Butler University Goal and Performance System (GPS) Human Resources Management

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Butler University Goal and Performance System
(GPS)Human Resources Management Development
2015

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Overview

• 1. Section 1 Slides 3 - 6
• a) What is Butler GPS?
• b) Why are we doing this?
• c) Who will be impacted?
• d) When will Butler GPS be effective?
• 2. Section 2 Slides 7 - 9
• a) Where can I access Butler GPS?
• b) GPS Home page.
• 3. Section 3 Setting Goals Slides 10-17
• 4. Section 4 Year-End Evaluation Slides 18-19
• 5. Section 5 Additional Resources Slide 20

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What is Butler GPS?

• The Butler University Goals Performance System
  is an electronic performance management system.
  It has two components goal setting and
  performance evaluations.

• Designed to

Clearly Define Whats Expected of You
Provide Timely Feedback on Your Performance
Support Future Development
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Why are we implementing Butler GPS?

• Accountability
• Efficiency
• Ease of access and use
• Clear expectations
• Consistency
• Transparency
• Career plans
• Rewards
• Professional growth

• Formalizes linking Butler 2020 Strategic Goals to
  employees individual goals.
• Automates the performance evaluation process.
• Provides a clear outline for your areas of focus
  and supports timely and regular feedback.
• Creates a clear understanding of how you are
  evaluated and allows you to comment and rate
  performance.
• Defines opportunities for development.

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Who will be impacted?

• All full time regular staff members will use the
  GPS system.
• The first rollout included the President of
  Butler University, his direct reports, and their
  direct reports (pilot group).
• We are now starting the systematic rollout to
  staff members throughout the rest of the
  University.

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When will Butler GPS be effective?

• FY 2013-2014 FY 2014-2015 Pilot Groups
• FY 2015 and beyond Systematic rollout to staff
  throughout the University
• Academic Affairs staff calendar year 2016
  onwards
• Staff members will define and track goals and
  submit annual evaluations on Butler GPS.
• GOAL PERFORMANCE MANAGEMENT SYSTEM
• Steps

Step 1 Set Goals You and your supervisor define annual goals in the Goal Planning Workbook.
Step 2 3-month update You and your supervisor discuss progress on goals during the previous 3 months.
Step 3 Annual Evaluation You and your supervisor assess your performance for the annual review cycle.
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• Procedure for logging in to GPS.Butler.edu
• Simply go to GPS.Butler.edu. You may save this as
  a favorite. IT has been able to sync
  GPS.Butler.edu to our Butler systems so they will
  share the same logon and you will not have to
  maintain a separate password for GPS.
• If you are logging in for the first time, you may
  need to login via a system that will require you
  to answer some security questions as shown in the
  next slide. When you go to GPS.Butler.edu, you
  will be re-directed to the appropriate login
  page
• Delete the cache and cookies from your browser.
  Use this hyperlink for help with this step
• http//myintranet.butler.edu/help/mybutler/dem
  os/cache.html
• Enter your Butler username (without the
  _at_butler.edu) and password

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Procedure for logging in to GPS.Butler.edu

• Once you login, you will need to answer some
  security questions.

• Once through the questions, click Submit and you
  will be transferred to GPS.Butler.edu.

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Butler GPS Home Page
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How do I use Butler GPS? Step 1 Set Goals

• What is it? The Goal Planning Workbook tracks
  goals in one place.
• How does it help? Ensures that everyone is moving
  forward on those things that are most important
  to the University, and that your development
  goals are included in the plan.

Your Role 1. Log in to Butler GPS and access
your goal plan. 2. Define your goals for the
evaluation period with your supervisor. 3.
Review your goals and expectations with your
supervisor every 3 months. 4. Update your goal
status, goal weight and completion
throughout the review cycle, until it is
time to start the year end performance
evaluation.
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Goal Categories
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Step 1 Set Goals (cont.)

• Building SMART Goals
• The SMART process provides a method for creating
  and monitoring goals that are achievable and
  measurable.
• Specific Clarify the details of each goal and
  the end result.
• Measurable Describe concrete criteria that will
  be used to determine progress.
• Attainable Goals should be within your reach.
  Goals should be challenging yet attainable.
• Relevant Goals must be aligned with the goals
  and priorities of the University.
• Time Bound Goals should contain specific
  milestones and deadlines with completion dates.

