2018 SMU Staff Performance Review Training Overview

New! SMU Staff Review From One Standard & Simplified Review Form For All Staff Reduced Number of Ratings Reduced Number of Comment Boxes Review Sections: Goal Planning SMU Values Future Focus Summary We are excited to announce a new and improved SMU Staff Performance Review Form. As you move through the review, you will see that it has been significantly streamlined. New this year, your performance review will be based on the following: Goal Planning SMU Values Future Focus Summary Rating Most notably, you will see a reduced number of ratings to select and fewer comment boxes to complete. As you experienced last year, there are still only three easy steps to complete the review. First, the employee completes the self-assessment, then the manager completes the manager assessment and lastly the employee acknowledges the review.

New! Goal Planning Updates All Employees Will: Participate in Goal Planning Update the Diversity & Inclusion Goal Include Goals in Performance Reviews Goal Planning Resources Adding a Goal to a Review Adding a Goal to a Goal Plan New this year, all SMU staff members will participate in Goal Planning. We know that this has been an area of interest so we are excited to offer this at SMU. Some of you will be familiar with goals populating in your review while many of you will be new to the process. For those that are unfamilar, you will have at least one goal pre-populated for you. This is the Diversity and Inclusion goal to support the overall initiative. If you do not have any other goals in your goal plan, you should work with your manager to add any additional goals as needed. This can be done before or after the review is ready for you. If you would like some additional guidance on entering goals in the goal plan or in the review itself, please click on the links you see here for step by step guides on the process.

2018 SMU Staff Review Cycle Bullet 1 Bullet 2 Bullet 3 KEY DATES STEP October 15, 2018 2018 Performance Review Cycle Launch November 2, 2018 Employee Self-Assessment Due November 19, 2018 Reminders to Managers Begin November 30, 2018 2018 Review Cycle Complete The review cycle opens on October 15th for employees to complete their self-assessment. The employee self-assessment should be completed by November 2nd so the manager can begin their manager assessment. If the manager assessment isn’t complete by November 19th, the manager will received weekly reminders to complete the review. The cycle will close on November 30th at which time all reviews should be complete and closed.

Reminders Manager Begins November 19th 2018 (2 weeks prior to cycle close) Email received weekly Reminder stops after review is sent for employee acknowledgement One reminder per review Employee Begins 5 days after acknowledgement is requested Reminder stops after employee acknowledges the review For those of you that participated in the performance review cycle last year, you may have received a reminder to complete either the review or acknowledge the review. The reminder process will continue as the standard review forms are introduced. As we mentioned, for managers, if the review is not written by November 19th, you will receive a weekly reminder until the review is sent for employee acknowledgement. For employees, if you do not complete the employee acknowledgement within 5 days, you will also be sent a weekly reminder until this task is complete.

Goal Planning SMU Values Future Focus Summary 2018 SMU Staff Performance Review Goal Planning SMU Values Future Focus Summary Let’s take a look at the new SMU Staff Review. This year you will complete an evaluation on Goal Planning SMU Values Future Focus Summary Across Sutter Health, a great deal of focus has been placed around making HR easier. Last year you may have noticed that the one up approval and automated review rating calculations were removed. This year we have simplified the review from 13 sections to only 4. You will find fewer ratings and fewer comment boxes to allow you to focus on quality not quantity. We trust that the simplification of the performance review will save you time and give you the flexibility to address what is meaningful to each employee.

Goal Planning The first section of the review is the goal planning section. For some, this will be familiar but for others, this will be new. Here you will find that the Diversity and Inclusion Goal has been cascaded to all staff employees. You will also see any goals from the 2017 and 2018 Goal Plans will also be pulled in to the performance review. When you open each goal, you will begin by updating the measurement fields. Please note that there is only one measurement field. If you participated in goal planning in prior years, you will notice that the Full Performance and Threshold fields have been phased out. If any goals from 2017 contained this information, you may have to manually add it to your goal in the review. It is important to remember that any feedback you provide to your employees in this section is visible even prior to you requesting employee acknowledgement. After you rate each goal and provide any additional comment, you are ready to move on to the next section. As you complete the What Was Achieved section, you may need additional training resources. You may references the guides to Adding a Goal to the Review or Adding a Goal to a Goal Plan for assistance in completing this section.

How Results Were Achieved: Instructions The next section of the review is the How Results Were Achieved section. Beginning this year, you will connect performance to the SMU Values.

SMU Values One of the biggest enhancements to the new staff performance review form is contained within this section. You can now rate each one of the values within one section and comment on applicable items. If you need access to expanded definitions of the SMU Values, please click this hyperlink and the information will open up in an alternate window. This will enable you to view both simultaneously. After providing your rating and comment on the SMU Values, you are ready to move on to the next section. Remember, if you are a manager, be sure to let your employee complete their self-assessment because the employee and manager ratings you see here are visible to you both throughout the process.

Future Focus Another new feature to the SMU Staff Review is the Future Focus section. Within this section you have the opportunity to take a look ahead at professional growth. As you can see this section is not rated. The intention of this section is to facilitate a meaningful conversation focused on employee engagement and development. It is important to emphasize that you have the flexibility to use your best judgement within this section. For some, it is appropriate to utilize the comment box only to discuss opportunities for growth. As an example, your employee might like to obtain an additional certification or take an elective healthstream course. All of that can be discussed here. For others, it may be appropriate to connect a development activity to the Future Focus. Let’s go ahead and take a look at how to do this.

Optional: Adding a Development Activity One thing that is important to remember is that the development plan is a module outside of the performance review. There you can document activities that facilitate professional growth. Often at this point, we get asked, what is the difference between a goal and a development activity? A goal is something that a supports the business mission and objectives. The development plan on the other hand is something that directly supports employee growth that will indirectly support the business. An example is a professional would like to obtain their masters degree. It would not be considered a goal, because it doesn’t directly support department and affiliate initiatives. It would be considered a development activity because the additional education would ultimately make the employee more of an asset to Sutter Health and enhance their professional development. To begin adding a development activity, click the Module tab and select Development Plan. You can then press the green button to begin adding an activity. Just like the goal plan, you can create a custom activity or you can search the development plan library. Remember, adding a development activity is optional and you should utilize this section in a way that works for you and your team.

Summary Finally, the last section of the review is the Summary. Here you will assign a final rating of: Role Model Exceeds Expectations Strong Performer Growth Needed Improvement Required As you may remember, last year a formal one up approval was removed from the workflow to remove barriers to completing the review. You may still find it helpful to connect with your one up manager to review your team’s ratings to ensure alignment. As with any new change, we understand you may have questions about the process. Please feel free to contact your local HR or the Sutter Employee Line at 855-398-1631 for questions about the new form and your role.