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University of Alaska myUA Staff Performance Excellence KELI HITE MCGEE, UA HUMAN RESOURCES FEBRUARY 18, 2019
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Agenda Performance Excellence at the University of Alaska What Great Supervisors Do Effective Communication Skills Before You Start Review Cycle Supervisor – End of Review Rating Employee Acknowledgment 2
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Performance Excellence at UA Promotes a focus on goals, competencies, and development Create a shared understanding of performance & expectations Based on feedback over the last year, changes have been made Review can be done multiple times throughout the year Either the employee or the supervisor can initiate Supervisor’s focus is to coach and provide tools to increase performance Fosters listening to the employee and understanding their needs to enhance their effectiveness 3
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What Great Supervisors Do They select for talent - not just for experience, intelligence, or determination When setting expectations they define the right outcomes - not the right steps When motivating someone they focus on strengths - not on weaknesses When developing an employee they help them find the right fit - not simply the next rung on the ladder They consider job competency and behavior ◦ Employee demonstrates their effectiveness in relation to their job duties ◦ Employee is accountable for their behavior 4
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Effective Communication Skills Listen to understand - until they feel you understand Use empathetic listening if you hear emotion Ask “What decisions did we make?”  Make sure the institution/team’s goals match the employee’s job goals Work together to develop a path forward 5
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Before You Start Focus on ◦ Performance period goals ◦ Identify areas of strength ◦ Choose one or more areas to develop Consider the S.M.A.R.T. approach when setting goals ◦ Specific (simple, sensible, significant) ◦ Measurable (meaningful, motivating) ◦ Achievable (agreed, attainable) ◦ Relevant (reasonable, realistic and resourced, results-based) ◦ Time bound (time-based, time limited, time/cost limited, timely, time-sensitive) 6
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Review Cycle START Start the Review Discuss Competencies & Set Goals PERFORMANCE PERIOD Tracking Progress END Employee – End of Review Rating Supervisor – End of Review Rating Employee Acknowledgment – Completes the review cycle 7
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Start the Review Go to https://www.alaska.edu/myua/ Click on myUA Employee Services Dashboard  Use your Single Sign On (SSO) UA username and password to log in 8
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CLICK HERE 9
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Create a New Review Click on Select “Performance review” 10
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Select Review Type Review start date will auto-populate Review Process: Select Performance Review ◦ If non-supervisory staff select NEW Non-supervisor Performance Review ◦ If you are a supervisor select NEW Supervisors Performance Review Review end date will auto-populate with the end of the fiscal year (June 30, YEAR) “Include job duties from position description?” is defaulted to populate. Click “Save” 12
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Start Pages & Job Duties The “Start” page for each phase (below) provides instructions on what is needed ◦ Discuss Competencies & Set Goals ◦ Performance Period – Track Progress ◦ Employee – End of Review Rating ◦ Supervisor End of Review Rating ◦ Employee Acknowledgement ◦ Complete (No page)  If job duties do not auto-populate, contact your HR office. Any changes made to the job duties in the performance review must be submitted to your HR office to update your position description. 14
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Discuss Competencies Schedule a face-to-face meeting Performance has two factors ◦ Job duties – WHAT the employee is hired to do ◦ Job competencies – HOW the employee completes their job duties  Review and discuss the job duties and how the competencies relate to the duties  Supervisor review has a “Leadership” competency 17
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Discuss & Set Goals Goals & Discussion ◦ Questions in this section are designed to facilitate the conversation ◦ Consider using the S.M.A.R.T. approach Responses are required under “Measure” Goals can be added (university specific, etc.) at the end of the page Supervisor Performance Review has an additional item re: direct report performance 19
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Training and Development Required Training ◦ Make sure UA required training is scheduled or complete ◦ Additional mandatory training may be assigned based on job requirements Professional Development ◦ Discuss where the employee would like to focus professional development efforts during the review period ◦ Supervisors are there to support employees achieving their goals 21
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Training and Development Employees and supervisors can see what training is ◦ In Progress/Upcoming ◦ Completed ◦ Pending approval Training can also be assigned through the learning library by clicking 23
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ADD TRAINING MODULES HERE 24
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Training and Development The training will show as “Booked” ◦ When adding training, the employee or supervisor can add comments, outcomes, etc. ◦ The training will remain in the review throughout the performance period unless removed. ◦ There is also an option to make the training “mandatory” 25
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Moving to Performance Period In order to move to the performance period, both the employee and supervisor will need to confirm they approve the “Discuss Competencies & Set Goals” phase An email will be sent to the supervisor There is an opportunity to revoke the approval if more discussion time is needed or if you accidentally approved 27
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Performance Period – Track Progress Employee and supervisor should meet regularly during the performance period ◦ Document achievements and any goal changes/updates with journal entries ◦ Add professional development training, experience, etc. to the review as needed ◦ If changes were made during the period, it will be noted in the confirmation box on the “Next steps” tab To go to the “Employee – End of Review Rating” phase, click “Go to next step” 29
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End of Review Rating Employee and supervisor are able to rate employee’s performance ◦ Supervisors are not able to view employee’s ratings until the review is moved to the “Supervisor – End of Review Rating” phase ◦ Employees are not able to view supervisor’s ratings until the “Employee Acknowledgment” phase Provide comments ◦ If an employee earns a “Needs Improvement” rating, provide an action plan to address the rating. HR consultants are available if assistance is needed. 31
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Employee Acknowledgment Once the ratings are complete, the supervisor and employee should meet to discuss the final review Employee acknowledgment only confirms that the performance cycle is complete. 33
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Resources UAA Human Resources (907) 786-4608 UAA Human Resources (907) 474-7700 UAS Human Resources (907) 796-6273 Statewide Human Resources (907) 450-8200 Email us at [email protected] Find this PDF at ◦ https://alaska.edu/hr/ under “What’s New” ◦ https://www.alaska.edu/myua/ under “Performance Evaluation Guide” Thank you! 34
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