• There are three ways to set goals in Butler GPS
• 1. Create a Goal
• 2. Goal Wizard
• 3. Goal Library

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Creating Goals
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Add Goal Weights

• The Goal Weight is a mandatory field and has to
  be entered for each goal. These weights add up to
  100 within the Goal Planning workbook.
• Together the goal weights (75) and competency
  weights (25) in the Performance Evaluation form
  add up to determine the overall rating.

Smart Tip You can break down goals into smaller
tasks by using the Tasks tab and by simply
adding tasks assigned to a goal.
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Cascading Goals

• Goals can be cascaded or sequentially moved down
  from a supervisor to direct reports. In the
  process of cascading, the goal can be modified
  accordingly and tasks added to it. Please see the
  Quick Reference Guide on Cascading.
• If a goal is entered in error, it can only be
  deleted by the supervisor or the GPS system
  administrator in HR.

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Importance of Goals

• Goals from the Goal Planning Workbook feed into
  the Performance Evaluation form and percentages
  are assigned to each which are then factored into
  the overall rating score (on a scale from 1 to
  5).
• For calculating the overall rating, goals are
  worth 75 and competencies are worth 25.

Please note that it is very important to enter
goals into GPS. Depending on your position, goals
can be strategic or operational. There is also a
section for personal/professional goals which are
subsidiary. If NO goals are entered, then an
employees overall performance rating will be
skewed negatively by 75. Therefore, it is very
important to enter goals before the performance
evaluation form is launched and to ensure that
the goals are accurate.
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How do I use Butler GPS? Step 2 Periodic Updates

• What is it? An update or review of your goals and
  their progress every three months between you and
  your supervisor. Simply schedule an appointment
  with you supervisor to discuss your goals.
• How does it help? Provides an opportunity for you
  and your supervisor to discuss progress, update
  priorities and identify development areas for the
  rest of the year.

• Shared Roles
• Your supervisor can schedule a meeting with you
  to discuss your goals and performance to-date.
• 2. Review/update any notes youve
• taken about your performance and
• goal accomplishment so you are
• prepared for the quarterly
• discussion.

Smart Tip It is a good idea to save (as a pdf)
and print your goal planning workbook for your
records.
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How do I use Butler GPS? Step 3 Year-End
Evaluation

• Evaluation forms will be launched towards the end
  of the evaluation year and you will receive a GPS
  system email notification about this.
• What is it? An assessment of your performance
  throughout the year. You will complete the self
  assessment/evaluation, and your supervisor will
  provide both ratings and supporting commentary.
• How does it help? Confirms your performance
  competencies and identifies strengths and areas
  of development for the coming year.
• Use this opportunity to discuss your performance
  and future development goals.

Smart Tip Goals are automatically populated onto
the Performance Evaluation Form once it is
launched later in the fiscal year. Therefore,
please ensure that your goals are accurate.
Please see the Quick Reference Guides on the
Self Evaluation. The GPS performance evaluation
forms have the same content as the paper forms
that you have been accustomed to using.

• Your Role
• Log in to GPS and access your Performance
  Evaluation form.
• Complete your self-evaluation and provide
  specific information and details.
• Save and print your work and submit the form to
  send it back to your supervisor.

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Year-End Evaluation Routing

• Employee Self Evaluation to be completed by the
  employees and then sent to manager.
• 2. Annual Evaluation completed by manager.
• 3. One-on-one meeting held between manager and
  employee for performance conversation.
• 4. Form sent to employee for electronic
  signature.
• Form sent back to manager for electronic
  signature.
• 6. Form sent to HR for review.
• 7. Form completed and archived.

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Additional Resources

• Success Factors system video tutorials
• HRMD office, Anila Din adin_at_butler.edu
• Quick Reference Guides
• Setting Goals Navigating Goal Planning
  Workbook............................1-2
• Setting Goals.............................
  ..................................................
  ..............3
• Cascading Goals...........................
  ..................................................
  .......4-6
• Standard Evaluation for Staff Self
  Assessment...................................7-13
  
• Standard Evaluation for
  Supervisors.......................................
  ............15-18

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Notes