Performance & Development Planning

Human Resource ServicesDecember 2010

What’s Changed?• PDPs will be due Friday, February 28th, 2011• You now have access to the employee’s past three

years of PDPs, regardless of their previous department on campus

• PDP started by one supervisor will not be lost if an employee is transferred to a new supervisor

• Some versions of Internet Explorer will not work with the PDP website. Try a different web browser such as Mozilla Firefox

• Paste from Word

Option 1: PDP Process Flow

1. Immediate Supervisor

write, save, print, discussupdate, send

5. HRS

2. Employeemake comments

3. Immediate Supervisor

send

4. Next Level Supervisor

approve

Option 2: PDP Process FlowSupervisor writes PDP(electronic)

2nd Level reviews

PDPManual Process

Supervisor sends PDP to

employee

Employee addscomments and

sends back

Electronic Process

Supervisor reviews

comments

2nd Level approval

ElectronicProcess

ElectronicProcess

HRS

Electronic Process

Manual ProcessSupervisor

reviews withEmployee

Manual Process

BYU Performance & Development System

Execution

DevelopmentPlan

Individual PerformanceObjectives

Department Goals

BYU Mission, Vision & Values

PDP

Review Components

• Three main portions of the PDP– Accomplishments, Results, and Application of

Values– Ways to Improve Performance– Development Action Plan

• Employee’s Comments

Preparing For The Review Note key performance milestones

throughout the year Keep track of or gather inputs from key

internal customers Ask the employee (written or verbal) for his

or her inputs prior to preparing the review Prepare the review factoring in all the inputs

Performance Review Pitfalls The Halo Effect Recent Performance Bias Blinders Inference V. Observation Inappropriate Comments

Inappropriate Comments

• “Does a good job for his age”• “Performing better since married”• “Get married”• “Lose 30 lbs by June 1st”• “Start considering retirement”• “Go to bed earlier”• “Read the Book of Mormon”

Drafting the Review

Review major responsibilities or performance objectives as they relate to Values

Accomplishments/Results Ways To Improve Performance Include comments on Values and other

important dimensions

Values - CRITERIACompetency: Striving for excellence and sharpening

your skills on a continuous basisRespect for Sacred Resources: Managing resources

efficiently and effectivelyIntegrity: Following through on commitments and

dealing openly and honestly with othersTeamwork: Working well with others within the

department or with other departments

Values - CRITERIAExceeding Customer Expectations: Serving the needs

of others beyond what is expectedRespect for all Individuals: Treating all individuals as

you would like to be treatedInnovation: Finding ways to improve products or

services or to change the way work is accomplished

Accountability: Accepting responsibility, providing regular feedback, and measuring results

What Is A Development Need? Technical Knowledge or Skill Professional Competence or Knowledge Interpersonal Skill Key Experience Needed

Determining a Development Need...

Personal Observation Feedback from Others Performance Gaps - Objectives Not Met Instruments or Surveys Changing Job Requirements Needs Expressed by the Employee Development Workshops

Development Options:On the Job

Committee assignments – joining or chairing Special projects Taking on new responsibilities Giving presentations Assuming “lead person” responsibilities Representing the manager at meetings

Development Options:Key Relationships

Coaching and one-on-one instruction Working with a mentor Observing or teaming up with experts

Development Options:Training

Courses and workshops Self instructional materials Continuing education classes

Development Options:Self Development

Books, articles, and journals Researching information and materials Asking questions and seeking information

from resource people

Writing the Development Plan

Focus on one or two development objectives: What knowledge, skills or additional experience would benefit the employee in his or her job?

Include areas for improvement or development Detail how the employee will develop each new skill or

knowledge area Include on the job responsibilities, mentoring or

coaching, training, or self-development

SpecificMeasurableAchievableRealisticTime-bound

Discussing the Review Before meeting with employee

First - Review with and get approval from your manager

Meet with the employee - Choose a private place and allow sufficient time

Provide two copies of the review for discussion

Discussing the Review Go through each section of the review - invite

the employee’s comments and questions along the way

Ask the employee for any other suggestions or ideas he or she has on how to develop the skill being discussed

Incorporate the employee’s ideas before you send the review to him or her for comments

Addressing Performance Gaps

• Discuss & document all year-long

• Prepare for the discussion

• Handling reactions: stay focused, specific & objective

• No surprises on the PDP

• PDP is an employment action – no illegal or inappropriate comments

Complete the Review

Review the Conflict of Time & Interest Policy

Send the PDP to your employee for his or her comments

Complete the process by sending the review on to the next level supervisor for electronic approval

Follow-Up

The approved PDP will automatically be sent to Human Resource Services

You and your employee have a copy of the completed review online for three years

Further TrainingIf you would like more training focused on providing you with some tools that will help you more easily document and discuss performance concerns in the PDP process, Contact your Area HR Consultant:•Denise Haney 422-6877•Wade Ashton 422-1962•Marden Clark 422-6802

PDP Process FlowSupervisor writes PDP(electronic)

2nd Level reviews

PDPManual Process

Supervisor sends PDP to

employee

Employee addscomments and

sends back

Electronic Process

Supervisor reviews

comments

2nd Level approval

ElectronicProcess

ElectronicProcess

HRS

Manual ProcessSupervisor

reviews withEmployee

Manual Process

Actual site: pdp.byu.edu

Practice site: pdp.byu.edu/training

ElectronicProcess