Evaluating IT Professionals Through Values-Based

Performance Appraisal Systems

February 17, 2005

Presented by:Jenifer Jarriel and Mary Sloan

Copyright - Baylor College of Medicine, Jenifer Jarriel and Mary Sloan, 2005

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Baylor College of Medicine’s approach to effective performance appraisals included:

Performance Appraisal Process

Performance Appraisal Tool

Project Success Factors

Effective Performance Appraisals

Why did we initiate change?

Lack of IT specific measures on existing appraisal

Less than 100% participation across IT Program

Inconsistent method for measuring IT performance

Integrate IT Key Values with Performance Appraisal Process

Performance Appraisal Process

Performance Appraisal Process

The IT Program’s performance evaluation process was established to facilitate the following goals:

Use of a consistent tool for performance appraisals

Promotion of open two-way discussions Delivery of annual performance evaluations Use of a roadmap for continual improvement Identification of areas for development Acknowledgement of accomplishments

Performance Appraisal Process

How did we facilitate change?

Formed performance appraisal subcommittee

Evaluated BCM and non-BCM appraisal tools

Developed tool aligned with IT Key Values

Partnered with Human Resources

Developed Management Training Program

Streamlined the tool

Performance Appraisal Tool

Purpose: Tie annual performance evaluation to IT Key Values of Innovation, Leadership, Employee

Satisfaction, Customer Service and Teamwork

Section One: Skills related to IT Key Values

Section Two: Commentary on Performance

Individual strengths contributing to successful performance

Areas needing attention to strengthen performance Summary evaluation of contribution

Performance Appraisal Tool

Section Three: Specific items to be addressed in next review period

Job-related and Professional development objectives

Section Four: Employee Feedback

Major job responsibilities and accomplishments Professional goals for next review period Status of goals from last review Comments

Partnering with Human Resources

Services provided by HR

Considering legal implications

Managing volatile situations

Exercising caution when delivering a performance appraisal

Partnering with Human Resources

Judy Garey, BCM Manager of Employee Relations:

“As soon as IT began to consider creating a new andimproved tool for evaluating their employees’performance, they contacted HR. Together, wewent over their objectives and needs, and we in HRadded our special perspective to the mix. They spenta great deal of time in developing a form that wasextremely thorough and well thought out.”

Partnering with Human Resources

Judy Garey, BCM Manager of Employee Relations:

“After a test-run of the first version of the tool, they respondedto feedback about the length and complexity of the form bycoming up with a condensed version that still managed to givethem the information they needed while incorporating goodmanagement principles. And again, they consulted with HR tomake certain that their form complied with BCM policies as wellas being legally sound.”

“In summary, IT and HR effectively worked hand in hand to produce a performance evaluation tool that works well in bothworlds.”

Performance Appraisal Training

Performance Appraisal Process and Appraisal Tool

Tips/Tricks on writing an appraisal

Reference materials – Human Resources and IT Program

Reference book – ‘Effective Phrases for Performance Appraisals – A Guide to Successful Evaluations’ by James E. Neal, Jr.

Performance Appraisal Training

Tips for delivering a performance appraisal

Be prepared (review appraisal prior to the meeting/anticipate questions)

Explain the process to the employee and encourage a dialogue

Actively listen to the employee Provide the employee with time to absorb the

information and ask questions

Performance Appraisal Training

Tips for delivering a performance appraisal

Schedule performance appraisal meetings in a location that is not on your floor

Turn cell phones/pagers, PDA’s off to provide full attention to the employee

Provide a positive approach for jointly addressing areas for development

Project Evaluation

Success continues to be measured by achievement of the project goals:

Use of a consistent tool for performance evaluations

Promotion of open two-way discussions Delivery of annual performance evaluations Creation of a roadmap for continual

improvement Identification of areas for development Acknowledgement of accomplishments

Project Evaluation

Critical Success Factors:

Subcommittee representing all areas of IT Separation of employee evaluation from

annual merit discussion Streamlined tool Realize it is an evolutionary process: Be open

to change

BCM IT Visioning Statement

Knowledgeable, responsiveprofessionals providing innovative

solutions that increaseoperational value

BCM IT Mission Statement

Information Technology is dedicated to enabling Baylor College of Medicine in its pursuit of excellence through

leadership, innovation and outstanding customer service

BCM IT Key Values

Innovation – Ability to identify and evaluate opportunities and apply the most comprehensive solutions to support the College’s initiatives through efficient processes and a secure, reliable, cost-effective environment

Leadership – Exhibit leadership to provide a collaborative environment for continuous improvement in Baylor projects and other initiatives; Understand and promote a consistent process for managing projects within budgeted resources and priorities

BCM IT Key Values

Employee Satisfaction – A productive work environment that promotes open communication, individual growth and team synergy

Customer Service – A responsive and proactive IT environment that provides consistent processes for input and feedback, efficient problem solving and ongoing quality improvement

BCM IT Key Values

Teamwork – IT personnel working collaboratively, both internally and externally, in a proactive and supportive environment to achieve the objectives of the College

Performance Appraisal Success Story

Thank You for Coming!