1. Performance Management Webinar Thursday, March 19, 2015

2. Agenda  Introduction and Today’s Format  What is Performance Management?  The New Performance Management Policy  Campus Engagement  Resources  Frequently Asked Questions (FAQs)  Q & A

3. Introduction Angie Rosas HR Specialist Academic Personnel Office (APO) Performance Management Subject Matter Expert Patrick Sheehan Director of Workforce Relations, Classified Human Resources (CHR) Performance Management Subject Matter Expert Your PresentersFormat Presentation followed by Q&A Please hold your questions until the end of the presentation Please email llemmer@ohr.wisc.edu llemmer@ohr.wisc.edu for support issues during the webinar Video recording of webinar will be available on hrdesign.wisc.edu within 24 hours Shelly Vils Havel Training Coordinator and Program Lead, HR Design

4. Questions Submit questions via the Questions panel

5. Open and hide your control panel Join audio: Choose “Mic & Speakers” to use VoIP Choose “Telephone” and dial using the information provided Note: Attendees are muted during the webinar

6. What is Performance Management?  Performance Management is…  an ongoing process where supervisors and employees work together to plan, monitor, and review an employee’s work objectives, goals, and professional development.  comprised of frequent informal conversations including coaching, feedback and support to employees about their work, needs and accomplishments related to the duties and expectations of their positions.

7. Poll Question

8. The Performance Management Policy The goal setting, mid-point, and summary evaluation conversations must be documented. Supervisors must conduct at least four performance management activities with employees: Expectations and goal-setting conversations Informal conversations Mid-point conversation Summary evaluation

9. Who Does It Affect?  Full-time permanent University (Classified) and Academic Staff employees  Part-time permanent University (Classified) and Academic Staff employees  Faculty who supervise University (Classified) and Academic Staff employees  University (Classified) project employees with positions lasting one year or more  Unclassified limited employees

10. Expectations and Goal-Setting Managers/supervisors should have initial expectation and goal- setting conversations with each of their new employees within 30 days of their start date, and annually after that. These discussions should cover the major duties of the employee’s position, work priorities, and how performance will be evaluated. Date of the conversation, goals, and expectations identified in this meeting must be documented and then provided to the employee.

11. Informal Conversations  Managers/supervisors should regularly engage in informal conversations with their employees about the duties, expectations and performance. These meetings should include feedback, coaching and support about work, needs and accomplishments.

12. Mid-point Conversation  Managers/supervisors should conduct a feedback and coaching conversation approximately midway through a new employee’s probationary period and midway through each performance year after that. Documented mid-point conversations must identify whether the employee’s performance is meeting expectations.

13. Summary Evaluation  All managers/supervisors should conduct summary performance evaluations with their employees at the conclusion of each new employee’s probationary period and at the end of each performance year after that.  At a minimum, supervisors should discuss: a. Whether the employee’s performance met expectations b. Whether the employee achieved annual goals c. Professional development needs and opportunities d. Options to develop additional skills and knowledge to foster career growth

14. Policy Features and Benefits Policy features: Flexibility for schools and departments to design and implement their own programs that satisfy the policy requirements Support given by central human resources with training, resources, tools and consultations A few of the benefits to employees: Through regular feedback, managers and supervisors are aware and able to identify high-quality work within a formalized process Clarifies expectations in addressing performance issues and identifying developmental needs Through a performance management process that allows regular interaction, supervisors and managers are better able to determine a professional development plan to further employee success Promotes job satisfaction

15. Policy Implementation Timeline TimingActivity February 2015Performance management policy received final approval Spring 2015Performance management policy learning tools, training and education introduced. July 1, 2015Performance management policy in effect. Policy implemented by all departments and divisions across campus. July 1, 2016Compliance date. Enforcement of policy for the previous year reflected in documentation of the required performance management elements (expectations and goal setting, mid-point conversation, and summary evaluation).

16. Campus Engagement Audience(s)Topic  HR Reps  Managers and supervisors Performance Management Best Practices and Tools Focus Group  Shared governancePerformance Management Policy Forum  Academic staff Performance Management Feedback Focus Group  HR reps Performance Management Implementation Feedback Gathering Session  HR Reps  Managers and supervisors Performance Management – End-User Requirements Building for Support Materials A few of the recent ways in which campus feedback has been gathered…

17. Training Resources TimingIntended Audience ResourceDescription Available NOWAll employees Online Policy Walkthrough An online overview of the policy components. Beginning Spring/Summer 2015 All employees Working in an Ever-Changing Environment Part I A course on change management for all employees. Beginning Spring/Summer 2015 Managers and supervisors Working in an Ever-Changing Environment Part II A course on change management for managers and supervisors. Beginning Spring/Summer 2015 All employees Introduction to SMART Goals – eLearning (online) Module Online module on developing SMART goals. This is the first of several tools being developed to facilitate the conversations required by the performance management policy.

18. Training Resources TimingIntended Audience ResourceDescription Beginning Spring/Summer 2015 All employees SMART Goals – classroom module Classroom training on developing SMART goals. Beginning Spring/Summer 2015 All employees Skill Building – Classroom Training Advanced training for the skills needed to facilitate the conversations required by the performance management policy.

19. Informational Resources TimingIntended Audience ResourceDescription Available NOWAll employeesPerformance management webpage on hrdesign.wisc.edu Includes links to policy, resources and trainings Available NOWAll employeesPerformance management FAQ FAQ document on the performance management policy Available NOWAll employeesPerformance management fact sheet Basic overview on the performance management policy Available Spring 2015 All employeesHow performance management helps employees A short video providing an overview of the how the performance management policy helps UW-Madison employees and the University as a whole

20. Frequently Asked Questions Divisions will work with their departments to identify a process that works for them. Divisions will work with Central OHR to ensure the evaluations are occurring. Who Will Make Sure the Evaluations are Getting Done? Yes, as long as the review form meets the performance management policy requirements. Will Departments Still Use Their Own Review Forms?

21. Frequently Asked Questions Each division is free to design and carry out a customized performance management program that satisfies all required elements of the campus-wide policy. How will this system provide flexibility to schools and divisions? Yes. Faculty members who supervise Academic or University Staff members will be responsible for conducting performance management activities in accordance with the university policy. Will faculty who supervise Academic or University (Classified) Staff be responsible for implementing the performance management policy?

22. Poll Question

23. Questions? Please type your questions into the chat window and we will address as many as possible. If your question isn’t addressed today: 1. Check hrdesign.wisc.edu 2. Email hrdesign@news.wisc.edu

24. Audience Q & A

25. Thank You!