Human Resources Newsletter

September 2012

A woman in a yellow dress holding a notepad. The words

HR News for AU Faculty and Staff

 

Welcome

In this issue we have important information about changes to the 2013 Flexible Spending Accounts, upcoming AhealthyU events, and more details on the revamped Performance Management Program for staff as well as upcoming Professional Development courses. To go directly to an article, click on the Quick Link on the right.

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Get Fit with AhealthyU!

Start the academic year off right and take advantage of AhealthyU programming for faculty and staff.

Flu Shots Available at No Cost for AU Faculty, and Staff

Seasonal flu shots are now available at no cost to AU faculty and staff through the Student Health Center in partnership with AhealthyU. The 2012-2013 vaccine provides protection against H1N1 influenza and two other influenza viruses. Appointments must be made in advance and shots will be administered on a first-come, first-served basis within each 30-minute appointment slot. Please print and complete an influenza vaccination consent form and review the Vaccine information Statement prior to your appointment. Click for more details. You must bring your completed consent form with you. Click to schedule your appointment. (Note: If you have difficulty accessing the online appointment form, try synchronizing your password. Log on to my.american.edu, click Technology then click Synchronize Passwords under Personalized Links)

Yoga

Wear loose, comfortable clothing. Bring your own mat if possible. Some equipment will be on hand. RSVPs are preferred, but not required. Email AhealthyU@american.edu

Tuesdays

 12 – 12:45 p.m.

 Hughes Formal Lounge

Thursdays

 12 – 12:45 p.m.

 Dunblane 114, Tenley Campus

Farmers’ Market

It’s apple season on the Quad! Join us every Wednesday from 11 a.m. – 4 p.m. for local grown produce, artisan baked breads, and much more from Agora Farms.

Cooking Demonstrations with Chef Mary

Once you’ve visited the Farmers’ Market, take advantage of 45-minute healthy cooking workshops with Chef Mary from Bon Appetit. Get some ideas about what to do with your fresh produce! You can even taste the recipes as she makes them. Lunch provided. RSVP is requested for each workshop and demonstration. Click here for more information and to register.

Friday, October 12

 12:15-1 p.m.

 Farmers' Market Meal

MGC 6

Friday, November 16

 12:15-1 p.m.

 30-minute Meal

MGC 6

Questions? Email AhealthyU@american.edu or go to the AhealthyU website

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HR Newsletter Archives

Read past issues of the Human Resources Newsletter

How to Contact Us

Human Resources
(202) 885-2591
AU_HRnews@american.edu

PMP and AsuccessfulU Questions?

Do you have a question about the revamped PMP? Having trouble finding or logging in to set up your goals in AsuccessfulU? Email AsuccessfulU@american.edu and a member of the HR team will help you.

Flexible Spending Account 2013 Limit Change

The Medical Flexible Spending Account (FSA) offers AU faculty and staff a way to offset some of their health costs by setting aside pre-tax money. The Medical FSA covers deductibles, copays, prescriptions, and much more. Beginning in 2013, as a result of the Health Care Reform law, AU will cap the Medical Flexible Spending Account limit at $2,500. This will be a reduction from the current limit of $6,000.

The new limit applies to the medical FSA only. The change does not affect dependent care FSA accounts which are used for child and other dependent care expenses. The dependent care FSA limit will remain unchanged at $5,000.

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PMP Actions to Take by October 31

A revamped Performance Management Program (PMP) for staff is being introduced this fall, and will be phased in fully over the next few years. The improved PMP is the result of an effort to create a simpler, more transparent, and more job-relevant performance management program. The changes made to the PMP program are based on the feedback we received from AU staff, managers and administrators, and best practices in human resources.

Before October 31st, full-time staff members need to take the new online PMP training or attend a live briefing, set up goals in the new electronic PMP system, AsuccessfulU, and become familiar with the new competencies. Please see the table below for the live briefing schedule for October.  

Be sure to refer to the September 10th launch memo for more information including links to the portal on which other resources can be found. Also refer to prior editions of this newsletter, or to the frequently asked questions that follow. Email any questions you might have about the revamped PMP to AsuccessfulU@american.edu and a member of the HR team will help you.

