Education and Business Technology Funding 2017

IT Governance Request for Proposals on Teaching & Learning and Business Technology

Web-based Performance Evaluation Portal

Primary Author: Maria Novelero
Proposal Status: 

Expand scope of Department of Medicine web-based performance evaluation portal to be available for use to all non-represented staff.
1.        Project Overview & Benefits:

Our people are our most important asset. Honest, open, and constructive self-reflection and feedback from employees and supervisors are essential to a productive and joyful workplace. Currently, our paper-based performance evaluation (PE) process is not optimal for various reasons, including the following:
administrative burden: manual generation of emails/reminders, scanning, e-filing
lack of standardized process and communications
lack of timely automated tracking system to encourage completion of PE
lack of central repository of PEs (some PEs go missing)
lack of easy access to historical PEs
employee, supervisor, and manager dissatisfaction and frustration with all the above
In order to ensure that UCSF remains a premier bay area employer, we must continue to improve the resources available to support the performance evaluation process.  Using a web-based system to support this process would improve timely compliance, consistency, and standardization. In addition, increased ease of completion would encourage and create more time for direct feedback and collaboration between staff and their supervisors.  The goal is for this initiative is to facilitate the collaboration between the employee and the supervisor, not to replace it. This has the potential for a significant impact on our employees  (including faculty supervisors) by reducing the administrative burden associated with our current paper process.  The Department of Medicine is currently piloting a homegrown PE Portal (in collaboration with HR and the Dean’s Office). This request would support the continuous improvement of this system and the effort to scale its availability to a much broader campus audience, if the pilot is successful. The first performance evaluation cycle utilizing the portal ends in March. An evaluation survey is included in the final step to collect feedback from users (employees, supervisors, managers, and HR). In addition to improved completion rates, the other measure of success is positive feedback from users on ease of use and effectiveness of the tool as a springboard to meaningful conversations between employees and supervisors.
Additional benefits over the previous paper-based process include:
automatic emails and reminders with standardized instructions
functionality to track each employee in the PE process
direct transmittal of a PDF version of the PE to the Human Resources (HR) department (no more scanning, emailing, and e-filing)
one central repository of PEs
access to historical PEs going forward
ability to analyze ratings and completion rates in a timely fashion
the ability to gather employees’ self-assessments in a systematic way as the first step to the PE process (an optional step that is bypassed by the system when employees choose to click “I decline to complete a self-assessment”)
2.        Leader & Innovator:                         

The development of a UCSF Performance Evaluation Portal would be an opportunity to reinforce the importance of communication between supervisors and staff. This would not only increase timely compliance but also employee engagement. In addition, the portal would ease the administrative burden for all involved including Human Resources, who would have a consistent way to receive and store finalized performance evaluations. 
The Department of Medicine’s PE Portal could be further developed to incorporate any of the following possible future innovations. It could:
be customized to support Career Tracks (e.g. designing a PE form based on competencies required for each job function, as opposed to the current generic PE)
be integrated with other HR systems
support more robust analytics (e.g. on-time compliance rate)
incorporate more sophisticated interventions to improve rating systems (e.g. enforcing normal distribution, weighting of performance factors, etc.)
be expanded to include represented staff
3.        Operational Needs:

This project would build on the efforts of the Department of Medicine and benefit from their initial pilot of this tool.  There is tremendous inconsistency in the PE tools utilized across campus and the methodologies for routing and submitting finalized PEs.  This would require involvement from key stakeholders, most particularly the HR Department, but would ultimately be a tremendous benefit to our institution. If successful, the Portal will have to be owned and managed by HR.
4.        Financial Impact:       

This project will generate cost savings by reducing administrative burden on the part of employees, supervisors, departmental tracking, and HR file retention. 
5.        Requirement with Governing Bodies:

While the web-based portal itself is not specifically required by any governing bodies, the annual performance evaluation is the basis for merit-based salary increases for staff. The portal is designed to better manage compliance related to completion and retention of performance evaluations. 
6.        Matching Funds:

While there is no additional source of matching funds for this project, the Department of Medicine has essentially supported the initial build and implementation of the portal.
7.        Funding for Ongoing Maintenance:

Currently, no source of funds for ongoing operations and maintenance of solutions have been identified.
8.    Proposed Budget:

A very tentative proposed budget is prepared for Years 1-3 (see attached spreadsheet).  We may not have captured all costs in the proposed budget. 

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