Performance Effectiveness Management System (PEMS)
Definition:
The Performance Effectiveness Management System (PEMS) at the University of Arizona Libraries and Center for Creative Photography is a coordinated approach to planning, performance measurement and accountability. PEMS aligns strategic planning, team planning, individual planning and performance management in one annual cycle of activities with a focus on customers and the future. The goal of PEMS is to increase the potential for achievement of strategic goals and is designed to provide for multiple opportunities for peer support and feedback that can contribute to organizational and individual learning.
How It Works:
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Team Responsibilities:
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Each team develops a Team Strategic Framework or plan for what it aims to accomplish over the next 3-5 years. The Framework outlines the Mission Critical Processes and Quality Standards for which the team is responsible. This Framework is used to determine the priority work assignments of the team members for the year. The Framework also identifies what Future Competencies the team anticipates needing to meet customer requirements in the future. These Competencies Lists are used to plan methods for gaining the competencies and are used by individuals to write learning goals. The team provides updated Progress Reports to all staff throughout the year at least semi-annually. Cabinet and other Library staff give feedback, recognize progress and help the team solve problems and reduce barriers to success. The Team Strategic Framework is reviewed and updated annually.
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Individual Responsibilities:
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Once the annual Team Strategic Framework or plan is in place, individual members develop annual Individual Performance and Learning Goals which, if accomplished, will enable the team to be successful with customers in the 3-5 year timeframe.
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Individual progress reports on Individual Performance and Learning Goals are sent to the team, team leader and to 3-4 selected peers for review and feedback at least twice during the year in Developmental Review meetings.
- Annually, a summary self-assessment of progress that includes peer feedback is sent to the team leader.
- Team Leader Responsibilities:
- As Individual Performance and Learning Goals are developed, team leaders are responsible for ensuring that each individual has an acceptable Goals Document, monitors progress in self-reports and feedback given by peers after each developmental review, and performs a final Performance Evaluation for the year.
Each individual's annual summary self-assessment is used along with the team leader's own appraisal of the individual’s performance to conduct the annual Performance Evaluation for each team member.
- For Classified and Non-Ranked, Appointed employees, the team leader appraises individuals as ‘Satisfactory’ or ‘Unsatisfactory’ and provides comments that support the ratings. A rating of 'Satisfactory' is necessary for achieving eligibility for merit raises and general adjustments (see Compensation/Raises).
- For Faculty, the team leader reviews a set of individual's materials are well as recommendations made by the appropriate committee, and makes a ranking of either: 'Meritorious,' 'Satisfactory,' 'Satisfactory/Needs Improvement,' or 'Unsatisfactory.' A rating of 'Satisfactory' is necessary for achieving eligibility for general adjustments and a rating of 'Meritorious' is necessary for achieving eligibility for merit raises (see Compensation/Raises).
- The original, signed Performance Evaluation is sent to the Library Operations Resource Management Team (LORM) who forwards it to UA Human Resources and retains a copy on file.
- As Individual Performance and Learning Goals are developed, team leaders are responsible for ensuring that each individual has an acceptable Goals Document, monitors progress in self-reports and feedback given by peers after each developmental review, and performs a final Performance Evaluation for the year.
Guidelines and Best Practices:
Outline & Definitions of the PEMS: Team Strategic Framework and Goal Setting Processes (3/26/10)
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Calendar for PEMS which maps Library, Team and Individual Elements of the System (03/31/10)
- Guidelines (Procedure) for Setting Individual Perf. and Learning Goals (08/01/07)
- Guidelines for Group Developmental Reviews (04/30/07; 05/04/07)
GA Performance Management
- Graduate Assistant Work-Related Policies (8-3-12)
- GA Performance Management Training Document (8/14/12)
- GA Performance and Renewal Evaluation Process (12/3/12)
- GA Evaluation Form (8/14/12)
Policies:
Forms:
- Performance Evaluation Form, Library Faculty (5/20/10)
- Performance Evaluation Form - Satisfactory (5/20/10)
- Performance Evaluation Form - Unsatisfactory (5/20/10)
- Template for Creating a SMART Performance or Learning Goal (04/30/07)
- Template for Individual Progress Report to Peer Reviewers & Team Leaders (04/30/07)
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