Schedule of Revamped PMP Live Briefings

DATE DAY TIME LOCATION

Oct 3

Wednesday

9:30-11:30 a.m.

McDowell Formal Lounge

Oct 11

Thursday

1-3 p.m.

McDowell Formal Lounge

Oct 16

Tuesday

9:30-11:30 a.m.

McDowell Formal Lounge

Oct 16

Tuesday

1-3 p.m.

McDowell Formal Lounge

Oct 23

Tuesday

9:30-11:30 a.m.

McDowell Formal Lounge

Oct 23

Tuesday

1-3 p.m.

McDowell Formal Lounge

Oct 25

Thursday

9:30-11:30 a.m.

McDowell Formal Lounge

Oct 25

Thursday

1-3 p.m.

Butler Conference Room

Online Revamped PMP Briefing

You have the option to learn about the revamped PMP through an online briefing. Log into AsuccessfulU and click "Go to AsuccessfulU" to take the five online modules that comprise the online briefing.

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Revamped PMP Frequently Asked Questions

Below are the frequently asked questions and answers about the revamped Performance Management Program. If you have additional questions, please email AsuccessfulU@american.edu and a member of the HR team will help you.

General Questions
What has changed in the revamped PMP program for staff?

What do I need to do with the revamped PMP and when?

How does the online training work?

How do the live briefings work?

Are there any guides that I might use as I start to use the new system?

What is the performance cycle in the revamped PMP program?
Are there resources available in my department if I need help with the revamped PMP?

Using the New AsuccessfulU System

How do I log in?
How will the system work for people who do not have a dedicated computer or have limited access to a computer during their workday?
Can I access the system remotely or from home?
Where do I get help?
What happens when I time-out or have an error?
Where does the job-related information on my PMP come from?
Why am I getting e-mails from the system?
Where did ULearn go?

Goals

Where do I enter my goals?
What is the difference between a strategic goal and an individual accountability?
What is the Goal Library?
What is the SMART Goal Wizard and do I have to use it?
How can we link performance goals to strategic objectives?
What is goal linking in AsuccessfulU?
What are goal action steps and how do I use them?
How do I update my goals?
Once a goal is deleted, is there any record of it?
Can I add a goal after the goal setting deadline?
How does my manager know I entered my 2012-2013 goals?
What is the difference between a public goal and private goal?
What happens to my goals if I change managers or jobs?

Competencies
Where do I select my competencies?

When will I be rated on the new competencies?

For Managers
What is the dashboard view?
Can I assign the same goal to multiple employees?
How do I track an individual employee's progress?

Can my manager role be delegated temporarily or reassigned if I am away for a period of time?

What does a faculty member who manages full-time staff need to do?

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General Questions

What has changed in the revamped PMP program for staff?

Improvements have been made to the individual goal setting process that will allow staff to set goals that flow from their job functions as well as cascade from the strategic plan. The competencies and the overall rating of performance also have changed. The program will have an optional achievement planning component. All of these functions will be housed in a new system called AsuccessfulU, which replaced the Lotus Notes PMP database.

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What do I need to do with the revamped PMP and when?

Familiarize yourself with the program changes by taking either the new online training or attending a live briefing so that you can set up your PMP goals for AY 2012-2013 in the new system by October 31st. We also recommend that you review the new competencies and email any questions you might have to AsuccessfulU@american.edu.

Back to Revamped PMP Frequently Asked Questions

How does the online training work?

The online training is made up of five short modules that take approximately 60 minutes in total to complete. You can complete each at your own own pace. They are available 24/7. To access the five PMP training modules, click AsuccessfulU and then click “Go to AsuccessfulU.”

Back to Revamped PMP Frequently Asked Questions

How do the live briefings work?

The two-hour live briefings cover the same content as the online training. However, the briefings are longer because additional time is provided to allow for you to have your questions answered. Click AsuccessfulU, and then click “Go to AsuccessfulU” to sign up for a briefing.

Back to Revamped PMP Frequently Asked Questions

Are there any guides that I might use as I start to use the new system?

