FY 2010 Leadership Performance Management Process and Form Who should take this course? All Leaders Content Expert: Jane Pettit

Leadership Performance Management Process …includes: Performance Planning and Evaluation for Leaders (basis for year-end performance evaluation) Professional Development Planning and Assessment (not calculated into the year-end performance evaluation)

Learning Objectives At the end of this module, leaders will be able to: describe the performance management process define a key area of responsibility (KAR) develop goals that align with the institutional/unit goals establish measurement criteria identify critical leadership competencies for success with identified goals create professional development goals - Institutional Competency - Optional

2. Professional Development Goal Setting Start of Fiscal Year 3. Observation, Feedback and Discussions All Year 4. Performance Evaluation End of Year 5. Professional Development Assessment End of Year 1. Performance Goal Setting Start of Fiscal Year Performance Management Process Begin here …and here

Doc A Step 1: Unlock the Document Be sure the document is in Microsoft Word Form. Click View – Select Toolbars …then, Form Once in Form, you’ll see a small “lock” appear. Click on the Lock icon to unlock the form.

Step 2: Enter Name and Emp ID Name: Emp ID: When the document is unlocked, you can enter the employee’s name and Emp ID in the Header. Double click on the Header to enter the information. After you’ve entered the information, exit the Header.

Step 3: Lock the Document Be sure to re-lock the document. Click on the Lock icon to lock. If, at any time, you want to add additional sections or parts of a section, you can do so by unlocking the document, copy and paste the desired section and re-lock the document. Note:

Step 4: Enter Employee Information Include Employee Information Here Employee Information Position: Supervisor: Start Date:End Date:

Step 5: Review UMHHC Goals and Objectives Section I – UMHHC Goals and Objectives SERVICE: Patient satisfaction mean scores on “care experience” at or above 90 FINANCIAL: Operating margin at 3% or better QUALITY CARE: Quality and safety measures at or above the 90th percentile of select benchmarks ACADEMIC: All Graduate Medical Education programs will have five-year accreditation; 10% annual increase in clinical research funding PEOPLE: Faculty/employee satisfaction scores will improve by 10% COMMUNITY: Partner with the community to improve the health of the population Keep in mind when setting your goals.

Step 6: Add Your Unit Goals Section II: Unit Goals If your unit goals have not been entered, you can add them now

Section III: Performance Plan 1. 1.Identify your key areas of responsibility (KAR) from your job description* 2. 2.Select the KARs on which you will focus in this evaluation period Identify one or more goals for each selected KAR: what you will accomplish and by when 4. 4.Identify the measurement criteria for each goal: how you will evaluate this goal; include a leadership competency key to the successful completion of the goal** 5. 5.You may add additional areas of Section III or V, if needed. Unlock the document, copy and paste the Section and relock the document. * Examples of KARs can be found in Doc D. ** Leadership Competencies and Behaviors are listed in Doc B. Read instructions first! Step 7: Read the Performance Plan Instructions

Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes: Self Rating: Self Evaluation: Manager’s Rating: Manager’s Evaluation: Step 8: Identify Key Areas of Responsibility What is this? Click Here

What is it? …represents your main responsibilities as outlined in your job description. How many KARS do people have? Key Area of Responsibility Job Description There is no ideal number ; It will depend on your job. Examples Budget management Team leadership Institutional projects Staff development Safety compliance Grant writing #1 KAR #2 KAR #3 KAR #4 KAR #5 KAR

Section III: Performance Plan Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes: Self Rating: Self Evaluation: Manager’s Rating: Manager’s Evaluation: Step 9: Set Performance Goals “What” is to be accomplished? Click Here

Performance Plan Goals should… Support a Key Area of Responsibility Align with an institutional/unit goal Start with an action verb State a specific result Be measurable KAR : Budget Management Goal: Maintain a balanced budget and create a plan for additional 5% savings by 1/1/10

Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency : Comments and Notes: Self Rating: Self Evaluation: Manager’s Rating: Manager’s Evaluation: Step 10 & 11: Identify Criteria for Measurement KAR: Budget Management Goal : Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement: Financial statement shows a balanced budget with additional 5% savings Key Leadership Competency: Problem Solving Leadership competencies can be found on Doc B for convenient reference when planning. “How” will you know when the goal is accomplished ? Click Here

1. 1.Set a goal for each of the Institutional Competencies Optional Identify a leadership competency, of your choice, for development Identify a professional development goal(s) of your choice Step 12: Professional Development Plan: Instructions Section IV: Professional Development Plan Instructions Read instructions first!

