1. FY 2010 UMMS Leadership Performance Management Process and Form
Who should take this course?
All Leaders
Content Experts:
Jane Pettit, UMHHS
Judy Hallberg, Medical School
This training module provides an overview of the new Leadership Performance Management Process and Form to be used in This module is designed for leaders in our organization. For any questions, you can contact Jane Pettit at or Judy Hallberg at

2. 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)
There are two parts to the form:
Performance planning and evaluation
Professional development planning and assessment

3. 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
The learning objectives for this module include:
Describing the performance management process
Identifying a key area of responsibility
Setting goals that align with the organization
Establishing a measurement criteria that can be evaluated
Identifying leadership competencies that will impact your success
Creating a professional development plan that includes the required competencies and those of your choice

4. Performance Management Process Begin here …and here
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
1. Performance Goal
Setting
…and here
The Performance Management Process includes five steps.
The manager and employee will set goals and establish criteria for success
Together, they will do the same for development goals
Throughout the year, the manager will observe performance, provide feedback, discuss and adjust goals as needed and the employee will note progress as well.
Evaluate their performance at the end of the year on each goal and provide an overall rating; your employee will do the same; meet, compare, discuss and finalize
Assess their professional development progress; provide an assessment ranking (Knows, Does, Does Consistently, Teaches/Mentors)

5. Step 1: Enter Name and Emp ID
Double click on the Header to enter the employee’s name and ID
After you’ve entered the information, exit the Header.
Name: Emp ID:
Double click on the Header. Enter the employee name and ID #. This allows the name and ID# to be automatically added to each page of the document.

6. Step 2: Enter Employee Information
Position:     
Supervisor:      
Start Date:
End Date:      
Next, enter the employee information, including position, supervisor name, start and end dates for the evaluation period.
Include
Employee
Information
Here

7. Step 3: Review UMMS Mission Statement
Section I – UMMS Mission Statement
To educate students, physicians and biomedical scholars and to provide a spectrum of comprehensive knowledge, research, patient care and service of the highest quality to the people of the state of Michigan and beyond.
Section I has the UMMS Mission Statement
Keep in mind when setting your goals.

8. Step 4: Add Your Unit Goals
Section II: Unit Goals
Review or add your unit’s goals. 1. 2. 3.
If your unit has its own goals, you can add them here. I suggest one person in the unit make these additions and send a copy of the document to all unit members.
Keep in mind when setting your goals.

9. Step 5: Read the Performance Plan Instructions
Read instructions
first!
Section III: Performance Plan
Identify your key areas of responsibility (KAR) from your job description*
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
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**
You may add additional areas of Section III or V, if needed.
* Examples of KARs can be found in Doc D.
** Leadership Competencies and Behaviors are listed in Doc B.
There are five steps to creating a performance plan. A list of leadership competencies and support skills are listed at the end of the form for your reference.
NOTE: The performance plan is the basis for the year-end performance evaluation.

10. Step 6: Identify Key Areas of Responsibility
Section III: Performance Plan
What is this?
Key Area of Responsibility:
Description of Goal:
Measurement:
Key Leadership Competency:
Comments and Notes:      
Self Rating:
Self Evaluation:      
Manager’s Rating:
Manager’s Evaluation:      
Choose an Item
What is a Key Area of Responsibility?

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

12. Step 7: Set Performance Goals
“What”
is to be
accomplished?
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:      
Set a goal related to a Key Area of Responsibility
Choose an Item
Choose an Item

13. 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
Your goal should meet a number of criteria as listed.
Here is an example in the blue box.

