PSU: Setting Goals and Expectations Supervisors

Today’s session will help you to: Gain understanding of effective performance management and recognize its importance and benefits Identify your role and responsibilities related to performance management, starting with setting goals and expectations with your direct report(s) Learn the best practices of goal setting

Performance Calibration Process in which supervisors and managers at the same level in an organization discuss staff performance ratings and outcomes to ensure ratings and development messages are applied consistently across the University Setting Expectations The process of discussing what is expected from an employee in terms of job roles and responsibilities Goals and Objectives Desired results each employee aims to achieve, determined based on conversations between managers and employees Goal Alignment Process of ensuring individual goals support the achievement of department goals and department goals support the achievement of University goals Assessment Review of goals, objectives, and other factors, and the determination of the level of successful achievement A: The process of setting expectations, aligning goals, assessing results, and focusing on staff development through ongoing conversations between managers and their direct report(s). Q: What is Performance Management? Feedback and Development Focus of the conversations between managers and employees in determining strengths, opportunities for improvement, and how to grow and develop Performance management is not just a once-a-year conversation. It impacts staff over their entire career at Penn State.

Employee: “I own the process.” Human Resources: “I support the process.” Supervisor: “I partner in the process.” Leader: “I champion the process.” Effective Performance Management Involves Everyone!

Guiding Principles for Effective Performance Management Should be an ongoing process of setting expectations, executing plans and evaluating results. Engagement is increased when people are involved in planning the work. How work gets accomplished is as important as what gets accomplished. Regular, honest feedback increases understanding and positive performance. Expectations should be explicit and mutually understood.

STEP ONE: Setting Goals & Expectations STEP TWO: Mid-Year Check In STEP THREE: End-of-Year Review Ongoing Conversations between staff members and their supervisors throughout the year; online tool used to track progress, cite examples and record professional development activities Staff member meets with supervisor to discuss Job Responsibilities Worksheet (JRW) and to set 2-5 goals for the current performance management cycle Staff member creates JRW in online tool; supervisor reviews and approves JRW in tool Staff member enters goals into online tool; supervisor reviews and approves goals in online tool LEADERS Leadership teams meet to discuss ratings and agree on norms; norms are shared with staff members throughout their department Review goals and progress (make adjustments as needed) Check-in re: updates and acknowledgement of successes and challenges PREPARATION: Optional: staff member and supervisor obtain feedback from others (e.g., peers, customers) Staff member completes self-assessment in online tool Supervisor reviews and summarizes performance feedback for staff member Peer supervisors conduct ratings calibration meetings (two levels) DELIVERY: Staff member meets with supervisor to discuss end-of-year review and receive an overall rating of their performance Staff member and supervisor begin to discuss next year’s goals and development opportunities Overview of the Process

PSU Program Components FOCUS CONTENT AREA “What do we need to accomplish this year in order to support my department’s goals?” 2. Annual Goals “What is Done” Transition all budget records from old to new tracking system by March 31, 2017 “What are the most critical tasks and activities I am responsible for day-to-day?” 1. Job Responsibilities “What is Done” Assist department head in administration of department procedures and programs “What specific competencies and behaviors will help me accomplish my job responsibilities and achieve my goals for this year? 3. Competencies & Behaviors “How it is done” Communication: Fosters open dialogue and actively listens to others in order to build and maintain effective and respectful working relationships throughout the university EXAMPLES 4. Values & Compliance “How it is done” “ I have read and understand the PSU Values and my obligations under AD88: Code of Responsible Conduct.” AND “I understand my compliance obligations and have completed the associate required compliance training(s) for my position.” Completion of Reporting Child Abuse Training; Clery Act Training; Safety Training, etc.

Ratings Scale The new three-rating scale is simple to communicate and allows for honest communication of employee effectiveness while maintaining flexibility to differentiate performance Performance is based around expectation; therefore, these ratings can be applied to individuals with any length of service at Penn State PERFORMANCE RATINGS FOR INDIVIDUAL COMPONENTS RatingDescriptionIllustrative Example Successful Demonstrates the appropriate level of knowledge and/or skills. Performs effectively and consistently. Achieves goal targets Sets goal to cut department expenses by 10%, cuts by 8-12% Exceptional Demonstrates and applies exceptional level of knowledge and skills. Consistently excels. Significant achievement relative to goals Sets goal to cut department expenses by 10%, cuts by over 12% Needs Improvement Demonstrates a lack of knowledge and/or skills. Does not perform consistently. Does not achieve goals Sets goal to cut department expenses by 10%, cuts by less than 8% PERFORMANCE RATINGS FOR OVERALL EVALUATION RatingDescriptionIllustrative Example Successful Contributor Consistently proficient in individual evaluation components; may be strong in several areas. Meets goals and job requirements; consistently demonstrates competencies & behaviors Viewed as “Successful” on most goals, job responsibilities, competencies & behaviors; may be “Exceptional” in several areas; may receive a few “Needs Improvement” ratings on individual goals/behaviors Exceptional Contributor Consistently strong in the majority, if not all, individual evaluation components. Exceeds goals and job requirements; goes above and beyond to demonstrate behaviors Viewed as “Exceptional” on almost, if not all, goals, behaviors, and job responsibilities; “Successful” in remaining program components Needs Improvement Needs improvement in most individual evaluation components. Does not meet goals and fails to satisfy job requirements; does not demonstrate competencies & behaviors Receives a “Needs Improvement” on a majority of goals, job responsibilities, competencies & behaviors; may be “Successful” in a few areas

