_____________________________________________
From: Silver, Bev
Sent: Wednesday, August 31, 2005 4:38 PM
To: CP Supervisors 

Subject: 2005 PHS Staff Performance Appraisal AND Merit Awards Process
Importance: High

It's that time of year again.  Please read through the email from Lawrie below for instructions on the merit review process and note the dates for submitting increase recommendations and completed performance reviews.

Septmeber 28 HR instructions and spreadsheets distributed to supervisors
October 14  Project level merit recommendations due to Bev Silver*
October 21  Signed hard copy performance appraisals are due to program administrator**

*   If you are part of a project group, please submit your recommendations to your PI for approval, and the PI will forward them to Bev.
** A reminder that the signed performance evaluation must be provided to HR before a salary adjustment can be processed.

I encourage you to take this interim time to request self-appraisals from your staff to assist in your final appraisal reviews/meetings.  The self-appraisal and review forms can be found on the HR website.  Remember to start early and pace yourself!

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TO ALL PHS SUPERVISORS:

It's time to begin the annual performance appraisal and merit award process. See below for the PHS 2005 schedule and instructions.

Again this year, PHS will use a system designed to facilitate an accurate and efficient merit award process. A designated project administrator/representative will receive an Excel spreadsheet containing all relevant salary information. This representative is responsible for collecting the merit information, recording the recommended award on the spreadsheet and forwarding via email this Excel document to the Program Administrator.

Human Resources has agreed that email submission of merit awards by the project administrator/representative, the Program Administrator, and PHS Administration will constitute signoff and approval at each level, thus eliminating the need to complete a salary adjustment form or other hard-copy merit award documentation.

You will still need to submit signed, hard copies of performance evaluations to your Program Administrator by not later than Friday, October 21.

2005 PHS Staff Performance Appraisal and Merit Awards Schedule

Monday, August 27 - Friday, October 21 - Performance Review Period

This period is available to supervisors to complete the written performance appraisal and conduct review sessions with each employee. Supervisors are encouraged to request that the employee submit a self-appraisal and to integrate this self-appraisal into the annual feedback process. A variety of appraisal instruments are available at http://www.fhcrc.org/admin/hr/comp/perfapm.sht.  This page includes self-appraisal tools as well as several appraisal templates.

Completing performance appraisal meetings and reviews is an essential part of your supervisory role.  But the many other demands on your time may lead to this important task being postponed until the last minute.  We encourage you to start this task soon.  Appraisals completed between August 27 and October 21 will meet Human Resources’ annual performance appraisal requirement.

September - Human Resources Workshops

Human Resources will conduct performance appraisal preparation workshops for both managers and staff.  See upcoming issues of Center News for details.

September 28 - Instructions, Salary Ranges and Spreadsheet Distributed

The Human Resources Department provides each supervisor with the following (via the project administrator/representative): 1) instructions for completing the merit process, and 2) the 2005-2006 salary ranges.

Concurrently the project administrator/representative receives an Excel spreadsheet from the Program Administrator and forwards this information to the supervisors. This spreadsheet provides salary data as well as instructions for completing and returning the spreadsheet.

Friday, October 14 - Project Level Merit Awards Due

The project administrator/representative completes the Recommended Merit Award column of the Excel spreadsheet and returns it via e-mail attachment to the Program Administrator. Note: Please take particular care to accurately address this e-mail since the contents are confidential.  The recommended merit awards are reviewed by the Program Head. Adjustments may be made to individual awards to meet the Program’s target increase. 

Friday, October 21 - Program Merit Review/Adjustment Complete

Following Program Head review the Program Administrator forwards the recommended merit award spreadsheet to the Division Office. Adjustments may be made to individual awards to bring the overall division award average into alignment with the Center's target figure.

Friday, October 21 - Performance Appraisals Due

Signed performance appraisals are due to the Program Administrator by October 21.

Friday, October 28 - Executive Committee Merit Review/Adjustment

The PHS Executive Committee will meet to review the recommended merit awards and make any final adjustments.

Friday, October 28 - Division Merit Award Notification to Human Resources

PHS Division submits an electronic file containing the Division-wide merit award spreadsheet to Human Resources along with the signed performance appraisals. Note: Before Human Resources can process an individual’s merit salary adjustment, a formal written performance appraisal must be provided.

Friday, November 18 - Merit Award Notifications to Program Administrators

PHS Division Office formally notifies each Program Administrator regarding the outcome of the merit performance awards review. The Program Administrator forwards this information to the project administrator/representative.

Wednesday, November 30 - Merit Increases reflected in Paychecks

Merit awards effective November 1, 2005 are reflected on the staff’s November paychecks.

Please let Lawrie know if you have any questions about this process.  I will look forward to receiving these materials by the above deadlines.

Best wishes,

Lawrie

Lawrie Robertson (Mr.)
Division Administrator - Public Health Sciences Division
Fred Hutchinson Cancer Research Center
1100 Fairview Avenue North (M4-B814)
Box 19024
Seattle, Washington 98109-1024 USA
Phone: 206/667-4266   Fax: 206/667-7959
Email: lroberts@fhcrc.org