Leader Evaluation ManagerSM

Training

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You will navigate the application from left to right via the orange toolbar at the top Goal Entry

The Annual Evaluation page is where you will add individual goals from scratch and common goals from templates

Using the drop down arrow under “name”, you can view everyone who reports to you directly or indirectly if your organization is a hierarchal system and all other leaders in the organization if yours is a transparent system.

Using the drop down arrow under the “year ending”, you can view previous year’s information; ensure you enter goals into the correct fiscal year

Pillars are listed on your left side column individually; you can have multiple goals under a particular pillar by clicking “add goal”

You have four options for entering goals into your Annual Evaluation form:

Create Goal from Scratch Start Goal Wizard Create from a template Copy another goal

In the far-left column of the main Annual Evaluation page are the Pillars that your organization has chosen to define its goals.

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Next to each of these is a field where you must enter the individual goals for each Pillar. (Note: You may not necessarily have goals for every Pillar.) To enter a goal from scratch:

Click the “add goal” link under one of the goals, and a popup window will appear that includes the

options for adding a goal.

1: Entering a new goal from scratch In the popup window, click “Create Goal from Scratch.” This will produce a new popup window with the goal fields to be completed.

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Goal: Use this box to describe the goal.

How are results measured? Select the way in which this goal will be measured:

o As a whole number, such as a dollar amount or number of days; o As a numerator and denominator, or a fraction, which will calculate to a percentage. An example might

be a budgeted expense, where the actual amount spent would be the numerator (the top number in the fraction) and the budgeted amount would be the denominator (the bottom number in the fraction). This way, when you enter your results each month, the Leader Evaluation Manager will automatically calculate the percentage as well as the average; or

o As a numerator and denominator (raw calculation), or a fraction that will not be calculated to a percentage.

How are year-end results calculated? Select whether results will be calculated by average, last observation, highest, lowest, or a sum. What units are results measured in? Enter the units of measurement (dollars, number of patients, survey ratings, etc.). Number of places after the decimal allowed: Select the number of places after the decimal that you would like to be calculated for this goal.

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Define ranges corresponding to scores: Select whether higher scores or lower scores are considered better. Then enter the ranges that will relate to each score: Results that exceed the goal target should be assigned to the higher numbers, and results that fail to meet the goal target should be assigned to the lower numbers. For example, in the example above, the goal target is 75th percentile, which relates to a score of 3; therefore, anything above 75th percentile would exceed the goal, so those results relate to a score of 4 or 5. Results below the 75th percentile would not meet the target, so those related to a score of 1 or 2. Please be sure to only add numbers into these fields. Other characters such as % or $ will create an error. Which months are included in the scoring? Click the checkboxes next to the months that will be included in the scoring for this goal. Click the “Save” button at the bottom of the window when you are finished. When the popup window closes, the information you just entered will appear at the bottom of the list of goals for the Pillar you are working with. In the right column, select a percentage to indicate the weighted value of this goal (the weighted values for all of your goals should add up to 100 percent). Then click Save in the upper right hand of the page. The number in the far right column is your current score for this goal; this score is calculated automatically from the actual results entered in your Monthly Report Card. (The scores may be artificially low at certain parts of the year, depending on the timing of your goals.) This current score is multiplied by the weighted value to give you the current overall score for this goal. Below the last Pillar on the page, on the right hand side, you will see your Overall Performance Score thus far, which is calculated based on your current scores for each goal and their weighted values. 2: Entering a new goal using the Goal Wizard In the popup window, click “Start Goal Wizard.” This will start the LEM Goal Setting Wizard, which will guide you in creating a new goal.

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There are nine steps to creating a goal using the Wizard. Step 1: Use the fields provided to indicate:

o Whether the goal is to increase, decrease, or maintain something o What area of improvement is being addressed in this goal (turnover, patient satisfaction rates, etc.) o What the target goal is o How the goal will be measured

As you complete these fields, the information will appear in the “Description” box at the bottom of the window. This text can be edited once the fields are completed. Once you have completed these fields, click Next to continue. If you wish to complete the rest of the goal on your own, click Save & Finish.

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Step 2: Click the appropriate button to indicate whether the goal will be calculated using a whole number or a numerator and denominator (fraction). Click Next to continue.

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If you selected that to use a whole number, simply click Next to continue. If you chose a numerator and denominator, you must select whether those numbers will be calculated by the sum method or the lowest common multiplier method. Example of sum method: 2 + 3 + 1 + 6 = 12 6 5 3 10 24 The numerators are simply added together and then the denominators are added together. Example of lowest common denominator method: 2 + 3 + 1 + 6 = 10 + 18 + 10 + 18 = 56 = 1 15 6 5 3 10 30 30 30 30 30 16 These are added like typical fractions, where the lowest common denominator is identified and then the numerators multiplied accordingly. Click Next to continue. Step 3: Use the menu on this page to indicate whether the results should be calculated as:

• A straight average • The last month’s value • A sum of all of the months’ values • Annualized (monthly totals are averaged, then multiplied by 12) • The highest monthly value • The lowest monthly value

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Click Next to continue. Step 4: Use this field to enter the unit of measurement, such as dollars, a percentile, visits, minutes, etc.

