Performance Management

Fostering Growth and Success

Performance management is about successfully accomplishing work expectations. It’s about achieving expected outcomes and results in our jobs. Auburn University has been steadily improving performance management, and there is more to come!

The Performance Management Process was introduced in 2018-19 to ensure that AU employees and their supervisors work together to reach organizational goals as well as experience increased engagement and productivity. The four phases that make up Auburn’s Performance Management Process are Planning, Coaching and Feedback, Planned Check-ins and the Year-End Review.

To learn more about Auburn’s Performance Management Process, watch our QuickDive on the Performance Management Process or check out our Best Practices in Performance Management.

dates


Dates and Information

At Auburn University, the performance year begins June 1 and ends May 31. Each phase of the Performance Management Process should take place during specified dates throughout the year.

  • Planning: June 1- Aug. 31

  • Coaching and Feedback: year-round

  • Planned Check-in: Nov. 1-Jan. 31

  • Year-End Review: March 1-May 31

All regular full-time and part-time employees with a full-time equivalent (FTE) of .5 or greater, with the exception of some recent hires, should receive a face-to-face performance review meeting with their supervisor.

The 2021-22 due date for supervisors/managers to submit performance reviews will be June 30, 2022.

new


Our New System

On July 1, Auburn University Human Resources will add the Performance Management System to the PeopleAdmin SelectSuite 7 (PA7PM). This new system will give employees and supervisors the ability to create an individualized plan for the performance year, adjust the plan as the year progresses and streamline the annual review process. 

  • No paper and spell check

  • WalkMe, an interactive online guide that will literally walk you through each step of the performance year

  • A new place for coaching and feedback, providing more opportunities for conversation

  • Increased accountability for both employees and supervisors

  • Automatic notifications via email when you have open tasks to complete
  • Auburn’s Performance Management Process. We have the same format for the Planning, Check-in, and Year-End Review phases. The Coaching and Feedback phase is still important as well!

  • The five-point rating scale for rating job expectations, goals, and previously identified development needs:

    • 5) “Exemplary”

    • 4) “Exceeds Expectations”

    • 3) “Meets Expectations”

    • 2) “Marginal”

    • 1) “Unacceptable”

  • Observed behaviors still matter.

    • Position responsibilities and supporting duties are important in establishing performance expectations and reviews. But it’s not just meeting the expectations of a job. It’s about how the job is performed. Behaviors matter.

    • For more information on AU’s Observed Behaviors, go to aub.ie/observedbehaviors and watch the QuickDive on Observed Behaviors.

  • Emphasis on development for the upcoming year.

  • On July 1, the system will be available to start the 2021-22 Performance Management Process, beginning with the Planning phase.

  • For resources and training opportunities, see the “How do I use the new system?” section below.

planning


Planning Phase 

During the summer months (July 1-Aug. 31), it’s time for supervisors and employees to begin planning for the 2021-22 performance year. Planning is one of the most important phases of any performance management process. The outcomes of the Planning phase set the tone and pace for an employee’s performance for the entire year. Employees need to know, with clarity, what is expected of them. It is the supervisor’s job to clearly communicate those expectations.

For the 2021-22 Planning phase, we will be utilizing the new performance management system.

How do I use the new system?

The following resources are available to help you begin this year’s performance reviews.

  • Interactive video tutorial for Steps 1-5

  • User guide for Steps 1-5

  • WalkMe download and instructions at aub.ie/walkme 

  • PA100: PeopleAdmin Performance Management Module training webinar on Steps 1-5 (Sign up through Fast-Train)

    • Monday, July 12, 2-4 p.m.

    • Friday, July 16, 9-11 a.m.

    • Monday, July 19, 9-11 a.m.

    • Monday, July 26, 2-4 p.m.

    • Friday, July 30, 9-11 a.m.

faqs


FAQs
On July 1, Auburn University Human Resources added Performance Management to the PeopleAdmin 7 talent management system. This new system should be used for all phases of performance management at Auburn for all regular, full-time, non-faculty positions and part-time positions with an FTE of .5 or greater.
  • While it is a supervisor’s responsibility to create Performance Plans for their employees, receiving input from employees on what they do day-to-day as well as what they think some goals for their positions might be is a great way to start planning for the performance year. The Employee Input Document will be used for that purpose during both the Planning and Planned Check-In phases of performance management.

  • Employees will use the Employee Input Document’s (PDF documents) planning section to consider their role within the department, their position responsibilities & supporting duties, current projects and development opportunities for the coming performance year.

