Performance Management

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Performance Management

• Implement 2009
• Linked to pay beginning June 2010

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KSU, Policies and Procedures Manual Chapter 4080
.010 Introduction
Developed by State of Kansas Required for all
classified employees Performance Planning (Dec
January) Mid year discussion (April 1 June
30) Final (Annual) review (October 1 December
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KSU, Policies and Procedures Manual Chapter 4080
.020 Statues, Regulations and Policies
Kansas Administrative
Regulations, Article 7,
Probationary Period and Employee Evaluation
KSU Policy and
Procedures Manual, Chapter 4080
Performance Management Process
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0.30 Overview
Performance Management Process is used . . .

• To identify performance expectations
• and provide feedback to the employee
• To enhance communication between employee and
  supervisor
• To review accomplishments

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Performance Management Components
Process Overview
Performance Planning
Performance Management
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Performance Management Process Form
Page Description/Phase
1 Identification Information
1 Objectives/Tracking Method
2 Critical Competencies
2 On-Going Feedback and Coaching Documentation
3 Mid-Year Discussion and Coaching Process
3 Essential Requirements
4-7 Core Competencies
8 Annual Summary Discussion Points
9 Overall Performance Review Rating
9 Signature Block - Signature Block - Signature Block
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0.40 Types of Reviews
Probationary Annual Special
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Probationary Review

• New SOK Employee
• 6 months
• Promotion - Reinstatement
• Not less than three months or
• Not more than six months
• Transfer from Temporary Position
• 6 months
• Reclassification
• Not Required Supervisor may Designate
• Not less than three months or
• Not more than six months

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Annual Review

• Required for Regular Classified Employees
• Due October 1 December 23 each year following
  probationary period.

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Special Review
A special review may be conducted at any time
to gauge the level of performance. Ex
Improve rating unsatisfactory to a higher
rating Ex Prior to the supervisors
resignation to provide the
successor with performance history.
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.070 Performance Management Process Form
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.070 Performance Management Process Form
Performance Planning
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Setting Objectives
K-State Goals
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S.M.A.R.T. Objectives

• Specific What are the expectations by when
• Measurable Establish concrete criteria
• Attainable Reasonable goals
• Relevant Align with department, unit or
  
• employees goals
• Time-Based Grounded within a timeframe

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Objectives List Objectives in the Table Below Measurement
Objectives List Objectives in the Table Below A measurement scale and target should be established for each objective.
Obj Description Tracking Method Annual Performance Review
1 Complete a detailed physical inventory of office equipment by MM/DD/YY. lt70 complete U lt90 complete NI 100 complete ME 100 complete w/ high level of detail no errors EE Completed inventory by due date with minor errors. ME
2 Maintain accuracy while increasing the number of tax returns processed by 10 during the month of March. lt8 - Unsatisfactory 8-9 - NI 10- ME 11-12-EE gt12- Exceptional Increased tax returns Processed by 10.5 ME
3 Attend CPR training to obtain annual certification by the end of the fiscal year. Yes ME No NI/ Unsatisfactory Enrolled in CPR class, but so late In year that course was full. NI
SPECIFIC - MEASURABLE - ATTAINABLE - RELEVANT - TIME BASED SPECIFIC - MEASURABLE - ATTAINABLE - RELEVANT - TIME BASED SPECIFIC - MEASURABLE - ATTAINABLE - RELEVANT - TIME BASED SPECIFIC - MEASURABLE - ATTAINABLE - RELEVANT - TIME BASED
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.070 Performance Management Process Form
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Performance Management
Performance
Excellence
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Competency Model
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Competency Project or On-the-Job Suggestions
1. Leadership Promotes Team Effectiveness Ex Leadership Competency A. Encourage the team to approach a problem as an opportunity. Allow them to take reasonable risks and be innovative in their approach to problems and opportunities. B. Read Good to Great by Jack Collins
2. K-State Values Focus on demonstrating integrity and doing the right thing. Ex Essential Requirement Attend Respect in the Workplace training
3. Communication Tailors Communication Ex Core Competency When interacting with others, be open to their opinions and viewpoints. Adapt your own responses to others needs and be willing to accept an outcome that may be different from your initial expectations. Understanding and adapting to others needs will increase your effectiveness.
4. Change Management Ex Department/Unit/University Competency Identify three changes that will improve the operations and results of the department/unit and lead an effort to implement one change.
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.070 Performance Management Process Form
Coaching Feedback
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.070 Performance Management Process Form
Coaching Feedback
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.070 Performance Management Process Form
Coaching Feedback
Reviewing Appraising
Performance Planning
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Essential Requirements