Click Next to continue.

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Step 5: Use this menu to select the number of decimal places the calculation should include.

Click Next to continue. Step 6: Use the fields provided to relate ratings results to scores of 1 through 5.

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First, click the appropriate button to indicate whether high or low scores are better. For example, if the goal measures patient satisfaction scores, then high scores would be better; if the goal is measuring medication errors, low scores would be better. Then use the fields provided to indicate the results range that would earn each score. When you fill in the lowest number that would achieve each score, the highest number in that range will be filled in for you. Click Next to continue. Step 7: Use the menu provided to give a weighted value to the goal. More important goals should have higher weights, and the total of all the weighted values should be 100%.

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Click Next to continue. Step 8: Click the appropriate boxes to indicate which months should be included in the scoring. (In most cases, this will be all months.)

Click Next to continue.

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Step 9: If your goal is completed, click Finish.

When you return to the main Annual Evaluation page, the information you just entered will appear at

the bottom of the list of goals for the Pillar you are working with. Click Save at the upper right hand corner in order for all changes or additions to be saved.

3: Entering a new goal using the goal template In the popup window, click “Create Goal from Template.” This will produce a new popup window with the goal fields to be completed.

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Use the Goal Templates menu on the upper left to select a template. When you select one, the

information for that goal will appear in the fields provided. You can then edit the information as you wish to create a new goal. Click Save when you are finished.

When the popup window closes, the information you just entered will appear at the bottom of the list of

goals for the Pillar you are working with. 4: Copying a goal from another leader In the popup window, click “Copy Another Goal.” This will provide a new page where you can select a goal that was created by another leader, and copy it to your evaluation.

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Use the Department, Leader, and Year menus at the top to select the appropriate leader and timeframe

from which to choose a goal. The goals for that person and year will appear in the list below.

Under “Add to Evaluation,” check the boxes of the goals you wish to copy, then click Save. When you return to the main Annual Evaluation page, the information you just entered will appear at the bottom of the list of goals for the Pillar you are working with.

In the right column, select a percentage to indicate the weighted value of this goal (the weighted values

for all of your goals should add up to 100 percent). Click Save when finished.

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After adding goals, continue to your right, using the drop down box to decide the weight for each goal

individually

Orange number comes from your “monthly report card” – it is automatically brought over, automatically multiplied by your weight to give you your item score

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Scroll down to the bottom of the page to find your “overall score”. This is the number indicating your performance throughout the year as a leader, which lets you know whether you are on track to hit your goals.

The mini toolbar in the application allows you to Print, Save or Lock your Annual Evaluation.

Save and save often as the application is web based.

Lock Evaluation has 3 functions: o An agreement between leader and supervisor to ensure all goals, weights and metrics are

correct before the Annual Evaluation is locked for the year. After it is locked, you cannot make changes to your own application without your leader approval. Your direct boss can unlock your evaluation, or the administrator of the system.

o Ensures your pillar weighted values to make sure they equal 100%. o Your name is on a friendly reminder email list to remind you to lock your evaluation before the

due date.

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When you click print, you have several options for types of files: CSV, XML, TIFF, PDF, Web Archive or Excel.

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After your evaluation is entered, leaders should write 90 Day Action Plans.

Your pillars, yearly goals, and ratings are brought over from your “annual evaluation”

Type your 90 day goal and action steps into the white boxes. These are your tactics to ensure you are on the right track to achieving your goals. The 90 day plan serves as a plate manager in this regard.

“Manage up level” column indicates the 3 levels of communication you should have with your leader to

complete each step. The 90 day plan is a communication tool between leader and supervisor.

Once your 90 day plan is written, you can click “Mark Approved” signifying that you have a plan in place and you have approved the action steps with your boss. Results can be filled in as you execute each step.

The Monthly Report Card is the place you will enter your results as you receive them from your data

sources. You may not have a result every month – ex: employee satisfaction may come in once per year. If you do not have a score for that month, leave it blank.

Your results are then calculated in the “Summary” column and the overall score and individual 1-5

scores roll over onto the Annual Evaluation in orange bold.

If the boxes are grayed out on a particular metric for a goal, this means another leader in your organization is responsible for updating the results. Ex: Finance may update the budget numbers, HR may update turnover.

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Goal Entry1: Entering a new goal from scratch2: Entering a new goal using the Goal Wizard3: Entering a new goal using the goal template4: Copying a goal from another leader