Yes, step-by-step procedures have been developed for using the new electronic system. Click AsuccessfulU to view the User Guides located at the bottom of the page.

Back to Revamped PMP Frequently Asked Questions

What is the performance cycle in the revamped PMP program?

The timeline for the PMP cycle remains the same. Goal setting occurs August through September. Mid-year discussions occur in February and year-end appraisals are held June through July. For the first year of the revamped program, staff will have until October 31 to set their goals to give them time to learn about the changes and the new AsuccessfulU system.

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Are there resources available in my department if I need help with the revamped PMP?

At least one trained “super user” has been designated for each university department to serve as resource people to staff and faculty administrators. They have received specialized training on the new electronic PMP system, AsuccessfulU. Click here to find your department's PMP resource person.

Back to Revamped PMP Frequently Asked Questions

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Using the New AsuccessfulU System

How do I log in?

Log into the portal (myau.american.edu). Click the Work@AU drop down and Select AsuccessfulU. Click on the "Go to AsuccessfulU" button in the center of the page.

Back to Revamped PMP Frequently Asked Questions

How will the system work for people who do not have a dedicated computer or have limited access to a computer during their workday?

Managers have access to their direct reports forms and are able to place goals on their staff goal plans or assign their goals to them.

Back to Revamped PMP Frequently Asked Questions

Can I access the system remotely or from home?

Yes, login to the myAU.american.edu portal to access AsuccessfulU. Click the Work@AU drop down and Select AsuccessfulU. Click on the "Go to AsuccessfulU" button in the center of the page.

Back to Revamped PMP Frequently Asked Questions

Where do I get help?

Contact AsuccessfulU@american.edu for PMP or AsuccessfulU questions.

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What happens when I time-out or have an error?

If you are logged onto the system, you will time-out after 30 minutes of inactivity. You will be re-directed to log back into the portal.

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Where does the job-related information on my PMP come from?

The information you see in AsuccessfulU is transferred directly from Colleague, the university’s enterprise system. All updates or changes must appear in Colleague before they will be reflected in AsuccessfulU. For questions concerning employee information, contact AsuccessfulU@american.edu.

Back to Revamped PMP Frequently Asked Questions

Why am I getting e-mails from the system?

Email notifications are sent from AsuccessfulU to alert individuals that changes have been made on their goal plans or that deadlines are approaching.

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Where did ULearn go?

ULearn is now accessible via the AsuccessfulU portal page. Select the drop down next to Home on the top left and select “Learning” (ULearn).

Back to Revamped PMP Frequently Asked Questions

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Goals

Where do I enter my goals?

Log onto AsuccessfulU and select the link "Create your individual goals for 2012-2013" in the center of the page. Several options exist for setting goals including creating a custom goal, using the goal wizard or goal library. Please refer to the users guide on goal setting for more information.

Back to Revamped PMP Frequently Asked Questions

What is the difference between a strategic goal and an individual accountability?

A strategic goal is derived from one or more of AU's strategic or enabling goals. An individual accountability is a goal derived primarily from your job description. Most staff will have both types of goals on their goal plan.

Back to Revamped PMP Frequently Asked Questions

What is the Goal Library?

The Goal Library contains pre-written goals that may be applicable to your job. Goal language can be selected and modified to create your goal. Over time, the goal library will grow as departments work with HR to have goals added to it.

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What is the SMART Goal Wizard and do I have to use it?

The Goal Wizard is an optional feature that walks you through the steps to create a SMART goal.

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How can we link performance goals to strategic objectives?

When you create a goal, you have the option to select one of the strategic goals and/or enabling goals from the Strategic Plan that your goal supports.

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What is goal linking in AsuccessfulU?

AsuccessfulU has a couple different options for aligning your personal goals with the university’s goals. They include linking a your goal to that of our manager or direct report's plan. You also may select the strategic or enabling goal that your goal supports, as described above.

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What are goal action steps and how do I use them?

The action steps are optional fields that you can use to break down your goals into smaller steps. You can update or modify these steps at any time.  

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How do I update my goals?

