Orientation to the Performance Planning, Feedback and Development (PPFD) Process For Confidential Staff

The orientation will

j

Review the goals of the program and the importance to U of T Identify the Performance Planning, Feedback and Development (PPFD) Process Discuss the critical dates and responsibilities for the Reviewer
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Overview of Human Resources Management

Performance Expectations

Compensation

Coaching Feedback

Career Development and Succession Planning

Coaching Professional Development

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The PPFD Process and its Outcomes

Assessing Performance

Performance Expectations

Coaching: Feedback & Development

Positive work climate Competent staff members Recognition Professional development

Part A: Activity Report

j Key Accomplishments in relation to

expectation & goals j Other Accomplishments - Unplanned j Professional Development Undertaken Personally j Professional Development of Employees Supervised j Service to the University of Toronto
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Part B: Values and Competencies Summary

j Review core values and identify whether the j

j j

employee meets expectations or does not meet expectations Review the competencies that were identified as relevant to role/individual and if any were given more weight Review detailed definitions provided in Competencies Worksheet Appendix A Provide suggestions for development activities with the help of the Competency Development Guide Appendix B Indicate the performance rating of each relevant competencies

Competencies Worksheet Appendix A

j Quality of work j Job Knowledge j Problem solving j Plan and Organize j Initiative j Communication j Interpersonal/ Teamwork j Service Orientation j Supervision

Performance Categories
5 = Exceptional Performance 4 = Excellent Performance 3 = High Quality Performance 2 = Partially Achieving Performance Expectations 1 = Unsatisfactory Performance

Part C: Overall Performance Rating

j Provides a recommended job

performance rating j Provides a summary of accomplishments and competencies j Signatures and distribution

Conducting the Discussion

COACH

Observe performance Guide development Give feedback Document performance Create motivating climate

LEADER

COMMUNICATOR

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Part D: Activity Report: Planning for Next Review Period

Aligns j Individual efforts and the organizations priorities Includes j Objectives and special projects j Professional Development plan j Professional Development plan for any staff supervised
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Critical Dates Overview

By April 18 Reviewer requests annual Activity Report from P/M and Confidential staff members by April 18. Reviewer reviews the reports and reflects on feedback and coaching discussions that occurred with staff members throughout the review period. April 19 May 13 Reviewer completes the Competencies Worksheet and Summary identifying the effective or ineffective behaviours demonstrated during the review period and obtains additional feedback on performance if appropriate.

May 16

Reviewer submits the completed performance assessment with a recommended overall rating to the HR Office by May 16 for Divisional Review. Reviewers should not share recommended ratings with staff prior to the Divisional Review.

May 17 - 31

Divisional HR Offices facilitate Divisional Reviews. Approved Ratings are communicated to the Reviewer.

By July 21

Reviewer conducts face to face performance assessment discussions and confirms all ratings with P/M and Confidential staff members.

By August 31

A copy of the completed Performance Planning, Feedback and Development Form should be retained in the employee personnel file by the Reviewer and be provided to the staff member.

By August 31

The Reviewer should meet with each P/M and Confidential staff member to discuss and complete Part D: Planning for the Next Review Period.

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Human Resources Roles

j Provides stewardship j Provides support for the process, reference

tools, training and consultation j Facilitates Divisional Review j Retains copy to review the process for quality, consistency and training needs j HR Website http://www.hrandequity.utoronto.ca/groups/conf /performance.htm

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