Evaluating IT Professionals Through Values - Based Performance Appraisal Systems February 17, 2005 Presented by: Jenifer Jarriel and Mary Sloan

 Copyright - Baylor College of Medicine, Jenifer Jarriel and Mary Sloan, 2005  This work is the intellectual property of the authors. Permission is granted for this material to be shared for non - commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

 Baylor College of Medicine’s approach to effective performance appraisals included:  Performance Appraisal Process  Performance Appraisal Tool  Project Success Factors Effective Performance Appraisals

 Why did we initiate change?  Lack of IT specific measures on existing appraisal  Less than 100% participation across IT Program  Inconsistent method for measuring IT performance  Integrate IT Key Values with Performance Appraisal Process Performance Appraisal Process

 The IT Program’s performance evaluation process was established to facilitate the following goals:  Use of a consistent tool for performance appraisals  Promotion of open two - way discussions  Delivery of annual performance evaluations  Use of a roadmap for continual improvement  Identification of areas for development  Acknowledgement of accomplishments

Performance Appraisal Process  How did we facilitate change?  Formed performance appraisal subcommittee  Evaluated BCM and non - BCM appraisal tools  Developed tool aligned with IT Key Values  Partnered with Human Resources  Developed Management Training Program  Streamlined the tool

Performance Appraisal Tool  Purpose: Tie annual performance evaluation to IT Key Values of Innovation, Leadership, Employee Satisfaction, Customer Service and Teamwork  Section One: Skills related to IT Key Values  Section Two: Commentary on Performance  Individual strengths contributing to successful performance  Areas needing attention to strengthen performance  Summary evaluation of contribution

Performance Appraisal Tool  Section Three: Specific items to be addressed in next review period  Job - related and Professional development objectives  Section Four: Employee Feedback  Major job responsibilities and accomplishments  Professional goals for next review period  Status of goals from last review  Comments

Partnering with Human Resources  Services provided by HR  Considering legal implications  Managing volatile situations  Exercising caution when delivering a performance appraisal

Partnering with Human Resources  Judy Garey, BCM Manager of Employee Relations: “As soon as IT began to consider creating a new and improved tool for evaluating their employees’ performance, they contacted HR. Together, we went over their objectives and needs, and we in HR added our special perspective to the mix. They spent a great deal of time in developing a form that was extremely thorough and well thought out.”

Partnering with Human Resources  Judy Garey, BCM Manager of Employee Relations: “After a test - run of the first version of the tool, they responded to feedback about the length and complexity of the form by coming up with a condensed version that still managed to give them the information they needed while incorporating good management principles. And again, they consulted with HR to make certain that their form complied with BCM policies as well as being legally sound.” “In summary, IT and HR effectively worked hand in hand to produce a performance evaluation tool that works well in both worlds.”

Performance Appraisal Training  Performance Appraisal Process and Appraisal Tool  Tips/Tricks on writing an appraisal  Reference materials – Human Resources and IT Program  Reference book – ‘Effective Phrases for Performance Appraisals – A Guide to Successful Evaluations’ by James E. Neal, Jr.

Performance Appraisal Training  Tips for delivering a performance appraisal  Be prepared (review appraisal prior to the meeting/anticipate questions)  Explain the process to the employee and encourage a dialogue  Actively listen to the employee  Provide the employee with time to absorb the information and ask questions

Performance Appraisal Training  Tips for delivering a performance appraisal  Schedule performance appraisal meetings in a location that is not on your floor  Turn cell phones/pagers, PDA’s off to provide full attention to the employee  Provide a positive approach for jointly addressing areas for development

Project Evaluation  Success continues to be measured by achievement of the project goals:  Use of a consistent tool for performance evaluations  Promotion of open two - way discussions  Delivery of annual performance evaluations  Creation of a roadmap for continual improvement  Identification of areas for development  Acknowledgement of accomplishments

Project Evaluation  Critical Success Factors:  Subcommittee representing all areas of IT  Separation of employee evaluation from annual merit discussion  Streamlined tool  Realize it is an evolutionary process: Be open to change

BCM IT Visioning Statement Knowledgeable, responsive professionals providing innovative solutions that increase operational value

BCM IT Mission Statement Information Technology is dedicated to enabling Baylor College of Medicine in its pursuit of excellence through leadership, innovation and outstanding customer service

BCM IT Key Values  Innovation – Ability to identify and evaluate opportunities and apply the most comprehensive solutions to support the College’s initiatives through efficient processes and a secure, reliable, cost- effective environment  Leadership – Exhibit leadership to provide a collaborative environment for continuous improvement in Baylor projects and other initiatives; Understand and promote a consistent process for managing projects within budgeted resources and priorities

BCM IT Key Values  Employee Satisfaction – A productive work environment that promotes open communication, individual growth and team synergy  Customer Service – A responsive and proactive IT environment that provides consistent processes for input and feedback, efficient problem solving and ongoing quality improvement

BCM IT Key Values  Teamwork – IT personnel working collaboratively, both internally and externally, in a proactive and supportive environment to achieve the objectives of the College

Performance Appraisal Success Story

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