Goals can be updated by clicking on the Edit icon to the right of the goal. Your goal plan can be accessed and modified at any time during the performance year.

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Once a goal is deleted, is there any record of it?

No, it is removed from the record.

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Can I add a goal after the goal setting deadline?

Yes, goal plans are open during the entire performance year.

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How does my manager know I entered my 2012-2013 goals?

A manager has access all their direct reports’ goals from their reports and dashboard views.  

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What is the difference between a public goal and private goal?

A private goal is visible to you and your manager only. A public goal is visible to your reporting chain above and one level below you.

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What happens to my goals if I change managers or jobs?

The new reporting relationship will be reflected in AsuccessfulU when it has been updated in Colleague. Your goals will still appear on your Goals page. You will want to collaborate with your new manager to update your goal page to reflect your new responsibilities.

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Competencies

Where do I select my competencies?

A new set of competencies will be used in the PMP and include two core competencies for all staff regardless of position and level, and six to seven others that are based on the level of one’s position. Unlike the previous PMP’s staff competencies, in which individuals chose which competencies applied to them, in the new performance management program, competencies will be assigned. Click Performance Management Staff Competencies to review the new competencies and learn which apply to your position.

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When will I be rated on the new competencies?

The university wants to ensure that staff are successful in meeting any challenges the new competencies may present. This is true particularly for managers of people who will be evaluated on their people management and leadership skills. Staff will be rated against two core competencies in July 2013, the rating of the job competencies will be delayed until July 2014. In the first year of the program, staff will be asked to conduct a skill assessment against the new job competencies during the mid-year discussion (February 2013). This assessment will include the individual’s view of their current skill level as well as that of their manager. From this, staff will be asked to develop one or two development goals for those competencies where the need for skill improvement is indicated. Those plans will span the period February 2013 through July 2014, or the first time staff will be rated against the job competencies.

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For Managers

What is the dashboard view?

The dashboard view in AsuccessfulU gives managers an overview of the status of their staff's goals and performance information.

Back to Revamped PMP Frequently Asked Questions

Can I assign the same goal to multiple employees?

Yes, managers can use the “Assign Selected” button at the top left of the Goals page to select one of their goals and assign it to multiple direct reports.

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How do I track an individual employee's progress?

Managers can view the goals of each of their direct reports by clicking on the spyglass icon next to their names at the top of their own goal page.

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Can my manager role be delegated temporarily or reassigned if I am away for a period of time?

Yes, contact AsuccessfulU@american.edu to request temporary access to perform functions for someone on leave or to establish access for administrative oversight of PMP for your department.

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What does a faculty member who manages full-time staff need to do?

Faculty who manage full-time staff will need to attend a live briefing or take the online training. They will need to access AsuccessfulU to view performance information for their direct reports, oversee the goal setting process, complete performance reviews, and make compensation recommendations for staff who report up to them.

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October Professional Development Schedule

October is a great month to take advantage of AU’s professional development courses including leadership and customer service classes. To register, log into AsuccessfulU and click "Go to AsuccessfulU." Click “Home” and select “Learning” to see your personal profile. Browse, register for courses, and view your learning plan and history.

For detailed information regarding the courses below, consult your Professional Development and Wellness Education catalog

October Schedule

DATE

TIME

COURSE

LOCATION

Oct 8

9 a.m.-5 p.m.

Management Essentials

MGC 245

Oct 10

1-5 p.m.

Political Savvy

MGC 245

Oct 11

1-5 p.m.

Critical Thinking for Peak Performance

MGC 200

Oct 15

1-3 p.m

Preventing Harassment, Promoting Respect

MGC 247

Oct 17

9 a.m.-5 p.m.

ServicePlus

Butler Conf. Room

Oct 22

9 a.m.-1 p.m.

Delegating for Results

MGC 245

Oct 24

9 a.m.-5 p.m.

Introduction to Project Management

MGC 247

Oct 30

1-5 p.m

Coaching for Success

MGC 247


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Calendar of Events

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For event details and a full list of all upcoming events, see the University Events Calendar.

For a listing of upcoming events for AU alumni, please visit the Alumni Events Calendar.