All posts by Mary Stall

BF-BusinessSV(TrainDev)

Resources to Support Managers with ePerformance

ePerformance, SMU’s new online performance management system, located in my.SMU, is now available!  ePerformance supports ongoing collaboration in goal setting, communication, and feedback between managers and employees.

To help you get started, and to provide on-going support,  HR , OIT, and the OIT Training Team have prepared several resources to support you as you learn the process and the my.SMU system:

Print Training Guide
ManagerTraining Guide (pdf format)

Video Tutorial Guides:

  1. Introduction and Accessing Documents
  2. Creating Goals
  3. Mid-year Review
  4. Finalize Goals
  5. Annual Review-Self and Manager Evaluations
  6. Acknowledge Manager Evaluation-Close Out Current Performance Document
  7. Goal Setting Job Aid (pdf format)
  8. Additional Competencies (pdf format)

Drop in Computer Lab Time:
Stop by Fondren Computer lab and ask questions about the process and the system.  IT and HR will be available to walk you through the process and answer your questions.

Please let us know you plan to attend by enrolling in the desired session via my.SMU>Self Service>Learning and Development>Request Training Enrollment. to ensure there is a computer available for you.     Search for course name “ePerf Comp Lab”.

Sessions will be held in Fondren Library computer lab # 110 on the following dates and times:

  • Tuesday, May 23 from 9:00-11:30
  • Wednesday, May 31 from 3:00-5:00
  • June 15 from 10:00 – noon
  • July 14 from 10:00-noon
  • August 2 from 1:00-3:00

Additional sessions will be scheduled as needed.

In-Person Session:
HR staff are also available to come to your team meeting or retreat to provide an overview of the process and best practices for goal setting, feedback, and utilizing the system.  Email DevelopU@smu.edu for more information or to schedule a time.

Read about ePerformance in other blog posts:

ePerformance is Now Available in my.SMU

HR recently announced enhancements to the performance management process including the launch of SMU ePerformance, an electronic performance management system. The changes will support managers and team members in sharing feedback and progress on performance goals throughout the year.

Performance Documents for Your Team are Available

Performance Documents have been created within my.SMU and are available for you to access.

Employees have already been notified via an HR Headlines email and should be starting to enter goals in their personal Performance Document.

Managers may access these Performance Documents for their direct reports by navigating to my.SMU>Manager Self Service>Performance Documents>Current Documents.

From this location, a list of all employees reporting to the Manager is viewable.  Click on the appropriate person to access their individual Performance Document.

Please notify HR at smuhr@smu.edu should you have questions about your list of direct reports.

Revised Performance Management-Annual Performance Review Schedule

Earlier this year, Managers were notified of a revised Annual Performance Review schedule (email dated 2-14-17 from smuhr@smu.edu).  The Annual Review time-frame will move from the Spring to the Fall, in order to coincide with the annual budget period .   Performance Reviews were not mandatory during Spring 2016 due to the  revised timeline.   Performance Reviews completed in the my.SMU system will be required in the Fall 2017.

The current performance year started on September 15, 2016 and will end on September 14, 2017.  Annual reviews are to be completed within the system no later than December 15, 2017.  

Merit Information

Merit allocations provided to HR in Spring 2016 went into effect as of June 1,  2017.   Fall performance review information will inform merit allocations for a June 1, 2018 implementation.  Additional information will be shared regarding this in the Fall.

Start Using ePerformance to Track and Monitor Goals

Managers are encouraged to begin to work with their team to use the online system to document goals in preparation for the revised Annual Performance Review schedule.   Managing goal creation and tracking progress toward completion on regular intervals ensures that impactful conversations about occuring and that employees:

  • know what is expected of them
  • understand what success looks like
  • are communicating with their Manager regularly about the strategies they are using to achieve goals
  • understand behaviors (competencies) which will lead to success.

In addition to the above, another benefit of regular goal tracking within ePerformance is that the Annual Review will require less time and energy as documentation will already be entered, requiring only the completion of the evaluation step and the in-person conversation.

If you  have been using the interactive Word document (The Year Ahead form) the employee and the manager may simply copy and paste the information into the system and then continue to document progress within the online system.

Resources to Support You 

There are several resources to support you as you learn the new system.  In addition, you may schedule a session for your team where an HR representative will come review the process within my.SMU and best practices for goal setting.  Email us at DevelopU@smu.edu.

Note:  resource documents are located in SMU Box.  You will need to login with your SMU credentials to access these documents.  Video tutorials are located on YouTube.

Training Materials:

Professional Development:

Visit the Performance Management and the Performance Review webpages under Manager Resources on the SMU HR website for more information.

Questions?  Email us at smuhr@smu.edu or call 8-3311 and your call will be redirected to the appropriate person.

5 Languages of Appreciation in the Workplace

According to the Gallup Organization’s latest report the numbers for employee engagement have barely moved since they started tracking engagement numbers in 2000.