14. will you know when the goal
Step 8 & 9: Identify Criteria for Measurement
“How”
will you know when the goal
is accomplished ?
Key Area of Responsibility:
Description of Goal:
Measurement:
Key Leadership Competency:
Comments and Notes:      
Self Rating:
Self Evaluation:      
Manager’s Rating:
Manager’s Evaluation:      
Choose an Item
You’ve set a goal related to your Key Area of Responsibility and aligned it with overall institutional and/or unit goals.
Now, how will you measure that goal at the end of the year? How will you know that you’ve accomplished this goal? There is an example added to the goal in the blue box. Notice we have included a Key Leadership Competency, a competency that is expected to be demonstrated while completing this goal.
Choose an Item
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.

15. Step 10: Professional Development Plan: Instructions
Read instructions
first!
Section IV: Professional Development Plan Instructions
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
In Section IV are instructions for creating a professional development plan.
Note, there are institutional competencies and an opportunity to create a personal development plan.
NOTE: the professional development plan does NOT calculate into the overall performance evaluation

16. Step 11: Institutional Competency
Section IV: Professional Development Plan
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:      
Choose an Item
Choose an Item

17. Institutional Competency Example
Section III: Professional Development Plan
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 supply orders and inventory management process to decrease waste
Comments and Notes:      
Self Assessment:
Self Evaluation:      
Manager’s Assessment
Manager’s Evaluation:      
Here is an example of a Professional Development Goal related to the competency Improves Processes.
Choose an Item
Choose an Item

18. Step 12: 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:      
Choose an Item
Choose an Item
Select a competency that you would like to develop. This example uses Project Management.

19. Step 13: Meet
Discuss and revise as necessary.

20. Step 14: Comments and Review
Record your observations in the
Comments and Notes section.
Your manager will do the same.
This step will save you time at the
end of the year!
After completing the Performance Plan and Professional Development Plan, you will observe and record the individual’s progress. The employee can also track their progress.

21. Performance Plan Example
Comments and Notes –
Performance Plan Example
Section II: 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:      
Choose an Item
Use the Comments and Notes for to record progress. Date and initial comments. Later, comments from other reviewers can be added.
Choose an Item
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.

22. Professional Development Example
Comments and Notes –
Professional Development 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:    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:      
Section III: Professional Development Plan
Collect comments throughout the year on professional development progress.
Choose an Item
Choose an Item

23. Step 15: Evaluation and Assessment
If you have kept notes throughout the year, the Leadership Performance Evaluation should be easy to complete.
At the end of the year, evaluate the manager’s performance

24. Rate and Evaluate Individual Goals
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:      
The employee will rate themselves on their success with each goal. The manager will rate this person on each goal, as well. Together, they will discuss all goals and ratings before making a final overall rating on performance.
Choose an Item
Drop-down Menu
Not Met
Approaching
Successful
Exemplary
Choose an Item

25. Overall Performance Summary and Rating
Complete an overall summary
Overall Performance Summary
Overall Performance Rating:
Choose an Item
Drop-down Menu:
Rate the overall performance
Provide an overall rating and summary of the individual’s total performance on goals.

26. Assess and Evaluate Individual Competencies
Institutional Leadership Competencies for
Process-Execution-Operations: Process Management
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:      
Choose an Item
Drop-down Menu
Knows
Does
Does Consistently
Teaches/Mentors
The employee and manager will also assess progress on each competency. For this rating scale, we are using the Lean ratings of Knows, Does, Does Consistently, Teaches/Mentors.
Choose an Item

27. Overall Professional Development Summary
Complete an overall summary of progress
Overall Professional Development Summary
Note:
This summary does not
calculate into the
final Performance rating.
Provide an overall summary of the individual’s total professional development. Then, assess their progress on their professional development goals. This rating does not calculate into the final Performance rating.

28. Step 16 & 17: Meet and Sign Sign the form
Discuss overall summaries, ratings and assessment.
Manager's Signature Date
Employee's Signature Date      
Sign the form
Last step: both the manager and the employee will sign the form.
The form is then mailed to HR.

29. Step 18: Make copies
The manager gives a copy of the final evaluation to the employee and the Department’s main Administrator.
The form is then mailed to HR.

30. 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.
Start Early!