Temple University’sTemple University’s Performance Performance DevelopmentDevelopmentSystemSystem

PlanPlan

DevelopDevelop

ExcelExcel

PDS Supervisory Training PDS Supervisory Training GoalsGoalsBy the end of the session, By the end of the session, participants will be able to:participants will be able to:

describe the Performance describe the Performance Development System and their Development System and their role in the processrole in the process

complete Part 1 of the Action complete Part 1 of the Action Plan/Self-Assessment Worksheet Plan/Self-Assessment Worksheet for themselvesfor themselves

complete the Planning sections of complete the Planning sections of the Performance Development the Performance Development Plan (PDP) for each of their staff Plan (PDP) for each of their staff membersmembers

conduct a Planning Meetingconduct a Planning Meeting

What is What is Performance Performance

Development?Development? a structured on-going process for a structured on-going process for

communicating about performance communicating about performance and helping people achieve and helping people achieve excellence in their jobs. excellence in their jobs.

involves goals setting, development involves goals setting, development planning, feedback, coaching, and planning, feedback, coaching, and evaluation.evaluation.

What is What is Performance Performance

Development?Development? more than the traditional, annual, end of more than the traditional, annual, end of

the year performance the year performance appraisal/evaluation.appraisal/evaluation.

supervisors and employees actively supervisors and employees actively engage in performance management engage in performance management throughoutthroughout the year. the year.

Why is Performance Why is Performance Development Development Important?Important?Key reasons :Key reasons : Drive a cultural change toward a Drive a cultural change toward a

learning environmentlearning environment Raise skillsRaise skills Increase productivity through continual Increase productivity through continual

feedbackfeedback Clarify job expectations/performance Clarify job expectations/performance

standardsstandards Develop competenciesDevelop competencies Link pay to performanceLink pay to performance Support strategic alignmentSupport strategic alignment

Strategic Alignment Strategic Alignment ModelModel

Temple UniversityTemple UniversityVision-MissionVision-Mission

Goals Plans Competencies Goals Plans Competencies Performance OutcomesPerformance Outcomes

University Colleges/Schools/Depts.University Colleges/Schools/Depts.Vision-MissionVision-Mission

Goals Plans Competencies Goals Plans Competencies Performance OutcomesPerformance Outcomes

EmployeesEmployeesPosition DescriptionsPosition Descriptions

Goals/Projects Competencies Goals/Projects Competencies Performance OutcomesPerformance Outcomes

Str

ategic

Alignm

ent

Line of S

ight

Temple University’s Temple University’s Performance Development Performance Development

SystemSystemCovers ALL employees Covers ALL employees

excluding Faculty excluding Faculty Merit pay initially only Merit pay initially only applicable to non- bargaining applicable to non- bargaining employeesemployees

Highly participative process designed Highly participative process designed uniquely for Temple to foster uniquely for Temple to foster consistency and to promote a consistency and to promote a learning environmentlearning environment

Includes a series of on-going activities Includes a series of on-going activities and the use of an electronic formand the use of an electronic form

Temple University’s Temple University’s Performance Development Performance Development

SystemSystemIncludes:Includes: Action Plan/Assessment worksheet –Action Plan/Assessment worksheet –

completed by all employeescompleted by all employees Performance Development Plan Performance Development Plan

(PDP)-c(PDP)-completed by supervisor ompleted by supervisor Part 1-Position Responsibilities sectionPart 1-Position Responsibilities section Part 11-Goals/Project sectionPart 11-Goals/Project section Part 111- Competencies sectionPart 111- Competencies section Final Rating/Signatures/Final Comments Final Rating/Signatures/Final Comments

sectionsection

Performance Development Performance Development SystemSystem

Accuracy

Consistency

Fairness

July-Sept. 2003

August 2003-June 2004

May-June 2004

July 2004

Key Responsibilities of Key Responsibilities of Human Resources Human Resources

DepartmentDepartment Design and implement a user-friendly Design and implement a user-friendly

comprehensive Performance Development comprehensive Performance Development System System

Communicate its purpose and processes Communicate its purpose and processes to supervisors and employeesto supervisors and employees