Setting Goals and Expectations: A Collaboration Your Role as Supervisor 1.Clearly communicate expectations re: job responsibilities and competencies (skills) and behaviors 2.Communicate how individual goals align with department and organization goals 3.Help your employees set clear, measurable performance goals 1. Understand how their role aligns with division and department goals, and participate actively in setting expectations 2. Work with you to set clear, measurable performance goals 3. Monitor their own performance compared to expectations. Seek advice and guidance as needed from you Your Employee’s Role

Setting Goals and Expectations Starts with a conversation around your direct report’s Job Responsibilities Worksheet (JRW), a useful tool for managing performance; serves as an negotiated agreement between you and your employee. The JRW includes: Summary of the position Key job responsibilities Required competencies Supervisory responsibility (if applicable) Unit peers (if applicable) Discuss and Document Job Responsibilities Discuss with your direct report their role and job responsibilities and work together to ensure that their JRW is accurate. Discuss and Document Job Responsibilities Discuss with your direct report their role and job responsibilities and work together to ensure that their JRW is accurate. a.a.

Setting Goals and Expectations Job ResponsibilityExpectation Manage supply inventory for upcoming on- and off-campus events  Maintain methodology/process for tracking available inventory  Inform appropriate staff when supplies are running low in order to replenish supplies before they are needed  Monitor supply delivery to ensure timely ordering and receipt of supplies for events Compile event status reports for the group on a quarterly basis  Ensure data contained in reports is 100% accurate  Deliver reports to the group no later than 2 weeks after each quarter ends Monitor expenditures against events budget  Update supervisor bi-weekly on expense activity versus budget  Alert staff when their expenses are close to the budget levels Discuss Expectations Discuss with your direct report any expectations you have regarding HOW they get their work done. Discuss Expectations Discuss with your direct report any expectations you have regarding HOW they get their work done. b.b.

Institutional Strategy and Goals Mission, Strategy, and Goals Open and Clear Communication of Institutional Strategic Plan and its Impact on Colleges/Units/Departments College, Unit, and Department Strategies and Goals College/Unit/Department Plans and Goals in Support of Institution Goals Open and Clear Communication of College/Unit/Departmental Strategic Plan and its Impact on Teams and Individuals College, Unit, and Department Strategies and Goals College/Unit/Department Plans and Goals in Support of Institution Goals Open and Clear Communication of College/Unit/Departmental Strategic Plan and its Impact on Teams and Individuals Individual and Team Goals Annual goals linked to College/Unit/Department goals clearly articulate: 1.“What” to achieve this year and 2.How success will be measured Individual and Team Goals Review University and department goals Discuss how your direct report can support the University and ensure goal alignment Review University and department goals Discuss how your direct report can support the University and ensure goal alignment Setting Goals and Expectations

Draft individual goals: Help your employee identify 2-5 goals for the upcoming year/cycle. At least one goal should support department/unit goals and one goal should support ongoing job responsibilities/professional development. If your employee is a supervisor, a goal should be set that directly links to that part of their role. Goals may be accomplished over several years. Your employee will document the following for each goal: Goal description Action steps to achieve goal Metrics/what success looks like Required resources Target completion date

ExampleA Good Start: Draft GoalA Strong Finish: SMART Goal If the focus is to reduce department expenses… Lower department expenses.Reduce department expenses by at least 1%-2% versus previous fiscal year by following the new purchasing process for lab supplies.” If the focus is on an IT project… Complete new system implementation. Complete and implement the new ERP system by February 1, 2017 through effective collaboration across IT functions and cross-functional teams. Setting Goals and Expectations Strive for SMART goals!

Avoid Common Pitfalls Pitfall: Too many goals Limit the number of annual goals to 2 – 5 to ensure focus on the most important results Pitfall: Unclear accountability Clarify who is accountable for achieving the goal—especially important in teams or where work is highly interrelated Pitfall: Unclear expected results or measures Clearly describe the qualities or measures of the expected results to reduce ambiguity TIPS

Target critical talent for development and retention Execute strategy by prioritizing and aligning goals and objectives Improve performance of groups and individuals Make better pay decisions based on performance and desired results Identify top performers to develop a succession plan Effective Performance Management Helps Us to: Source: Sibson Consulting

Immediate Next Steps 1.Encourage your employee(s) to attend a Setting Goals and Expectations training session via Adobe Connect or watch a recorded version with the same information. Send them to ohr.psu.edu/performance to register or access helpful resources to get started. ohr.psu.edu/performance 2.Meet with your employee (s) to review their Job Responsibilities Worksheet (JRW) and to identify 2-5 goals that they will work towards achieving by the end of the current performance management cycle. 3.After your meeting, your direct report will enter their JRW into the online tool and submit it for your approval. Once you have approved the JRW in the online tool, the performance management worksheet (PMW) will open so your employee can enter their goals. 4.Once their goals have been entered, your direct report will submit their PMW for your approval. Goals will be reviewed formally during the mid-year check in– and then will be rated as part of the end-of-year review.

Immediate Next Steps Use the online tool on a regular basis to record your direct report’s progress towards their goals and to cite examples of strong performance and/or challenges. It is important to have the conversation first and then use the tool to reflect what was agreed upon and to capture notes along the way…. The online tool can be accessed via this link: you.psu.edu. Refer to the System How-To Guide for step-by-step instructions:you.psu.edu HowToGuide.pdf Please visit the webpage for more information about the current performance management cycle, including the timeline:

Thank you for participating in “The greater danger for most of us lies not in setting our aim too high and falling short; but in setting our aim too low, and achieving our mark.” --Michelangelo, Italian sculptor, painter, architect & poet If you need more information about how to support your employees with the first step of Setting Goals and Expectations– or have general questions about the program, please contact your HR Representative or the team. We are here to help you…. voic