Clear and ongoing collaboration

Performance Management Process

Performance management is a collaborative, ongoing process between a manager and an employee.

For an employee, it's an opportunity to develop your potential, track your achievements, and understand expectations through ongoing, timely, and descriptive feedback. Workday also serves as a flexible career development tool where employees can instantly access past accomplishments, reviews, and performance data through their Talent Profiles.

For a manager, it's an opportunity to engage your team, establish clear intentions, and foster productivity. Workday allows managers to solicit feedback on employees from individuals across the University at any time during the performance cycle. Managers can also take advantage of Workday's tracking and reporting functions to analyze long-term performance trends for entire units and departments.

Health System Suggested Timeline Advancement Suggested Timeline

FY'19 Health System Appraisal Timeline

As a reminder, the performance appraisal process will be aligned across Health System entities to create a more consistent experience for all team members. Health System entities include: School of Medicine, University Physicians Group, Medical Center, and Claude Moore Health Sciences Library. 

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Overview of Employee Performance Management Cycle

There are three formal phases in every employee's annual performance cycle that require actions in Workday regardless of an employee's classification and/or start date at the University: goal setting, alignment, and appraisal. However, informal feedback can be requested by employee or manager at any time during the year.

  1. Goal Setting is a required action at the start of the annual performance cycle to establish goals.

  2. Goal Alignment is an optional mid-cycle touchpoint in the annual performance cycle to monitor progress towards goals.

  1. Goal Appraisal is a required year-end evaluation to assess performance.

  2. Informal feedback is optional and can be requested by an employee or manager at any time during the year.

Performance Management Workday Job Aids

**Closing Out 2018 Goals In Workday**

On January 21, 2019, we launched our Goal Setting Template in Workday. Academic staff (except Advancement and SOM) will see the 2018 Year-End Evaluation Template that includes goals approved prior to the 10/31/18 cutoff date within Workday as an Inbox action item. Please reach out to the HR Solution Center with any questions or concerns.

Deadlines & Expectations In The Performance Cycle

Academic Division Faculty and Staff and College at Wise employees follow the calendar year (January 1-December 31). University Advancement and Health System Team Members follow the fiscal year calendar (July 1-June 30). 

  • Goal Setting (Required)

    At the beginning of your annual performance cycle, employees receive a Workday Inbox Item called "Set Review Content," prompting them to add a minimum of three SMART goals for manager approval.

    We recommend using the summary editor, which makes separate steps viewable on a single page. Tip: you may use "cascading goals" to utilize existing goals. Remember that you may add and remove goals at any time in the performance process.

    • Academic Division Faculty and Staff and College at Wise goals should be entered and leader-approved by April 30. 
    • University Advancement and Health System Team Member goals should be entered and leader-approved by February 15. 
    • Newly hired employee goals should be entered and leader-approved within 30 days of hire.
  • Goal Alignment (Optional)

    At the annual performance cycle mid-point, employees receive a Workday Inbox Item prompting them to review and resubmit their goals, as well as provide progress ratings, in Workday.

    For employees with probationary status and those who opt to participate, managers are prompted to rate each employee goal as either On Track or Off Track in Workday. Afterwards managers should conduct an alignment touchpoint to discuss goals and ratings in person.

    Before approving, managers can edit the status of a goal to no longer needed if it's not relevant to the year-end appraisal, however, a minimum of three goals is still required.

    • Academic employees with probationary status complete this step in their first six months (the one-year Probationary Review is at 12 months).
    • For all other employees, participation is optional and determined at the school or department level.
    • University Advancement and Health System Team Member goal alignment touchpoint should be conducted in early January (not applicable FY'19).
    • Academic Division Faculty and Staff and College at Wise goal alignment touchpoint should be conducted in early July (not applicable CY'19).
  • Year-End Appraisal (Required)

    Performance Management Rating Scales

    At the end of the annual performance cycle, employee's receive a Workday Inbox item called "Complete Self Evaluation For Performance Review," prompting them to complete self-evaluation in Workday.

    Once complete, the appraisal routes to the employee's manager. Managers receive a Workday Inbox item called "Get Additional Manager Feedback," prompting them:

    1. To send the employee's self-evaluation to other managers and/or leaders. You must send or skip this task in Workday.
    2. Once you send or skip the task, you will get a Workday Inbox task to complete your appraisal.
    3. To discuss and complete online acknowledgement after final approval.

    Year-end appraisals are due for:

    • University Advancement due by mid-September.
    • Academic Division Faculty and Staff and College at Wise by mid-April.
    • Medical Center by the end of August.
    • School of Medicine by the end of August.
    • UPG by end of August.

Requesting Informal Feedback Throughout the Annual Performance Cycle

Individuals have the ability to request feedback from peers or leaders. Every worker can initiate “Get Feedback on Self” to receive feedback from another worker at the University You have several options for receiving feedback in Workday:

  • ‘Share with me’ restricts viewing of the feedback to the worker requesting it.
  • ‘Share with others’ will allow the worker receiving the feedback his/her manager and the management chain to view the feedback. This option auto-imports the feedback into the Year-End Evaluation.

To successfully submit your request for feedback, at least one question must be present. You may select a Feedback Template and/or click ‘Add’ to create your own separate feedback question(s). Feedback Templates containing the word “Locked” indicate questions cannot be added, altered, or deleted.

Employee: Request Feedback on Self Manager: Request or View Feedback on Worker Employee: Give Feedback On Others

12-Month Probationary Status 

Employees with probationary status must complete year-end and mid-year self-appraisals.

Employees who have successfully complete the probationary cycle must also complete Goal Appraisal if more than three months remain in the standard performance cycle (January 15).

  • Newly hired Academic Division employees, as well as School of Medicine and Advancement, experience a 12-month probationary performance cycle. Employees who successfully complete probationary period with three months left in their annual performance cycle will also be prompted to complete the regularly scheduled Goal Appraisal in Workday.
  • Newly hired team members (with the exception of School of Medicine) complete a separate Orientation Competency Assessment process.

Rating Scales & Appraisal Structures

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Additional Manager Evaluation

Additional manager evaluation is an optional separate and distinct step that can be completed throughout the year. Additional evaluations allow for comments, rather than individual ratings. An additional manager should hold a supervisory title and have considerable interaction with the employee or team member throughout the current performance cycle. Once the additional manager submits their comments, it routes back to the original manager to acknowledge. Managers can skip this step if it is not applicable. 

Appeals of Annual Performance Evaluations

Employees who disagree with an evaluation and cannot resolve the disagreement with their manager may appeal for another review of the evaluation. 

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