Monitor PDS implementation, revise and Monitor PDS implementation, revise and update system as feedback emergesupdate system as feedback emerges

Provide on-going coaching, counseling, Provide on-going coaching, counseling, training and developmental activities for training and developmental activities for staff and supervisorsstaff and supervisors

Mediate disputes and resolve complaints Mediate disputes and resolve complaints Generate reportsGenerate reports

Key Responsibilities of Key Responsibilities of SupervisorsSupervisors

Explain the PDS and ensure that Explain the PDS and ensure that employees understand its purpose and the employees understand its purpose and the processprocess

Set a positive tone for open communication Set a positive tone for open communication with employees throughout the processwith employees throughout the process

Work with employees to clarify Work with employees to clarify expectations and standards, set goals, expectations and standards, set goals, identify competencies to be developed, identify competencies to be developed, and formulate a development planand formulate a development plan

Establish and adjust priorities and review Establish and adjust priorities and review progress toward goals progress toward goals

Key Responsibilities of Key Responsibilities of SupervisorsSupervisors

Coach employees and give ongoing Coach employees and give ongoing feedback-both positive and feedback-both positive and developmentaldevelopmental

Encourage and acknowledge Encourage and acknowledge exceptional performanceexceptional performance

Assess and rate performance, provide Assess and rate performance, provide suggestions for further development suggestions for further development and guide appropriate corrective actionand guide appropriate corrective action

Key Responsibilities of Key Responsibilities of EmployeesEmployees

Recognize PDS as a positive process Recognize PDS as a positive process designed to enhance effectiveness, designed to enhance effectiveness, support competency development, link support competency development, link recognition and rewards with recognition and rewards with performance and insure that job performance and insure that job expectations and outcomes are met.expectations and outcomes are met.

Be open to feedback and show a Be open to feedback and show a willingness to improvewillingness to improve

Use the Performance Development Plan Use the Performance Development Plan as a developmental and communication as a developmental and communication tool.tool.

Employee completes Self-Assessment, Part I

PDP Planning PhasePDP Planning Phase

Action Plan/Self Assessment Action Plan/Self Assessment WorksheetWorksheet

Part IPart I designed to give each employee the designed to give each employee the

opportunity toopportunity to plan for the coming year plan for the coming year and to prepare for developing goals with and to prepare for developing goals with his/her supervisorhis/her supervisor

completed prior to meeting with completed prior to meeting with supervisor to discuss job supervisor to discuss job responsibilities, goals/ responsibilities, goals/ objectives/projects, and competencies objectives/projects, and competencies for the fiscal yearfor the fiscal year

Action Plan/Self Assessment Action Plan/Self Assessment WorksheetWorksheet

1. My goals/objectives/ 1. My goals/objectives/ responsibilities/projects for the responsibilities/projects for the coming year are:coming year are:  

Insert S.M.A.R.T. Goal(s) Insert S.M.A.R.T. Goal(s) here.here.

S.M.A.R.T. Goals*S.M.A.R.T. Goals*

S.M.A.R.T. is an acronym for:S.M.A.R.T. is an acronym for: SSpecificpecific

MMeasurableeasurable AAction-Plannedction-Planned

RRealistic ealistic TTime-Framedime-Framed

Adapted from Ken Blanchard Management Corp., Adapted from Ken Blanchard Management Corp., Leadership and the One Minute ManagerLeadership and the One Minute Manager, 1985, 1985

Not So S.M.A.R.T. Not So S.M.A.R.T. GoalGoal

I think I’ll put together I think I’ll put together something really soon something really soon that will help us keep that will help us keep up with all the written up with all the written customer comments customer comments

we receive.we receive.

1. My goals/responsibilities/1. My goals/responsibilities/ projects for the coming year projects for the coming year

are:are:  

By 6/1/04, I will develop an By 6/1/04, I will develop an electronic system for electronic system for

recording, organizing and recording, organizing and generating reports on all generating reports on all departmental customer departmental customer

service comments service comments received received

FY 03-04.FY 03-04.

