Associate Vice President for Finance

Associate Vice President for MAIS

Performance Management (PM) Pilot Kickoff

Welcome! We’re
excited you are here!
Help yourself to some
coffee.
Please make yourself
a nametag (name and
department).
Purpose of the PM System
Benefits
Roles
Components of the Forms
Frequently Asked Questions
Next Steps

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Purpose of Today
 Share information
 Talk about responsibilities and expectations
 Get excited about the pilot
 Get buy-in

 Not a training session!

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Historical Review
 Results of the 1998
Communications Survey
benchmarked where we
were.

 Performance Management
Team (PMT) created.

 Data gathering

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Sources of Data Collected
 FinForum
 Interviews
 Informal Communications
 Current Evaluation Feedback Form
 Supervisor Training Pre & Post Assessment
 Literature on Performance Management
 PMT Retreats on May 8 and June 19

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Data Themes/Design Direction

 Consistency & Flexibility : A system that is

consistent, flexible, and simple to use.

 Clear Goals & Alignment: Defined goals and

objectives for employees and teams supporting and
aligning with the organizational mission and goals.

UM AVPF Unit Team Individual

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Data Themes/Design Direction

 Communication & Feedback: Multiple evaluation

approaches for supervisors and employees to use
such as multi-rater feedback and team evaluation.

 Education & Training: Employees receive education

and training. A performance management curriculum
with different levels including: work planning,
developing goals and objectives, feedback &
coaching, etc.

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It’s a Revolution!

Year-round SYSTEM

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It’s a Process ….Not Event

Focus on Process ………….. NOT on Events

 Work Planning  End of Year Evaluation
 Feedback & Coaching Meeting
 Summary Evaluation  Merit Increase
 Continuous Improvement
 Development

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Performance Management System

"A system that helps people

manage their actions
to help their organization
achieve its goals.”
Alice Pescuric, Vice President of Training and Development Technologies ,
Development Dimensions International

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 Purpose of PM System
Actions that Serve the Customer  Promote open
communication and
Individual Work Plan
teamwork across all
Disc uss with
supervisor

fits into

levels of our
Department Mission and Priorities
fits into organization
Division Mission and Priorities and
 Facilitate better
Disc us s in PM

Performance Criteria
understanding of how
training

fits into

individual efforts fit

STRATEGIC VISION
fits into
into the big picture
and enhance success
Actions that Serve the Customer
of teams

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 Purpose (continued)
 Empower employees and Over next few years...
teams to maximize skills,  Provide flexible
knowledge & abilities. process for goal
 Enhance individual job setting and means to
satisfaction. measure
 Cultivate organization & achievement.
individual cooperation,  Be a basis to increase
productivity, and job enrichment and
effectiveness. promote training
 Foster recognition & opportunities.
positive feedback.

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Why a Pilot?
 System Improvements
 Data Collection
 Goal Achievement
 Training and
Communications
Practice

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Pilot Allows the PMT to:
 Design, test, and revise training & communication
prior to organization-wide rollout.
 Identify problem areas and strengths.
 Increase excitement and buy-in through
organization.
 Assess if design is simple, flexible, and works for
all employees.
 Identify and address issues prior to organization-
wide rollout.

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Anticipated Benefits
 Enhanced employee performance due to additional
training and interaction with supervisors.
 Stronger team cohesion in participating departments.
 Performance management efficiency for supervisors.
 Increased communication between employee and
supervisor.
 Increased employee satisfaction.
 Increased ownership as result of being involved in
the system development.
 More interaction with others in the organization
via training sessions and meetings.

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 Pilot Departments
 120 employees in large and small departments:

 PrintingServices
 Space Analysis
 Property Control
 Procurement Processing
 Sponsored Programs
 And directors – AVPF Executive Lead Team

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Role of PMT & PMT Rep
 Creating/coordinating pilot training.
 Creating/distributing system
materials.
 Attending pilot department key
meetings & training sessions (as
assigned).
 Representing your ideas &
suggestions for program and
material revisions.

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Role of Department Liaison
 Serves on the PMT Advisory Council.
 Conducts data gathering as identified
by the PMT and Liaisons.
 Coordinates attendance at forums
and staff meetings.
 Ensures deadlines are met.
 Schedules participants for training.

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Role of Participant
 Takes ownership for making
the system work – doesn’t wait
for the supervisor or us.
 Provides honest & detailed
feedback – what works, what
doesn’t work, and how it can
be improved.
 Attends department meetings
& training sessions.

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Components of Forms
 Work Plan is a written statement identifying the
work to be accomplished by a staff member to
successfully support the department, division
and University goals.
 Work planning is an ongoing process between
the employee and supervisor .
 Training to be provided including written
materials.

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Components (continued)
 Goals: Division, Department, Job

 Major Area of Responsibilities: Areas of

responsibility, % effort, goals, activities, results,
key customers, measurements/performance
standards

 Coaching & Feedback Notes

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Components of Summary
 The Performance Summary is (at minimum) an
annual discussion summarizing and
documenting the year’s progress (via review and
refinement of the Work Plan documented
discussions held throughout the year.)
 Recommended the Summary be completed when
there are major changes in the organization’s
customer needs
 Training and written materials will be provided.

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Summary
 Major Area of Responsibility
 % Effort
 Measurement (Rating)?
 Comments
 Alignment with Values

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Frequently asked questions
 See handout!

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Next steps
 Review and discuss
materials in team
meetings.
 Contact PMT
Representative with
questions, concerns,
and ideas.
 Work Plan training
information to come.

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Contact and Other Info
 http://www.umich.edu/~avpf/pmt/
 avpf.perf@umich.edu
 http://www.escape.ca/~rbacal/permgt.htm

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 PMT Representatives
 Procurement Processing: Marlene Cleeremans
(cleermns@umich.edu or 7-0508)
 Executive Lead Team: Catherine Lilly
(clilly@umich.edu or 7-7890)
 Printing Services: Bob Miller (robertm@umich.edu or
4-6230)
 Sponsored Programs: Kurt Rigg (kurtrigg@umich.edu
or 7-3794)
 Property Control/Space Analysis: Mary Ellen Lyon
(melyon@umich.edu or 3-1196)

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