  • Once the EID is completely filled out, employees can upload the document to the system using the Performance Updates tab.

  • Pay can grow within a job through merit increases. Merit increases are awarded in October and are based upon the rating received on the annual performance appraisal. All pay decisions are subject to the availability of current and continued funding.

  • Information on upcoming merit increases is forthcoming and will generally be available in the fall.

  • To log in to the new System, navigate to the AU Access login page.

  • Scroll to the bottom and click on the PeopleAdmin option under Employee Tools. For more guidance, utilize our user guide.

  • First, download the WalkMe extension. This tool will guide you through each step of the performance process in the new system.

  • Auburn University Human Resources has created a resource page to help guide internal users through the process of learning about and using Auburn University PeopleAdmin systems. 

If a supervisor requests that you complete step 3 in the new system, but a one-on-one planning meeting did not take place, reach out to your supervisor and request a meeting.
By choosing “Not Acknowledge” in the new system, you are confirming that a one-on-one meeting took place, but you do not accept the evaluation. You have the opportunity to submit comments to your supervisor in the new system.

training


Training Opportunities
  • MG500E, Introduction to Performance Management at Auburn University: This training, for employees, supervisors and managers covers the benefits of having a systematic performance management process, identifies those involved in the performance management process and describes the new five-point rating scale.

  • MG505E, Performance Management Fundamentals for Employees: The Performance Management Process is a continuous cycle that involves Planning, Coaching and Feedback, Planned Check-ins and the Year-End Review. This training is a detailed description of the entire Performance Management Process, how it relates to employees and how employees can best prepare for their Year-End Review. (MG500E is a prerequisite to this course.)

  • MG510E, Performance Management Fundamentals for Supervisors: The Performance Management Process is a continuous cycle that involves Planning, Coaching and Feedback, Planned Check-ins and the Year-End Review. This training is a detailed description of the entire Performance Management Process and how it relates to supervisor/employee relationships as well as the Performance Review Form and how to use it. (MG500E is a prerequisite to this course.)

Visit the QuickDives website for links to the following videos:

  • The Importance of Performance Management

  • The Performance Management Process

  • Planning in Performance Management

  • Planned Check-In Phase of Performance Management

  • Coaching and Feedback

  • Observed Behaviors

  • Preparing for the Year-End Review

  • Bias in Performance Reviews

  • Performance Ratings and Baseball

  • What Rating Does Kate Deserve?

  • Conducting a Year-End Review

  • Steps 1-5 Interactive Video Tutorial on the new system

PA100: PeopleAdmin Performance Management Module training webinar on Steps 1-5 (Sign up through Fast-Train.)

  • Monday, July 12, 2-4 p.m.

  • Friday, July 16, 9-11 a.m.

  • Monday, July 19, 9-11 a.m.

  • Tuesday, July 27, 2-4 p.m.

  • Friday, July 30, 9-11 a.m.

documents


Documents and Websites
Document or Website Description

Employee Input Document (EID)

Academic Advisor EID

EID Sample

While it is a supervisor’s responsibility to create Performance Plans for their employees, receiving input from employees on what they do day-to-day as well as what they think some goals for their positions might be is a great way to start planning for the performance year. The Employee Input Document will be used for that purpose during both the Planning and Planned Check-In phases of performance management. 

Employees will use the Employee Input Document planning section to consider their role within the department, their position responsibilities & supporting duties, current projects and development opportunities for the coming performance year.

Best Practices in Performance Management 

This PDF features a collection of articles regarding performance management at Auburn University.

Observed Behaviors

A website that features a tool where supervisors can easily choose to cut and paste from a list of behaviors. These behaviors not only have definitions, but also have examples of what supervisors would observe as contributing to the success, or lack thereof, of the employee achieving the expected outcomes established for the performance period.

PeopleAdmin 7 Performance Management System User Guide

Auburn University Human Resources created this page to help guide internal users through the process of learning about and using Auburn University’s performance management system.

QuickDives

QuickDives are agile video resources for professional development. This website features short videos which have been provided for employees and supervisors to access knowledge when they need it and apply what they learn immediately.

WalkMe Extension Download

WalkMe provides you with real-time, step-by-step guidance directly in the new system whenever you need it. WalkMe allows you to easily obtain self-service help, enabling you to complete many of the Performance Management process steps without confusion or errors. Check out this brief video to see how WalkMe works in conjunction with the new system.

 

Last updated: 07/19/2021