Human ResourcesPerformance Management Process

The Performance Management Process (PMP) is one of the most important interactions between supervisors and employees, and the most important measure of employee performance. It assists in establishing mutual understandings of the responsibilities and the performance expectations associated with a position. It also provides a mechanism for employees to contribute to the achievement of Amherst College’s strategic goals and mission. This process is also an opportunity to recognize accomplishments, highlight areas requiring improvement, and establish goals and development plans for the coming year.

Supervisors will be required to complete an annual review for each of their direct staff members.

What was new in 2022?

We streamlined the Annual Review by shifting the division head's check to be an optional step rather than required.

We introduced competencies into our Performance Management Process. There are eight Staff Core Competencies rather than the 25 Performance Factors from previous Performance Evaluations. Supervisors and staff members who are familiar with the 25 Performance Factors will see similarities in the Staff Core Competencies so though they may bring a slightly different emphasis, the concepts themselves are not new. Since we are using the Staff Core Competencies for the first time, and will therefore consider this cycle to be a pilot program. To familiarize yourself with these competencies, please visit the Staff Core Competencies webpage.

Please keep in mind the following:

• Although in 2022, the annual review will not be directly linked to compensation, participation is still required since the goal-setting included in this year’s annual review will drive the PMP process going forward and will provide the foundation for the annual review in 2023, which will again be linked to compensation.
• We will be actively seeking feedback on the Staff Core Competencies throughout the 2022 - 2023 PMP cycle.
• We will be utilizing Workday to complete the on-line performance management process, which provides an opportunity to review progress, modify and implement goals and celebrate accomplishments. 

Jump to...

• Mid-Year Check In
• Workshops
• Resources
  • SMART Goals
  • Performance Evaluation Discussions
  • Additional Resources
  • Workday How-To Guide for Annual Review

PMP Timeline

The 2022-2023 performance evaluation period is April 1st, 2022 to March 31st, 2023

• The Mid-Year Check in Period is Monday, November 14th, 2022 to Friday, January 27th, 2023
• The Annual Review Period is to be determined

Mid-Year Check In

Annual Review

Important Dates and Reminders

• The PMP is completed using Workday. To access evaluations from 2019 and before, please visit the previous online performance management system.
• Supervisors must complete an evaluation with an overall rating for employees who have completed or are expected to complete their probationary periods before June 30th of the current performance evaluation period.
• Employees who have completed six months of service, between January 1st and June 30th of the current evaluation period, and who have demonstrated acceptable performance will be eligible for a salary increase, if applicable.

The Performance Management Process (PMP) Mid-Year Check In provides an opportunity for supervisors/chairs and staff to have a conversation and review the goals created during the Annual Review. For staff new to their roles, and for those who did not complete the Annual Review the previous spring, the check in provides an opportunity to identify goals.

The Mid-Year Check In will be completed through Workday.  We encourage supervisors/chairs and staff to complete the review together.  Employees will receive a Workday inbox task to complete their Mid-Year Check In.  The Mid-Year Check In includes a short series of questions related to their goals.

The purpose of the check in meeting is to:

• review and acknowledge progress towards a goal
• review and acknowledge completion of a goal
• identify any goals that have not been fully achieved and develop a plan to complete them
• foster an open exchange and dialogue between supervisors and employees
• increase communication about the Performance Management Process Steps
• recognize and celebrate accomplishments!

To help support the Mid-Year Check in process, learning workshops will be provided for Staff and Supervisors/Department Chairs to prepare for a productive and engaging dialogue, and set SMART goals. If your department wants to explore additional resources, there are some excellent tips and references to online training videos available from LinkedIn Learning including the LinkedIn Learning Monthly Challenge: Feedback examines what feedback is at a conceptual level, how to give feedback to others, how to receive feedback and how to create action from feedback.

The purpose of these workshops is to offer support for staff and supervisors engaging in Mid-Year Check In conversations. The sessions address how to prepare for the conversation, how to bring forward and highlight accomplishments and discuss areas of opportunity, and discussing mutual goals from the perspective of either staff or supervisor.  These sessions are not intended to be overviews of the Workday process. For live support with Workday, please visit the Workday Live Help & Training Sessions page.

SMART Goals

SMART goal setting provides structure to the specific tasks, projects or ideas we want to accomplish.  It creates a path to accomplish objectives with clear milestones and action items that can be tracked and measured.  SMART goal setting also creates transparency throughout the process of creating goals, making sure that both supervisor/chair and staff member are clear on expectations and ways in which success in accomplishing a goal will be assessed.

The SMART acronym stands for:

Performance Evaluation Discussions

The performance evaluation discussions provide the opportunity for a two-way dialogue between supervisor and staff.

Remember, Workday is the tool, not the process. The dialogue between the staff member and supervisor is the most important part of this process. The dialogue should focus on the staff member’s strengths and contributions, areas for improvement, and development plans. The conversation occurs after the supervisor has submitted their evaluation and the staff member has had an opportunity to look at it. However, There are multiple points for possible conversation throughout the process, and supervisors and staff members should not feel limited to only one. 

For Staff Members

Confirm the date, time, and location of your Annual Review or Mid Year Check In conversation with your supervisor.

Log in to Workday and look over your Self Evaluation form from the year prior
Look at the questions on this years self evaluation form.

Consider your responses to each of the questions, for example, what you did well in the past year, progress towards your goals, areas of growth, etc…

Look over the competency areas and consider your current skill level in each and how you might continue to grow in them over the next year.

Complete the Self Evaluation/Reflection Form in Workday.

Once your supervisor completes their Manager Annual Review Form in Workday, look over their comments and use them to shape the conversation you will have with them.

After you and your supervisor meet and any adjustments have been made based off of the conversation you have together, acknowledge receipt of the completed annual review form in Workday. 

For Supervisors

Review the self evaluation/reflection from the staff member. Compare it to your own notes from meetings or other performance evaluation, and consider your reflection of the staff members performance from the past year including their accomplishments and potential areas for growth.

Reflect on the competency areas, considering successes and areas for growth, as well as on the goals they have proposed for the coming year, asking if they are aligned with your expectations and hopes for the staff member. 

After reviewing the employee evaluation/reflection form, complete the Manager Evaluation Form in Workday. Your comments should be a reflection of feedback you have given the staff member throughout the year, there should be no “surprises” when the staff member reads it.

After submitting the form and allowing the staff member time to review it, schedule a time with for a performance conversation, we recommend an hour. Ensure that there will be no distractions during the meeting.

In the meeting, reflect on the staff members self evaluation, adding where you saw them doing well, and where you see opportunities for future growth. Explain your hopes for their goals and growth along the competency areas for the next year. 

After the conversation, you are able to return to the form and edit it or add additional comments based on what was discussed. Once you have done so, the employee is able to confirm receipt and the process is complete.

Additional Resources

• Performance Management Process Rating Scale
• Job Descriptions
  
• PMP Tips and Skills LinkedIn Learning Collection
  • Tips and references to online training videos
• LinkedIn Learning Feedback Challenge
  • Examines what feedback is at a conceptual level, how to give feedback to others, how to receive feedback and how to create action from feedback