Butler University Goal and Performance System (GPS) Human Resources Management & Development 2015

Overview 1. Section 1: Slides 3 - 6 a) What is Butler GPS? b) Why are we doing this? c) Who will be impacted? d) When will Butler GPS be effective? 2. Section 2: Slides 7 - 9 a) Where can I access Butler GPS? b) GPS Home page. 3. Section 3: Setting Goals: Slides 10-17 4. Section 4: Year-End Evaluation: Slides 18-19 5. Section 5: Additional Resources: Slide 20

What is Butler GPS? Designed to: The Butler University Goals & Performance System is an electronic performance management system. It has two components: goal setting and performance evaluations. Designed to: Clearly Define What’s Expected of You Provide Timely Feedback on Your Performance Support Future Development

Why are we implementing Butler GPS? Accountability Efficiency Ease of access and use Clear expectations Consistency Transparency Career plans Rewards Professional growth Formalizes linking Butler 2020 Strategic Goals to employees’ individual goals. Automates the performance evaluation process. Provides a clear outline for your areas of focus and supports timely and regular feedback. Creates a clear understanding of how you are evaluated and allows you to comment and rate performance. Defines opportunities for development.

Who will be impacted? All full time regular staff members will use the GPS system. The first rollout included the President of Butler University, his direct reports, and their direct reports (pilot group). We are now starting the systematic rollout to staff members throughout the rest of the University.

When will Butler GPS be effective? FY 2013-2014 & FY 2014-2015 – Pilot Groups FY 2015 and beyond – Systematic rollout to staff throughout the University Academic Affairs staff – calendar year 2016 onwards Staff members will define and track goals and submit annual evaluations on Butler GPS. GOAL & PERFORMANCE MANAGEMENT SYSTEM Steps: Step 1 Set Goals: You and your supervisor define annual goals in the Goal Planning Workbook. Step 2 3-month update: You and your supervisor discuss progress on goals during the previous 3 months. Step 3 Annual Evaluation: You and your supervisor assess your performance for the annual review cycle.

Procedure for logging in to GPS.Butler.edu Simply go to GPS.Butler.edu. You may save this as a ‘favorite.’ IT has been able to sync GPS.Butler.edu to our Butler systems so they will share the same logon and you will not have to maintain a separate password for GPS. If you are logging in for the first time, you may need to login via a system that will require you to answer some security questions as shown in the next slide. When you go to GPS.Butler.edu, you will be re-directed to the appropriate login page: Delete the cache and cookies from your browser. Use this hyperlink for help with this step: http://myintranet.butler.edu/help/mybutler/demos/cache.html Enter your Butler username (without the @butler.edu) and password

Procedure for logging in to GPS.Butler.edu Once you login, you will need to answer some security questions. Once through the questions, click Submit and you will be transferred to GPS.Butler.edu.

Butler GPS Home Page

How do I use Butler GPS? Step 1: Set Goals What is it? The Goal Planning Workbook tracks goals in one place. How does it help? Ensures that everyone is moving forward on those things that are most important to the University, and that your development goals are included in the plan. Your Role: 1. Log in to Butler GPS and access your goal plan. 2. Define your goals for the evaluation period with your supervisor. 3. Review your goals and expectations with your supervisor every 3 months. 4. Update your goal status, goal weight and completion % throughout the review cycle, until it is time to start the year end performance evaluation.

Goal Categories

Step 1: Set Goals (cont.) Building SMART Goals: The SMART process provides a method for creating and monitoring goals that are achievable and measurable. Specific – Clarify the details of each goal and the end result. Measurable – Describe concrete criteria that will be used to determine progress. Attainable – Goals should be within your reach. Goals should be challenging yet attainable. Relevant – Goals must be aligned with the goals and priorities of the University. Time Bound – Goals should contain specific milestones and deadlines with completion dates. There are three ways to set goals in Butler GPS: 1. Create a Goal 2. Goal Wizard 3. Goal Library

Creating Goals

Add Goal Weights The Goal Weight is a mandatory field and has to be entered for each goal. These weights add up to 100% within the Goal Planning workbook. Together the goal weights (75%) and competency weights (25%) in the Performance Evaluation form add up to determine the overall rating. Smart Tip: You can break down goals into smaller tasks by using the ‘Tasks’ tab and by simply adding tasks assigned to a goal.

Cascading Goals Goals can be cascaded or sequentially moved down from a supervisor to direct reports. In the process of cascading, the goal can be modified accordingly and tasks added to it. Please see the Quick Reference Guide on Cascading. If a goal is entered in error, it can only be deleted by the supervisor or the GPS system administrator in HR.

Importance of Goals Please note that it is very important to enter goals into GPS. Depending on your position, goals can be strategic or operational. There is also a section for personal/professional goals which are subsidiary. If NO goals are entered, then an employee’s overall performance rating will be skewed negatively by 75%. Therefore, it is very important to enter goals before the performance evaluation form is launched and to ensure that the goals are accurate. Goals from the Goal Planning Workbook feed into the Performance Evaluation form and percentages are assigned to each which are then factored into the overall rating score (on a scale from 1 to 5). For calculating the overall rating, goals are worth 75% and competencies are worth 25%.

How do I use Butler GPS? Step 2: Periodic Updates What is it? An update or review of your goals and their progress every three months between you and your supervisor. Simply schedule an appointment with you supervisor to discuss your goals. How does it help? Provides an opportunity for you and your supervisor to discuss progress, update priorities and identify development areas for the rest of the year. Shared Roles: Your supervisor can schedule a meeting with you to discuss your goals and performance to-date. 2. Review/update any notes you’ve taken about your performance and goal accomplishment so you are prepared for the quarterly discussion. Smart Tip: It is a good idea to save (as a pdf) and print your goal planning workbook for your records.

How do I use Butler GPS? Step 3: Year-End Evaluation Evaluation forms will be launched towards the end of the evaluation year and you will receive a GPS system email notification about this. What is it? An assessment of your performance throughout the year. You will complete the self assessment/evaluation, and your supervisor will provide both ratings and supporting commentary. How does it help? Confirms your performance competencies and identifies strengths and areas of development for the coming year. Use this opportunity to discuss your performance and future development goals. Smart Tip: Goals are automatically populated onto the Performance Evaluation Form once it is launched later in the fiscal year. Therefore, please ensure that your goals are accurate. Please see the Quick Reference Guides on the Self Evaluation. The GPS performance evaluation forms have the same content as the paper forms that you have been accustomed to using. Your Role: Log in to GPS and access your Performance Evaluation form. Complete your self-evaluation and provide specific information and details. Save and print your work and submit the form to send it back to your supervisor.

Year-End Evaluation Routing: Employee Self Evaluation – to be completed by the employees and then sent to manager. 2. Annual Evaluation completed by manager. 3. One-on-one meeting held between manager and employee for performance conversation. 4. Form sent to employee for electronic signature. Form sent back to manager for electronic signature. 6. Form sent to HR for review. 7. Form completed and archived.

Additional Resources Success Factors system video tutorials HRM&D office, Anila Din adin@butler.edu Quick Reference Guides: Setting Goals & Navigating Goal Planning Workbook............................1-2 Setting Goals.............................................................................................3 Cascading Goals....................................................................................4-6 Standard Evaluation for Staff: Self Assessment...................................7-13 Standard Evaluation for Supervisors...................................................15-18

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