Performance Management

PM Timeline

Performance Year 2011

Please refer to this timeline to see Performance Management tasks and deadlines throughout the 2011 Performance Year (Sep 1, 2010 – Aug 31, 2011).

Step	Start Date	End Date	Who	Description
Set Expectations and Track Progress
Review evaluation criteria and add any additional criteria	Sept 1, 2010 Note: ePerf System will be available on Oct 4, 2010	Late May 2011	Manager and Employee	Together, manager and employee review the employee's responsibilities and, if appropriate, set individual goals. These tools/courses can help: SMART Performance Objectives/Goals worksheet All About Competencies at CCHMC CCHMC Core Value Behaviors Kickoff Meetings Planning & Goal Setting course System Resources & Drop-in Sessions
Ongoing Feedback	Sep 1, 2010	Late Jun 2011	Manager and Employee	Manager & employee review evaluation criteria, comment on progress toward meeting these criteria, and determine any necessary adjustments to achieve improved performance, meeting periodically to discuss. These tools/courses can help: www.realetools.com (manager only) Performance Feedback & Coaching course (managers only) Symphony course (managers only)
Complete the ‘Establish Evaluation’ Criteria step		Early June 2011	Manager	Completing this step ‘freezes’ the criteria on which the employee will be rated, as well as the specified percentages for each item/section. The system will then create the employee and manager evaluation.
Prorated Salary Increases
Provide prorated pay increases to new PM participants	Sep 26, 2010	Sep 26, 2010	HR-Compensation	To facilitate the transition to common dates for performance evaluations and merit increases, CCHMC will increase the pay of new PM participants effective September 26 (the first day of the pay period that includes October 1, 2010). The increases are timed to ensure that all pilot members are on our common cycle of performance reviews and merit increases. Increases will appear in employee paychecks on October 15.
Participant Feedback *(Optional)*
Nominate Participants for Feedback	Early May 2011*	Early June 2011*	Manager and Employee	Together, manager and employee select colleagues to nominate as participants. Manager then asks these colleagues to provide feedback about the employee’s performance. * = The Manager and Employee can begin to Nominate Participants before the ‘Establish Evaluation Criteria’ step is complete. You can continue to nominate participants after the ‘Establish Evaluation Criteria’ step is complete, but please allow enough time for the submittal and completion of the participant evaluation so that the Manager can incorporate participant feedback into the Manager Evaluation.
Submit Participant Nominations for Feedback		Early June 2011*	Manager	Managers may continually check for nominated participants, review the appropriateness of the nomination and submit the nomination for feedback. * = All nominations must be submitted by the Manager before the participant feedback request will be sent to the participant.
Participant Evaluations Due		Mid June 2011	Participant	The feedback obtained through the Participant Evaluation will be used by the Manager to help prepare the employee evaluation. * = Managers may establish their own due dates based on their own timeframes. However, participant feedback should be completed in enough time so that the Manager can incorporate and/or consider all feedback from participants into the Manager Evaluation.
Employee Self Evaluation
Initiate and fill out Self Evaluation	*Early June 2011	*Mid June 2011	Employee	Employees evaluate their own performance based on the criteria that was collaboratively established. * = Employees can begin their self evaluations as soon as the Manager completes the ‘Establish Evaluation Criteria’ step. The manager may communicate a due date other than what is specified in this document based on their individual work capacity.
Complete Self Evaluation		*Mid June 2011	Employee	Employees must click the ‘Complete’ button to finalize their Self Evaluations. Once it is completed, the Manager will have access to the comments entered by the Employee. * = The manager may communicate a due date other than what is specified in this document based on their individual work capacity.
Manager Evaluation
Draft Manager Evaluations(s)	Early June 2011	*Before your scheduled Calibration Session	Manager	Managers can begin work on the Manager Evaluations for their Employees. This course can help: Evaluating and Calibrating Performance
Review and Incorporate Participant Feedback and Employee Self Evaluation		*Before your scheduled Calibration Session	Manager	Managers fill out evaluations and apply ratings using manager notes, employee comments, and participant feedback.
Participate in Calibration	Early July 2011	Late July 2011	Manager	Managers should have all ratings specified for their employees prior to their scheduled Calibration Sessions. Managers, as determined by their departmental leadership, will participate in Calibration and Evaluation sessions. This course can help: Evaluating and Calibrating Performance Please Note: It is important to Save the evaluation at this point, but do not click ‘Submit to eComp+’. This will keep the evaluation in an editable state if updates need to occur after calibration sessions.
Finalize and Submit to eComp+	*After your scheduled Calibration Session	*by July 25 2011	Manager	Managers make any necessary updates to the Manager Evaluation as a result of the Calibration Sessions, then click ‘Submit to eComp+’ to finalize final ratings for employees.
Merit Recommendations
Managers Submit Merit Recommendations to Pilot leaders	Early August 2011	Mid August 2011	Manager	Managers submit all merit recommendations. Please remember that once you submit your recommendations they go to your manager for review and submittal. Please allow enough time for all reviews and submittals so these get to the Pilot Leaders in time for approval. These courses can help: Paying for Performance eComp+ Training for Managers of Non-Managers only eComp_ Training for Managers of Managers and Non-Managers
Pilot Leaders Submit Merit Recommendations to HR-Compensation		Late August 2011	Pilot Leader
Conduct Performance Reviews and Open Evaluation for Review
Conduct performance reviews with employees	*September 1, 2011	*Before October 13, 2011	Manager and Employee	These courses can help: Evaluating and Calibrating Performance Paying for Performance * = All performance reviews should occur before October 13 because this is the date employees will be able to see their merit increase applied to their paycheck. Managers can generate, print, and save optional Merit Statements for individuals or groups of employees. HR will let managers know when Merit Statements are available to generate.
Open Manager Evaluation for Employee Review	*September 1, 2011	*Before/After Employee Meeting	Manager	Managers mark the evaluations as ‘Available for Review,’ giving Employees access to review the Manager Evaluation and electronically Acknowledge the Review.
Acknowledge Evaluation
Review and Acknowledge Evaluation		*Late October 2011	Employee	Employees review their evaluations, enter any comments (if appropriate), and click the ‘Acknowledge’ button .
Complete Evaluation
Review and Complete Evaluation		Early November 1 2011	Manager	Managers review the evaluations for Employee Comments, enter final Manager Comments (if appropriate), and click the ‘Complete’ button to finalize the Performance Evaluation. The Performance Evaluation will automatically be linked to the Employees’ Personnel File. It will also be accessible to the Manager and Employee through Historical Documents.