• Basic behaviors or requirements critical for
  K-State workforce positions

An Unsatisfactory rating in Dependability or
K-State Values will result in an Overall
Performance Rating of Unsatisfactory.
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.070 Performance Management Process Form
Reviewing Appraising
Performance Planning
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.070 Performance Management Process Form
Reviewing Appraising
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.070 Performance Management Process Form
Reviewing Appraising
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.070 Performance Management Process Form
Coaching Feedback
Reviewing Appraising
Performance Planning
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.050 Unsatisfactory Work Performance
Probationary
Permanent
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Probationary Employee

• If overall performance is rated Unsatisfactory
  at the end of any probation period, the employee
  shall not be granted permanent status.
• Please notify Assistant VP Gary Leitnaker,
  Division of Human Resources regarding employees
  dismissal.

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Permanent Employee

• If overall performance is rated Unsatisfactory
  . . .
• the supervisor will coach the employee with the
  stated objective of improving the individuals
  future performance.

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Permanent Employee

• Steps to Encourage Improved Performance
• 1. Feedback Session
• Written Recommendation
• Special Performance Review
• Subsequent Special Performance Review
• 5. Suspension, Demotion or Dismissal

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Reasons for Unsatisfactory Rating

• Inability to perform the duties
• Negligence in the performance of duties
• Improper use of State property
• Failure to maintain satisfactory and harmonious
  relationships with the public and fellow
  employees
• Improper use of leave privileges
• Habitual pattern of failure to report for duty.

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.060 Performance Review Appeals

• Probationary Employees
• A New Hire cannot appeal an evaluation.
• Those with permanent status prior to a promotion,
  reclassification, or a reinstatement may appeal
  an evaluation.

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.060 Performance Review Appeals

• Permanent Employees
• A permanent classified employee may, within 7
  calendar days after having the opportunity to
  sign the Performance Review, appeal an overall
  rating other than Exceptional.
• Submit appeal in writing to the Office of
  Employee Relations.

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.080 Overall Ratings
Exceptional Exceeds Expectations Meets
Expectations Needs Improvement Unsatisfactory
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.090 Completion of Form/Process
1st 30 days Establish Goals
Non-monetary or Monetary Awards
Throughout the Review Period
Annual Review October 1 December 23
Mid Year Discussion April 1 June 30
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• Monetary Award
• Fiscal Year 2011 (June 13, 2010)
• Non-monetary Award

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.100 Submission of Form
Complete Form in Black Ink Completed by
Employees Immediate Supervisor Submitted
through Department Personnel Specialist to the
Division of Human Resources Supervisor and
Employee Retain a Copy Tardy submissions are to
be avoided.
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Performance Management Tools
KSU Division of Human Resources Resources
http//www.k-state.edu/hr/ped/pmp.htm

• Forms
• Sample Form (pdf)
• Performance Management Process Form (pdf)
• Implementation Schedule
• Objectives
• Creating S.M.A.R.T. Objectives(pdf)
• Sample Objectives(pdf)
• Frequently Asked Questions
• PPM Chapter 4080
• Supervisor's Guides
• State of Kansas Resource Guide for Managers (pdf)
  
• Supervisors Guide-Performance Phases(pdf)
• Non-Monetary Award Ideas

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Performance Management
Questions ?
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Questions

• Division of Human Resources
• Karla Bylund
• [phone]
• kbylund_at_ksu.edu