Performance planning and review system

Performance Partnership System (PPS)

Performance planning and review system

Performance Appraisal

All entities will use same system: Pay and Performance Program

Alignment of Individual performance plans with Health System, Entity and Department Goals

None

Through management level only

Through management level only

All individual performance plans will be aligned with department, entity and health system goals focusing on results and behaviors

Link to Pay

Yes

Yes

Yes

Common date for link to pay (October)

Levels of Performance

4

3

3

Accurate and reliable differentiation of performance
3 - Exceeded Expectations, Achieved Expectations, Below Expectations

Evaluation Period

July 1 through June 30 (except DUH, DHCC, DUAP, Duke/ Core Labs - One year prior to Position Anniversary Date)

July 1 through June 30

July 1 through June 30

July 1 through June 30

Annual Evaluation completed

Common Date (Except DUH, DHCC, DUAP, Duke/ Core Labs - Quarter of Position Anniversary Date)

Common Date

Common Date

Common date for annual evaluation

Weighting System

50% Job Standards and 50% Performance Factors

70% Classification -Specific Stds and 30% Hospital Productivity Stds

None

Yes. Weighting guidelines have been established for 3 sections of the process and are explained in detail in the Performance Planning Stage.

Job-related measurements

Job Standards which are Activities Focused

Classification Specific Standards which are Activities Focused

Activities Focused

Expected Job Results is written to describe the outcome, achievement or intended result of what a Staff Member does.

Expected Job Results represent what matters most to insure overall performance success. Activities are not outcomes. Activities are things that people must do to produce results.

Behavior-related measurements

Performance and Supervisory Factors

Hospital Productivity Standards

Attachment to Job Description

Behavior is a specific competency that defines "how" results will be achieved.

DUHS has established five (5) Expected Behaviors for all Staff Members. They are:

• Customer Service
• Teamwork
• Creative Problem - Solving
• Continuous Learning
• Diversity

There are two (2) additional Expected Behaviors for Supervisors:

• Strategic Communication
• Performance Management

Written Roles and Responsibilities for Supervisor and Staff Member

Yes

Yes

Yes

Yes. The performance management process includes recommended roles and responsibilities for both the Staff Member and Supervisor.

Development Plan

Yes

Yes

Yes

Yes. The Professional Development Plan - documents the learning activities the Staff Member plans to accomplish over the next 6-18 months to further develop the skills required to successfully achieve job standards and further career development.

Form

Multiple Forms

One Form

One Form

There are two forms: Staff Member and Supervisor

Mid-Year Review

Yes

No

No

Yes. A mid-year review is required for each Staff Member.

Self-Evaluation

Yes

Yes

Yes

Yes. The performance management process includes a self-evaluation policy, procedure and form.

Peer Review

Yes

No

No

Yes. This optional process allows peers and/or colleagues to provide developmental feedback to a Staff Member. Participants should give feedback based on work-related issues such as, Expected Job Results and Expected Behaviors.

The Peer Review Process should be conducted during the mid-year review of the Coaching/Feedback stage.

Written Comments

Yes

Yes

Yes

Yes. Written comments are required to justify individual performance ratings and the overall performance rating.

Performance Documentation

Yes

Yes

Yes

Yes. Staff Members and Supervisors are expected to document performance milestones during the performance evaluation period.

Signatures

Yes

Yes

Yes

Yes. The performance management process requires acknowledgement signatures from the Staff Member, Supervisor and the Next Level Supervisor.

JCAHO Compliance: Performance Plan Related to Job Description

Yes

Yes

Yes

Yes. The performance management process is directly linked to the Staff Member's job description.

JCAHO Compliance: Age-specific Competencies and Annual Competency Validation

Yes

Yes

Yes

Yes. Section 2 of the Performance Planning and Review form includes compliance criteria.

Action Plan for performance improvement

Included in Development Plan

Included in Development Plan

Included in Development Plan

The performance management process includes a policy, procedure and form for performance improvement discussions.

Pay Link Calculation

X% of base rate (except DUH and Duke/Core Labs, X% of range mid-point)

X% of base rate

X% of base rate

X% of base rate

Orientation Evaluation Form

Yes, DUH and Duke/Core Labs Only

Yes

Yes

Yes. The Performance Planning and Review form is designed for the 90-day orientation and evaluation period.

Learning Aides: on-line, workshops, forms, instructions

Yes

No

No

Yes. There are a variety of informational and learning aides available for Staff Members and Supervisors.

Bubble Sheets

Yes

No

No

No. Bubble sheets will be replaced by the new performance planning and review document effective October 1, 2003.

• Beginning October 1, 2004, overall performance ratings will be entered by Supervisors into a new "SAP Salary Setting" automated form.
• This form will allow Supervisors to enter performance ratings and corresponding merit increase amounts for their Staff Members into the "SAP Salary Setting" form.

Policies and Procedures

Yes

Yes

Yes

Yes, there is one set of performance management policies for all entities of the Health System.

See the Appendix.