Action Plan/Self Assessment Action Plan/Self Assessment WorksheetWorksheet

2. The 2-3 competencies, I need to 2. The 2-3 competencies, I need to achieve my achieve my goals/responsibilities/ projects goals/responsibilities/ projects are:are:

Performance Development Performance Development SystemSystem

CompetenciesCompetencies

the the essential values, skills and essential values, skills and capabilities capabilities needed to drive and achieve needed to drive and achieve Temple University’s mission and vision Temple University’s mission and vision (linked to job classification accountabilities)(linked to job classification accountabilities)

they they linklink the individual to the institution the individual to the institution and connect core values, skills, and abilities and connect core values, skills, and abilities to actual or desired job performance.to actual or desired job performance.

10 Core Competencies10 Core CompetenciesEssential for Essential for AllAll Temple Temple

EmployeesEmployees

AccountabilityAccountabilityClear CommunicationClear Communication

Client/Customer Service Client/Customer Service OrientationOrientation

DependabilityDependabilityEfficiencyEfficiencyInitiativeInitiative

Interpersonal SkillsInterpersonal SkillsProblem Solving/Decision MakingProblem Solving/Decision Making

Respect and Valuing DiversityRespect and Valuing DiversityTeamwork and CollaborationTeamwork and Collaboration

13 Role-Related 13 Role-Related CompetenciesCompetencies

Appropriate For Appropriate For SomeSome Positions PositionsAnalytical Thinking Change Leadership Analytical Thinking Change Leadership

Continuous Improvement OrientationContinuous Improvement OrientationCreativity & InnovationCreativity & Innovation

Developing Others/SupervisionDeveloping Others/SupervisionDeveloping Self Ethics LeadershipDeveloping Self Ethics Leadership

Organization/PlanningOrganization/PlanningResilience & AdaptabilityResilience & AdaptabilityResource ManagementResource Management

Technical/Professional SkillsTechnical/Professional SkillsQuality Assurance/Attention to DetailQuality Assurance/Attention to Detail

Action Plan/Self Assessment Action Plan/Self Assessment WorksheetWorksheet

2. The 2-3 competencies, I need to 2. The 2-3 competencies, I need to achieve my goals/responsibilities/ achieve my goals/responsibilities/ projects are:projects are:

Client-Customer Service Client-Customer Service Orientation Orientation (University-(University-wide for FY 2003-04)wide for FY 2003-04)

Technical/Professional Technical/Professional SkillsSkills

Action Plan/Self Assessment Action Plan/Self Assessment WorksheetWorksheet

3. The following training and 3. The following training and professional development professional development activities* will help me to obtain my activities* will help me to obtain my goals and increase my goals and increase my competencies during the next year:competencies during the next year:

Workshops on:Workshops on:Beyond Hello and A Smile: Customer Beyond Hello and A Smile: Customer

Service/Telephone Tips Service/Telephone Tips Access and Excel trainingAccess and Excel training *Linked to a partial list of TU *Linked to a partial list of TU

resourcesresources

PDP Planning PhasePDP Planning Phase Supervisor and employee meet to discuss position responsibilities, goals/projects, and competencies for the FY

What happens next?What happens next?

Tips for a Successful Tips for a Successful Planning MeetingPlanning Meeting

Be prepared- Be prepared- Think through job responsibilities, FY Think through job responsibilities, FY goals/projects, competencies and goals/projects, competencies and developmental needs thoroughly.developmental needs thoroughly.

Be able to discuss specific aspects of Be able to discuss specific aspects of the work in detail. the work in detail.

Research developmental Research developmental opportunities and activities of opportunities and activities of interest.interest.

Tips for a Successful Tips for a Successful Planning MeetingPlanning Meeting

Keep a professional attitude.Keep a professional attitude. Be a clear and thoughtful Be a clear and thoughtful

communicator.communicator. Understand that the process may Understand that the process may

be uncomfortable for both of you.be uncomfortable for both of you. Be open to constructive Be open to constructive

feedback.feedback. Recognize the supervisor’s Recognize the supervisor’s

responsibility/authority.responsibility/authority.