Engagement is defined as being involved in, enthusiastic about and committed to the employee’s work and workplace.  Gallup goes further to suggest the world is in a state of crisis with employee engagement and that in the United States, employee engagement is only at 32%!

The connection between engagement and appreciation

Employees need to know that the work they do is important and that it is appreciated by those around them.
Without a sense of feeling valued engagement decreases, negativity increases, and general apathy sets in.  You may have observed the resulting behaviors:

  • arriving late to work
  • calling in sick repeatedly
  • increased complaining
  • negative conversations with others
  • delivering less than stellar work
The Five Languages of Appreciation Training

Do you recognize these behaviors with your team or want to prevent them from getting there?

Contact HR about bringing the 5 Languages of Appreciation training to your team!

You will learn the 5 languages, how to deliver authentic appreciation, and ways to ensure that appreciation, when shared, hits the mark as intended, instead of falling short.

Email us at DevelopU@smu.edu or call Mary Stall directly at 8-2194.

Read the full engagement report:  The Worldwide Employee Engagement Crisis

CAPE Offers a Unique Opportunity for SMU Managers

SMU Continuing and Professional Education (CAPE) is offering limited spots in their upcoming Boss Boot Camp series to be hosted on the main SMU Campus at no charge for SMU Managers.

From the CAPE website:  Being a manager is more than managing budgets and doing performance reviews – it is also being able to effectively engage employees to work towards a common goal. Successful managers pull from a wide range of skills, including interpersonal communication, conflict resolution, budgeting and team-building. Whether you’re a brand-new supervisor or a more experienced manager, SMU’s Boss Boot Camp will give you the confidence, knowledge and skills you need to grow your management abilities and hone your soft skills in a low-risk environment. Upon successful completion of this eight-week program, you will receive the SMU Certificate of Supervision Best Practices.

To ensure we  are good partners with  CAPE and that the opportunity continues, you should commit to attending all sessions, completing any assigned work, and being an active participant in  conversations.

Learn more about the Boot Camp sessions and dates

Contact the CAPE office to commit – first come, first enrolled for available seats!  Email Karoline Staton at kestaton@smu.edu.

December 2016 Update on Exempt Employee Salary Threshholds

New federal overtime rules to raise salary threshold for exempt employees nationwide starting in December 2016

dolOn Thursday, Dec. 1, 2016, new federal overtime regulations will take effect under the U.S. Department of Labor’s Fair Labor Standards Act (FLSA) that apply to all U.S. employers, including SMU.

The FLSA classifies U.S. employees as either “exempt” or “non-exempt” from its regulations. As part of the new FLSA regulations, the salary threshold will increase to $47,476 annually, or $913 a week, for U.S. employees whose positions are classified as exempt from overtime.

In accordance with the FLSA, SMU will increase the salaries of exempt staff members who currently earn less than the new salary threshold to $47,476 annually, effective Dec. 1. The Department of Labor will update this salary threshold every three years, beginning in 2020.

Under the new regulations, SMU staff members whose positions currently are classified as exempt will maintain that classification, and they will continue to be paid a salary on a monthly basis.

SMU’s Department of Human Resources will contact staff members who are receiving a salary increase and their supervisors by email before Nov. 30 and will provide more information.

The new regulations do not affect SMU faculty members or non-exempt staff members. Non-exempt staff members are paid for hours worked at an established hourly rate on a biweekly basis and are paid overtime for hours worked in excess of 40 per workweek.

If you have questions about FLSA at SMU, please contact SMU’s Department of Human Resources.

University to Provide Update on Staff Compensation Study in January 2017

In March 2016 SMU launched a staff compensation study to ensure that the University’s job titles are aligned with the work that is performed by staff members. The study is being conducted by SMU’s Department of Human Resources and consultants from the firm AON Hewitt. The project is in the final stages, and an update will be provided in SMU Forum in January.

The study has included a review of job descriptions, organizational charts and other descriptive information in order to create a titling and leveling framework for staff positions across campus.

New federal overtime regulations and salary changes taking effect Thursday, Dec. 1, 2016 under the U.S. Department of Labor’s Fair Labor Standards Act (FLSA) are not related to or impacted by the SMU study.

Please contact the Department of Human Resources if you have questions.

Sharing Authentic Appreciation at Work

As a manager, do you make encouraging others part of your workday?

Do you understand the value of authentic appreciation in creating a supportive work environment?

Do you know when and how to share appreciation?

Read this recent article by Tim Brown in “A” Magazine titled “applauding employees good work – you can do it”  to learn some tips and best practices.

5LanguagesAnd if you answered “no” to above questions, a new language might help!

HR can support you.  Contact us about bringing the 5 Languages of Appreciation in the Workplace training to your team!

Email DevelopU@smu.edu or call Mary Stall at 8-2194 for more information.

 

HR to Launch New Recruitment Platform in September

Woman at computerSMU Human Resources is excited to announce the introduction of a new recruitment platform scheduled to go live in mid-September.

