1. 2011 Performance Management Training

2. Objectives Performance Management vs. Performance Appraisal
Evaluation Techniques
Goal Setting
Online Evaluation Tool
H-M-L Conversations
Key Dates and Changes

3. Performance Management vs. Performance Appraisal
Management Appraisal
Ongoing One time event
Prospective Retrospective
Long Term Short Term
Progress steps Correction oriented
Planning/goal setting Completing a form
** Performance should be managed throughout the year so that you can continue to remove road blocks and keep your staff focused on the achievement of our strategic mission, values, and goals.

4. Key Evaluation Techniques
Know your objectives going into the performance evaluation
Review and rate prior year’s performance
Provide feedback regarding development opportunities
Set goals and objectives for next year’s performance (This year you will be using the SWAT Catchball and Excel Tool to record this process)
Prioritize and focus on a few main points
Do not give a “whitewash” evaluation, being honest and direct adds value
Practice, practice, practice
Performance reviews should be done in a pre-determined amount of time staying on track to what you have prepared to discuss

5. Goal Setting Priorities
Goals should stretch individuals to achieve more and to grow year to year
Goals should be Specific, Measurable, Attainable, Relevant & Time-bound (SMART)
Alignment is critical to support the system goals and objectives, provide direction and focus to staff, and help us all understand how we impact the success of Scott & White

6. Goal Setting for 2012
Attend a SWAT (Scott & White Alignment Tool) training available through SWU
Meet with your leader to complete your SWAT worksheet
Schedule one-on-one catchball sessions with each of your direct reports (1-3 sessions)
completed SWAT Excel spreadsheets to named as “NOVELLUSERID.MMDDYY” by October 31st for all staff.
HRIS will take the submitted SWAT Excel spreadsheets and load them into the PeopleSoft Online Performance Tool for each staff member
Management of 2012 goal progress will take place using the SWAT Excel monthly tracking spreadsheet

7. Online Evaluation Tools
The PeopleSoft Online Performance Evaluation Tool will be open 9/1/2011 to 10/14/2011 (5 pm)
The Performance Review Cycle has been re- aligned to coincide with the fiscal year and our new SWAT (Scott & White Alignment Tool) process
The target goal completion for all staff’s SWAT goal worksheets is October 31
We have an aggressive timeline this year, please do not wait until the last week to complete your evaluations or to complete your SWAT process

8. Online Evaluation Tools
Access the PeopleSoft website
There are two options for accessing this site:
1) From any computer with internet access type
mybenefits.sw.org in the browser address box
2) Click on InSite from your computer

9. Online Evaluation Tools
Select “BUZZ” in the top toolbar

10. Online Evaluation Tools
Enter your User ID and Password, then click “Sign In”
Note: This User ID and Password is the same as your regular Novell log-in information. If you need assistance with your User ID or Password, please contact the Help Desk:

11. Online Evaluation Tools
Select the Perf/Merit Incentives Tab

12. Online Evaluation Tools
Select the Performance Evaluation Link

13. Online Evaluation Tools
Follow the on screen instructions to initiate performance review for your employees
The date to be used for all performance evaluations is 09/01/2011
Only those employees who report to you as of 09/01/2011 will be visible

14. Online Evaluation Tools
Select the employee you wish to create a performance evaluation
Note: If any of your direct reports also supervise employees, you will be able to review or initiate an evaluation for those indirect reports by selecting the “drill down” button located to the right of the manager
Mary Beth Garfield
Kate Myers
Noah Bowman
Victoria Bower

15. Online Evaluation Tools
The Job Summary is displayed in the beginning of the Performance Review and is in a bulleted format

16. Online Evaluation Tools
A 5-point rating scale is used to rate the overall performance of each employee
One of the organizations goals by using this tool is to establish consistency in ratings across the organization, each point on the scale has been defined and provides guidelines for use

17. Online Evaluation Tools
In the Expectations section you will enter up to tasks your employee will be evaluated against
If in the same role from 2010 these will carry over with the option to remain or change as needed
If in a new role from 2010 you may copy from the job description or major responsibilities may be summarized
You will then rate each line and include descriptive comments to support your rating scores
In the Goals Section you will enter up to 9 goals your employee will be evaluated against
If goals were set in the performance tool at the end of the 2010 review cycle these goals will be loaded automatically
If you set goals outside of the performance tool and have been tracking them throughout the year you will need to copy and paste them into this section.
You will then rate each line and include descriptive comments to support your rating scores
The Expectations and Goals Sections together represent 80% of the total score

18. Online Evaluation Tools
The next section to be completed is the Organizational Competencies
The Mission, Values and Performance Improvement Sections are on a five point scale and represents 20% of the total score
Rate your employee for each competency and provide a descriptive comment to support your scores
The Standards of Behaviors section will not be used in calculating your total score, however if any of the four are rated as no then a performance improvement plan should be put in place and an overall rating of low performer is suggested

19. Online Evaluation Tools
Once you have entered the Organizational Competencies, Click SAVE to calculate the total score
You will be able to make changes to the evaluation after you click SAVE

20. Online Evaluation Tools
A sample of the recommended focus of H-M-L conversations is displayed for your use

21. Online Evaluation Tools
The online evaluation tool provides a section for you to establish goals for 2012 with your employees
The 2012 Goals section will not be filled out by you this year. You will align and set goals through the SWAT catchball and Excel tracking tools. This will then be uploaded by HRIS for you into the online evaluation tool.