PDP Planning PhasePDP Planning Phase Supervisor completes Supervisor completes PDP’s Part 1- PDP’s Part 1- Responsibilities, Part Responsibilities, Part 2- Goals/Projects and 2- Goals/Projects and Part 3- CompetenciesPart 3- Competencies

Supervisor provides employee with Supervisor provides employee with a copy of the PDP anda copy of the PDP and

maintains an electronic version so maintains an electronic version so that progress notes and examples that progress notes and examples of noteworthy behaviors can be of noteworthy behaviors can be

maintained for use in determining maintained for use in determining the employee’s final rating.the employee’s final rating.

PDP Managing PhasePDP Managing Phase

Staff member performs job responsibilities, completes projects, develops competencies and solicits feedback.

Supervisor provides periodic feedback, encourages employee professional development; monitors development plan; engages in coaching, counseling, and mentoring; addresses performance problems, and disciplines when warranted.Records progress notes on form.

PDP Appraising PhasePDP Appraising Phase

Employee completes Self-Assessment, Part II

Self Assessment Part llSelf Assessment Part ll

Part II gives staff member an opportunity to Part II gives staff member an opportunity to self-assess as preparation for the annual self-assess as preparation for the annual performance review meeting with supervisor. performance review meeting with supervisor.

Completed Completed one weekone week prior to scheduled prior to scheduled review. review.

In the event it is not completed, staff In the event it is not completed, staff member is asked to be prepared to discuss member is asked to be prepared to discuss its content at the end-of FY review meeting.its content at the end-of FY review meeting.

PDP Appraising PhasePDP Appraising PhaseSupervisor and employee meet to discuss/review accomplishments and developmental areas identified during the FY (Review Session)

Supervisor rates employees performance on position responsibilities and essential functions, goals, projects, and competency development

Final rating is computed electronically

PERFORMANCE RATING PERFORMANCE RATING CATEGORIESCATEGORIES

D-DistinguishedD-Distinguished   

P- ProficientP- Proficient

S-SatisfactoryS-Satisfactory

U-UnsatisfactoryU-Unsatisfactory

PDP Appraising PhasePDP Appraising Phase

All appropriate parties review/sign PDP

Disputes and complaints are mediated

Supervisor & employee begin Planning Phase for next FY

Merit PayMerit Pay

Pay for Performance (July 2004)Pay for Performance (July 2004)Keyed to budget Keyed to budget NoNo fixed increase component fixed increase component Increases will vary based on Increases will vary based on

performance, position in salary performance, position in salary range and budgetrange and budget

In addition to the step increaseIn addition to the step increase

Recognition/RewardsRecognition/Rewards

Spot Bonus ProgramSpot Bonus ProgramUniversity-wide University-wide

Recognition ProgramRecognition Program

Incentive ProgramsIncentive Programs

Performance Development Performance Development SystemSystem

Accuracy

Consistency

Fairness

July-Sept. 2003

August 2003-June 2004

May-June 2004

July 2004

What do I do next?What do I do next? Review PDS training materials.Review PDS training materials. Make sure your staff attend a PDS Make sure your staff attend a PDS

training program.training program. Begin to think through standards/ Begin to think through standards/

expectations for the positions that expectations for the positions that report to you.report to you.

Look for the position descriptions for Look for the position descriptions for non-bargaining employees on the HR non-bargaining employees on the HR web site at the end of June, 2003.web site at the end of June, 2003.

What do I do next?What do I do next? If needed, modify semi-generic position If needed, modify semi-generic position

descriptions to fit your staffs’ specific descriptions to fit your staffs’ specific positions.positions.

Locate the final version of the PDP on the Locate the final version of the PDP on the forms website.forms website.

Reinforce the role your staff play in the Reinforce the role your staff play in the PDS and remind your employees to PDS and remind your employees to review the Action Plan/Assessment Form review the Action Plan/Assessment Form in preparation for their Planning Meeting.in preparation for their Planning Meeting.

Begin to schedule your staff for their Begin to schedule your staff for their individual Planning Meetings.individual Planning Meetings.

Questions - Comments Questions - Comments ConcernsConcerns

Marie Amey-Taylor (Marie Amey-Taylor (marie.amey-taylor@temple.edumarie.amey-taylor@temple.edu))

Karen Cherwony (karen.cherwony@temple.edu)Karen Cherwony (karen.cherwony@temple.edu)