The Oracle cloud-based software, Taleo, was chosen to improve the recruiting process for all users – the hiring manager, applicant, and HR Business Partner.  SMU HR, in partnership with OIT, has been working to configure the new system which is expected to eliminate many paper forms and streamline processes.

Features and Updates for Hiring Managers

The Taleo system introduces many new tools and improvements for hiring managers recruiting for staff positions.

  • The ability to initiate the recruitment process, seek the appropriate approvals, and monitor progress of the recruitment via the online system and a manager dashboard.
  • Taleo will be integrated with four major job boards (CareerBuilder, LinkedIn, HigherEdJobs, and Monster) for faster advertising of posted positions.
  • The ability for the candidate to upload a cover letter or sample of work for your review.
  • A robust screening tool that will help hiring managers identify applicants who not only meet the minimum requirements but also preferred qualifications by using ACE (pre-screen) questions that every applicant will complete.
  • An evaluation tool that will enable hiring managers to capture feedback from interview committee members electronically. The tool will allow managers to view a summary and comments from interviewers within the system, and best of all – no forms to collect.
  • The Taleo system has been integrated with our new background check service, HireRight, to collect background check releases via a secure online portal versus using a paper form.
  • Human Resources will be building a library of messages that hiring managers can use to quickly communicate with an applicant about their status within the recruiting process.
Training for Hiring Managers

HR and OIT are working on training materials to help hiring managers learn the new platform. HR Business Partners will also work one-on-one with hiring managers to learn the new system as they have a recruitment need. More information about training resources will be made available in September.

Implementation Information

HR and OIT are targeting mid-September for implementation. HR may need to temporarily hold any new job postings for several days as the new system comes online. In most cases, hiring managers with jobs posted in our current e-Recruit system will complete their recruiting process in e-Recruit, however your HR Business Partner will be your best source of information as implementation approaches.

At this time, Taleo will only be used to manage the recruiting process for benefits-eligible staff.  Faculty should continue using their current processes for hiring faculty and adjunct professors.

Important Information for Managers Regarding Hiring Student Workers and Temporary Employees

As a manager, it is important to understand new and current processes in place so that you may communicate with you team and ensure you and  they are appropriately utilizing the resources available to them.

beautiful business woman and her team in an officeTwo recent posts by  HR provide updates on the hiring process for temporary employees and student workers as well as the use of the new ePAF process for these employee types.

Please review these posts and then ensure your team understands the new processes and is utilizing the appropriate forms.

Questions about the hiring packets may be directed to the HR Talent Management Team at RecruitU@smu.edu.

Questions about the new ePAF should be directed to Payroll at payroll@smu.edu.

Professional Development as a Tool to Connect With and Retain Your Employees

Professional development, when properly utilized, helps organizations attract and retain top talent, increase employee engagement and satisfaction, and boost innovation within the team.  When a manager supports and encourages professional development, employees are more likely to translate their knowledge into team success.

What can you do to ensure your employees are growing in the ways that support your team’s goals?

1. Make professional development part of your regular conversations

manageManagers should include professional development as part of their regular goal setting conversations to ensure any gaps in hard (the “what” they do) or soft skills (“how” they do it) are identified and managed before they become an issue.   Asking the employee to look for ways to close the gap (through workshops, readings, job shadowing, cross functional teams, etc..) encourages employee ownership of the learning.  Additionally assessing a team’s needs and having the team identify ways to fill the gap encourages employees supporting each other toward success.

2. Create opportunities for your employees to share and learn from others

team5People enjoy learning from others. Finding ways to allow those with expertise share their knowledge or skill with others fosters collaborative environments and strong connections. This can be as simple as bringing the team together to hear what a team member learned in a workshop or conference session or to discuss a book they just read.

3. Share your own experiences about your professional growth

team4Help your team understand how you got to your current role and where you hope to be in the future. Your team will learn that you value growth and development and, if you are candid, will be more likely to discuss their own concerns and take advantage of opportunities to get better.

Regular conversations about personal goals and professional development shows your employees that you care, that you support them, and that you encourage their personal success.

Professional Development resources available at SMU:

HR Professional Development Workshops: open to all employees, free of charge

HR Manager Lunch and Learn Series:  pop up sessions on topics that matter in the moment

SMU Manager Orientation Program:  open to all newly hired, current, and aspiring managers; also free of charge

Total Orientation Process for New Employees:  supporting new employees during their probationary period of employment

Tuition Benefits Program: available for regular benefits-eligible employees, their spouse, and dependents

IT Training:  open to all employees, free of charge

Lynda.com:  online learning offered via SMU OIT and available for all employees

SMU Continuing and Professional Education (CAPE):  offering an SMU employee discount.  Call or email for specifics.

SMU Cox Executive Education Professional Development: Friends and Family Discount of 50% off all Programs for Individuals, including  the Summer Business Institute.