Health System Team Member Appraisal Timeline


This year with the transition to Workday, 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, Claude Moore Health Sciences Library, and Medical Center. Review the suggested timeline, and reach out to the Solution Center with concerns and questions. 

Printable Timeline Example Health System Self Evaluation Example Nurse Self Evaluation Team Members: Health System Appraisal Job Aid

May

  1. May 31, 2019

    Peer review / get feedback due. Team members get feedback on self; Managers get feedback on workers. Mark all feedback as "share with others" in preparation for auto-import into the Self Evaluation.

    Peer review/ feedback is highly recommended for all team members. All nurses in all settings must complete two peer reviews, and nurse managers must complete one peer review.

  1. May 31, 2019

    All goals must be submitted and manager-approved. Manual entry required after this date.

    Only manager-approved goals and feedback/peer review marked ‘Share with others’ will auto-import.

Performance Management Goal Setting

June

  1. June 3, 2019

    Health System and Nurse Self Evaluations launch to Workday Inbox. Medical Center Nurses on the Clinical Career Ladder, including RNs, Clinicians 1 - 4, and Wage, as well as Nurse Practitioners, Clinicians 1 - 4 and Wage have three sections in their Workday templates. All other Health System team members have two sections in their Workday templates.

    Only manager-approved goals and feedback/peer review marked ‘Share with others’ will auto-import.

    Become familiar with the 3-point rating scale ranges and the ASPIRE value behaviors.

  1. June 21, 2019

    Submit Self Appraisals.

    Automatically routes to your manager of record when you click the ‘Submit’ button.

Alignment Touchpoint and Self Appraisal

July

  1. July 26, 2019

    Submit performance appraisal to Secondary Reviewer (managers only). The Secondary Reviewer is the manager’s manager of record at the time you click the ‘Submit’ button.

  1. If this task needs to be reassigned to another manager, contact the Solution Center at AskHR@virginia.edu.

Manager Steps in Performance Cycle

August

  1. August 9, 2019

    Secondary Reviewer submits approval (managers only).

    Managers may schedule an Appraisal Review Meeting with team members.

  2. August 23, 2019

    Complete Appraisal Review Meetings.

  1. August 30, 2019

    Appraisals complete and "acknowledged" in Workday.

    Both manager and team member must ‘acknowledge’ the Appraisal Review Meeting occurred. Any final comments may be included. 

Performance Feedback

September

  1. September 22, 2019

    Merit effective date. 

  1. This year with the transition to Workday, the performance appraisal process will be aligned across Health System entities to create a more consistent experience for all team members. This required a shift in some process dates to be slightly different than they have been in the past. 

Completing Appraisals In Workday

Performance appraisals are conducted electronically using Workday. To access and complete Self Evaluation:

  • Log in to Workday
  • Open your Workday Inbox located in the upper right corner.
  • Click on the "Self Evaluation" task, and click "Go to Summary Editor."
  • Complete and submit for manager approval.

Use the Workday Job Aids below and on the Workday Training site for assistance.

 Alignment Touchpoint and Self Appraisal MANAGER APPROVE GOALS Manager: Add, Edit, Discontinue Goals Employee: Add, Edit, Discontinue Goals Employee: Alignment Touchpoint and Self-appraisal Performance Cycle Overview

Guidance For Managers

Performance appraisals are due on August 30, 2019. Please ensure you are prepared to assist and guide your teams through the performance appraisal process. 

  • GUIDANCE FOR MANAGERS (MAY 2019)

    By May 31, 2019, goals must be submitted and leader approved.

    As a manager, please: 

    1. Run the "Worker Goals" report, and ensure direct reports submit at least three manager-approved goals. In Workday search for and select 'Worker Goals'." Then select your supervisory organization, and click OK. You can see indirect reports by including "subordinate organizations." Only goals that are manager-approved by May 31 will auto-import into the Self-Evaluation.  Manual entry will be required after that date.
    2. Ensure nurse direct reports (applies to nurses and nurse leaders in all settings) submit at least two completed peer reviews, which is called "feedback" in Workday. Select "Get Feedback on Self" for self-selected feedback; Select "Get Feedback on Worker" for manager-selected feedback. Only feedback marked ‘Share with others’ and completed by May 31 will auto-import into the Self-Evaluation.
    3. (Optional) Ensure non-nurse direct reports receive feedback from at least one peer or colleague. "Get Feedback on Self" or "Get Feedback on Worker."
    4. Remind team members to upload pertinent performance example documents and emails to their Workday Profile. Access Workday Profile by clicking user icon in top right, select "View Profile," and click "Overview" in left navigation bar. Click "Documents" in the gray bar that appears at the top. Follow upload instructions.
  • GUIDANCE FOR TEAM MEMBERS & MANAGERS (JUNE 2019)

    By June 21, 2019, team members should submit self evaluations. 

    As a manager, please:

    1. Remind team members to begin their self evaluations accessed in the Workday Inbox on June 3. Team members should use the Summary Editor. 
    2. Become familiar with the 3-point rating scale ranges and the ASPIRE value behaviors.
    3. Encourage team members to submit their self evaluations by June 21.
    4. Run your "Employee Review Details" report for the Health System and Nurse Year-End Appraisal Review Templates on a weekly basis to monitor progress. Important columns are "Awaiting Persons," which lists team members who must take action, and "Business Process Awaiting Action," which lists the task that requires action.
    5. Regularly monitor your Workday Inbox for the "Get Additional Manager Evaluation" task, which arrives after team members submit self evaluations. You must send (or skip if not applicable) to receive the official manager evaluation task. Refresh your browser, locate the "Manager Evaluation," and click "Go to Summary Editor" to submit.

Rating Scales

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