2014 – 2015 EVALUATION PERIOD KCTCS ePerformance Training

PPE HISTORY  In 2010, employees indicated in a system-wide survey that they would like an electronic PPE format  The format would include emphasis on job description duties and competencies  A form was developed by a PPE Team comprised of two College Presidents and a representative from every college  In 2014 HRMS developed an automated version in PeopleSoft for staff employees

PPE HIGHLIGHTS  Employee tool  Provides a “roadmap” of duties and expectations for the year  Supervisory tool  Promotes conversation between the supervisor and the employee  Establishes the job expectations and responsibilities for the evaluation year  Form maintains the 5 rating categories  Process contains 3 parts:  Planning Phase  Mid-Year Review  Final – Performance Evaluation Process  Evaluation timeline What stayed the same?

PPE HIGHLIGHTS  Requires employee and supervisor to review job description annually  Format based on job duties and competencies (ex. quality, quantity, job knowledge, dependability.)  Format includes individual behavioral components in assessing employee performance (ex. cooperation, adaptability, teamwork, initiative, etc.)  Document is electronic What stayed the same? (Continued)

PPE HIGHLIGHTS  No longer Excel based  PeopleSoft based located in Self Service  reminders to supervisor, reviewer, and employee for document creation and signatures  List of employees with status of evaluation shows up in PeopleSoft  Signatures all electronic within PeopleSoft  Printing now optional as history housed in PeopleSoft What’s new?

PLANNING PHASE  Job description reviewed for accuracy and updated if necessary  Goals/specific objectives/performance expectations created (if applicable)  Weights (measure of importance) assigned to each competency category  Planning phase completed no later than August 31, 2014

PLANNING PHASE The supervisor with collaboration from the employee:  Reviews the job description and establishes responsibilities  Establishes goals for the coming year  Assigns weights to the Job Specific and Behavioral Competencies The supervisor will hold an individual conference with the employee Employee and supervisor both sign electronically Process

PLANNING PHASE Establish Criteria – Job Description

PLANNING PHASE Establish Criteria – Goals

PLANNING PHASE Establish Criteria – Weighted Job Specific and Behavioral Competencies

WEIGHTING PERCENTAGES  Must equal 100% to reflect the relative importance for the position  Must be a whole number (can be a zero)  Once finalized the weighting cannot be changed during the evaluation year unless there is a significant change in position responsibilities or a change in position Additional Information

MID-YEAR REVIEW PHASE  Designed to foster discussion between employee and supervisor regarding performance to date  Supervisor reviews criteria created during the Planning Phase  Supervisor conducts meeting with employee to discuss progress to date  If performance is not satisfactory, a Performance Improvement Plan (PIP) is implemented after consultation with HR  Employee and supervisor both sign electronically Overview

MID-YEAR REVIEW PHASE Process

FINAL EVALUATION PHASE  Supervisor reviews job description and established responsibilities  Supervisor reviews goals that were set during the planning phase  Supervisor assigns ratings to the weighted job specific and behavioral competencies Overview

FINAL EVALUATION PHASE Job Description

FINAL EVALUATION PHASE Goals

FINAL EVALUATION PHASE Weighted Competencies

FINAL EVALUATION PHASE  Supervisor will rate competencies using the following scale  1 = Fails  2 = Needs Improvement  3 = Met  4 = Met and Exceeded  5 = Consistently Exceeded Expectation  N/A = Not Applicable (Note that PeopleSoft automatically enters N/A if Competency Given 0% Weighting  For average rating of 1, 2, 4, or 5 (anything but a 3 rating) in each of the ten competency categories the supervisor must include comments justifying the rating in space provided in PeopleSoft document. Rating Weighted Competencies

FINAL EVALUATION PHASE  A competency that is given a 0% weighting is automatically made N/A (Not Applicable) causing PeopleSoft to not include it in calculation of the average  Evaluation document in PeopleSoft designed to calculate the overall evaluation value by adding the average weighted ratings per competency  Based on overall evaluation value, the system automatically assigns the Overall Evaluation Rating (EE, ME, M, NI, F) as defined in the rating categories (Calculation of Ratings)

FINAL EVALUATION PHASE  Supervisor  Rates competencies creating a draft evaluation  Meets with the reviewer (next level supervisor) to discuss rating  Schedules individual meeting with employee to discuss evaluation  Marks PeopleSoft document as “Review Held” after employee discussion allowing employee to mark their agreement with it and sign document  Checks PeopleSoft document to see if employee has agreed with the evaluation. If an employee appeals, supervisor notifies HR immediately.  Supervisor finalizes document (Supervisor Responsibilities)

QUESTIONS?