Step 13: Institutional Competency Leadership Competency: Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources: Comments and Notes: Self Assessment: Self Evaluation: Manager’s Assessment: Manager’s Evaluation: Section IV: Professional Development Plan Click Here

Institutional Competency Example Leadership Competency: - Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources: Work with a Lean Coach to evaluate the patient wait process. Improve patient satisfaction by 10 points. Comments and Notes: Self Assessment: Self Evaluation: Manager’s Assessment Manager’s Evaluation: Section III: Professional Development Plan Click Here

Step 14: Optional Competency - Example Self-selected Professional Development Goal Description of Goal and Plan: Project Management: Attend class on project management by Develop a plan for the roll out of the new training by Comments and notes: Self Assessment: Self Evaluation: Manager’s Assessment: Manager’s Evaluation: Click Here

Step 15: Meet Discuss and revise as necessary.

Step 16: Comments and Review Record progress in the Comments and Notes section. Your manager will do the same. This step will save you time at the end of the year!

Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes: Self Rating: Self Evaluation: Manager’s Rating: Manager’s Evaluation: Comments and Notes – Performance Plan Example KAR : Budget Management Goal : Maintain balanced budget established in 6/09 and create plan for additional 5% savings by 1/1/10 Measurement: Financial statement shows a balanced budget ; demonstrate leadership competency: problem solving Comments: 10-5, JP, met and discussed budget gaps Throughout the year, add comments to the form. Date and initial your comments. You can merge comments from others later. Section II: Performance Plan Click Here

Leadership Competency Improves Processes Encourages and uses lean principles to improve the business and administration of the organization in areas of quality, safety, efficiency, service appropriateness and service delivery Description of Goal, Plan and Resources: Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes: 11/9 JP Completed 4 day Lean Training Self Assessment: Self Evaluation: Manager’s Assessment: Manager’s Evaluation: Comments and Notes – Professional Development Example Section III: Professional Development Plan Click Here

Step 18: Evaluation and Assessment If you have kept notes throughout the year, the Leadership Performance Evaluation should be easy to complete.

Key Area of Responsibility: Description of Goal: Measurement: Key Leadership Competency: Comments and Notes: Self Rating: Self Evaluation: Manager’s Rating: Manager’s Evaluation: Rate and Evaluate Individual Goals Click Here Section III: Performance Plan Drop-down Menu - - Not Met - - Approaching - - Successful - - Exemplary

Overall Performance Summary and Rating Overall Performance Summary Overall Performance Rating: Complete an overall summary Click Here Drop-down Menu: Rate the overall performance

Assess and Evaluate Individual Competencies Click Here Drop-down Menu - - Knows - - Does - - Does Consistently - - Teaches/Mentors Institutional Leadership Competencies for Process-Execution-Operations: Improves Processes Description of Goal, Plan and Resources: Attend 4-day Lean Course; create A3 for patient wait process Comments and Notes: 11/9 Completed 4 day Lean Training Self Assessment: Self Evaluation: Manager’s Assessment: Manager’s Evaluation:

Overall Professional Development Summary Complete an overall summary of progress Note : This summary does not calculate into the final Performance rating.

Step 18 & 19: Meet and Sign Discuss overall summaries, ratings and assessment. Manager's SignatureDate Employee's SignatureDate Sign the form

Step 20: Make copies The manager gives a copy of the final evaluation to the employee and the Department’s main Administrator A copy will be put in the employee’s Blue Folder

Start Early! As always, your Department Administrator and HR appreciate early completion of your evaluations. If you have questions, contact your manager, Department Administrator or HR Consultant. Thank you.