22. Online Evaluation Tools
Follow the on-screen instructions to complete the Performance Evaluation

23. Online Evaluation Tools (Employee)
Once the supervisor has completed the Performance Evaluation discussion with the employee and clicked EVALUATION CONVERSATION COMPLETE button, the employee will be able to review and accept their evaluation on-line the next day
A process must run nightly to make this transaction possible
For example, If you complete the discussion with your employee on Tuesday, they will not be able to access their on-line evaluation until Wednesday

24. Online Evaluation Tools (Employee)
Employees will login to Buzz to access and will select the Performance Evaluation Link
Employees will have the option to print and provide comments on the evaluation
Employees will click the accept button. This acknowledges that they have received and reviewed the evaluation.
Navigation instructions will be posted on InSite to guide staff through the process

25. Online Evaluation Tools
You will be able to view when your employee has reviewed and accepted the evaluation
Additionally, this year a reporting feature will be provided in Manager’s Portal to show the evaluation status for each of your staff members

26. High-Middle-Low Those Crucial Conversations
High Performer Conversations
Re-recruit your best performers by giving specific positive feedback about:
what they do well
their accomplishments
examples of work behaviors
Share information about where the organization is going
Ask if there is anything you can do for them to make their job better

27. High-Middle-Low Those Crucial Conversations
Middle Performer Conversations
Use a support-coach-support technique
Overall tone of the meeting must be positive
Begin by reassuring these individuals that you value their contributions
Your goal is to retain them for they are a valuable staff member
Thank them for what they do well
Identify and discuss one specific area for development
Something you would like them to improve and include this area in your goals for next year
Complete the conversation by reaffirming their good qualities and expressing your appreciation

28. High-Middle-Low Those Crucial Conversations
Low Performer Conversations
Do not start the meeting out on a positive note
Use the DESK approach:
DESCRIBE - Describe what has been observed
EVALUATE - Evaluate how you feel
SHOW - Show what needs to be done
KNOW - Ensure that employees know the consequences of the continued poor performance

29. High-Middle-Low Those Crucial Conversations
Low Performer Conversations
Develop a specific action plan to move the staff member from Low to Medium
An action plan should detail the problem, the steps to take to solve the problem, and a timeframe (typically 90 days)
Involve the employee to identify and discuss the issues. If they don’t agree let them provide feedback on why and have a voice even though it does not change your assessment. Both sign off on understanding the plan, specific steps and timeframe for completion.
A Performance Improvement Plan template is located on InSite under HR Compensation and in Manager’s Portal.

30. Key Changes for 2011
Employees will be able to achieve an overall rating of up to 5.0
Performance Ratings won’t include the Standards of Behavior criteria. (If a “no” is chosen the employee will be considered a low performer and require a performance improvement plan
Section weights have been adjusted to be 80% for Expectations & Goals and 20% for Organizational Competencies
A reporting feature will be provided in the Manager’s Portal to show the evaluation status for each staff member
If you set 2011 goals with your staff at the bottom of the 2010 performance review tool these goals will auto populate into the 2011 performance review tool.
Staff member goals for fiscal year 2012 will be entered using the Excel SWAT tool. These will then be uploaded by HRIS into the PeopleSoft Performance Tool for you.

31. Key Dates
Please make sure that your people are in the right title and the right people are reporting to you by effective date 8/15/11
The Online Performance Tool opens 09/01/11 at 8 am
Evaluations must be submitted by Friday 10/14/11 at 5 pm

32. Additional Information
Watch InSite and Manager’s Portal for additional communications
Questions can be asked through the Compensation by going to or by phone at ;

33. Q&A

34. Calculation Example
Expectation + Goal Section = 80% of total score 8 areas to set expectations worth a score of 1 to 5 9 areas to set goals worth a score of 1 to 5 If score 5 on all 17 = 85 points divided by # of questions (17) = 5 5 x 80% = total score for that section 4 Organizational Competencies Section = 20% of total score Mission, Values, Performance Improvement worth a score of 1 to 5 If score 5 on all 3 = 15 points divided by # of questions (3) = 5 5 x 20% = total score for that section 1 Total score of section 1 (4) = total score of section 2 (1) = 5.0 Overall Total Score Possible