce the effectiveness of the performance review

• Especially true for specialized positions like nurses who require ratings for specific skills.

• May not be able capture skills deficiencies and training requirements

Competencies in the Performance Review

Some competencies can be yes/no, or

Met/Unmet

Competencies in the Performance Review

Demo of Managing Job Templates

This is the HR administrator view of editing Job Templates

Managing Job Templates (Administrator)

Managing Job Templates (Administrator)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

Editing Job Templates (Admin View)

View Job templates by Manager

Editing Job Templates (Admin View)

Managers using this template

Employees assigned to selected template

Assign Template to a Manager for Revision

In this demo, we will show how the administrator assigns a template to a manager who will make changes and resubmit back to the administrator.

Job Description Management Process

• HR Assigns Template to manager

E-mail Sent to Manager

• Manager updates the Job Descriptions

Submits Back to HR • HR Reviews changes

HR Finalizes changes

Assigning Template to a manager

Assigning Template to a manager

Assigning Template to a manager

Assigning Template to a manager

This Template is now being reviewed by the manager (Chapman)

Manager Review of Job Template

We now will see the manager’s perspective(He would have received an email requesting

revisions to the job template)

Manager Review of Job Template

This is the home page for the manager.

Manager Review of Job Template

The assigned template appears in the list.

Manager selects the item.

Manager Review of Job Template

Manager Review of Job Template

Core Values Category is Read-only

(this is managed by the HR group)

Manager Review of Job Template

Dept/Job Specific Skills are editable.

Manager Review of Job Template

Manager Review of Job Template

Manager Review of Job Template

Once complete, the manager returns the template back to HR

Manager Review of Job Template

Manager Review of Job Template

No more templates for the manager to review

Manager can view their Job Templates

Manager can view their Job Templates

Manager can view their Job Templates

Manager view of Employees Assigned to Template

Admin Review of Manager Changes

The HR manager now reviews the changes made by the manager and accepts/rejects

them.

HR Review of Manager Updates

Indicates that the Templates is pending

review

HR Review of Manager Updates

This screen shows the line-by-line changes

made to this template

HR Review of Manager Updates

Shows the before and after text.

Admin can modify this here

HR Review of Manager Updates

HR Review of Manager Updates

Administrator can return Template to manager if

more revisions are needed

Save and Finalize if everything is OK.

HR Review of Manager Updates

HR Review of Manager Updates

Export Job Templates List To Excel

Job Description Management Summary• For HR Group

Manage Job Descriptions using a web-based system

Easily locate the responsible manager for a position

Delegate job descriptions to a manager

Review changes and accept/reject each item

Assign Employees to Job templates

• For Managers

View job descriptions

Review the current employee assignments

Revise jobs and resubmit back to HR

Questions?

Thank You

To Contact HR TMS or either of today’s presenters, please use:

Mitch Stephens: HRTMS Founder and President mitch@hrtms.com

Jim Haviland: Marketing Director jim@hrtms.com

Reference Appendix

21st-Century Job Descriptions, Harvard Business Review360 Support Critical to Effectiveness, Talent Management360-Degree Feedback Revisited: The Transition From Development to AppraisalCompetency-Based Job Description Administration Guide, University of Medicine and Dentistry of New JerseyThe Promise of 360-Degree Feedback, Talent Management What Great Managers Do, Harvard Business Review