Countdown to PCD due date

Reminder: FY08 PCD Checklists are due in Human Resources by June 1, 2008.

Now is the time to hold Performance Communication and Development (PCD) conversations with each of your employees. The PCD process summarizes the employee’s performance over the entire year. This year’s rating period is June 1, 2007 through May 1, 2008. If an employee is new to your department, the rating period should begin on the date the employee joined your team.

Attend Training
Although there are no significant changes this year, we do encourage anyone responsible for completing a PCD for another employee to attend a PCD review session. One hour sessions are available as scheduled classes with on-line registration at http://uh.edu/hr/training/hrtraining.htm, or on-site sessions for departments as needed.

Gather Information
Before you meet with the employee, prepare for the PCD conversation by gathering facts from last year’s PCD, and records of formal and informal meetings with your employees throughout the year. Notes of accomplishments and corrective actions throughout the year are also useful sources of information. You can also ask your employee to submit things they are proud of, such as goals met, software or skills learned, or initiative shown.

Schedule Meetings
Next, schedule a meeting with each employee allowing for at least one hour of uninterrupted time to talk and listen. Plan ahead for vacations and other scheduled leaves. If you have many employees to meet with, distribute the meetings over the next few weeks to reduce your stress level.

Rate Performance
Review each employee’s performance, work behaviors and progress toward goals based on the information collected. Be specific and use examples to discuss the employee’s strengths and opportunities for improvement. Set new goals and measure ongoing goals. Encourage performance improvement and reinforce effective performance. Identify training and development opportunities.

Meet with Employees
During the meeting, discuss specific, attainable goals/objectives for the next year, and consider the employee’s aspirations. Stay on track by following the selected PCD form.
• Practice good listening skills; don’t do all of the talking
• Treat employees with respect; criticize particular incidents not the person
• Place the emphasis on problem solving

Complete Forms
Throughout the year, supervisors and employees communicate using the selected forms for guidance. The final meeting at the end of the year summarizes the performance for the year and documents the process using the PCD Checklist.

Submit Forms
Ensure the PCD Checklist and all appropriate forms are signed by the employee, supervisor and reviewing official. Submit the checklist and attachments to Human Resources by June 1, 2008.

For more information please contact Sara Chelette at (713) 743-5769 or via email at SChelette@UH.edu or your HR Manager. Please visit the HR website for more information and to download the PCD forms.

General Accounting

HUB VENDOR OF THE MONTH

WHO:
C.C. Creations
President and CEO: Ken Lawson
University of Houston Sales Representative: Adriana Saucedo
Independently owned company for 25 years.

WHAT:
C.C. Creations is an imprint manufacturing company specializing in many aspects of decorated apparel, headwear, promotional products, signs, banners, trophies, and awards.

Customer Base: Texas A&M University, Houston Baptist University, Rice University, Southern Methodist University, Pat Green, Kevin Fowler Band, Schliterbahn, Johnny Carinos, Freebirds, Walgreens Retail Stores, Texas Instruments, etc.

HOW:
Quotes can be placed:
Online www.CCCreationsUSA.com
By phone; 832.723.2716, 1.800.324.1268 ext. 720
Contact Adriana Saucedo at 832.723.2716 for additional information or a catalog

ONE THING ABOUT OUR COMPANY THAT WE WOULD LIKE UH TO KNOW:
As the company tag line states, “Building Better Relationships” is the number one goal at C.C. Creations. The focus is on long-term relationships and setting service standards that are not easily matched. It is the WIT mentality that each employee at C.C. Creations must adhere to…Whatever It Takes to get the job done right!

INTERESTING FACT ABOUT THE COMPANY:
C.C. Creations has several years of experience working with public universities around Texas and has developed special procedures to facilitate the ordering process for university departments and student organizations.

C.C. Creations excels past the competition for many reasons. Quality products, short lead times, state of the art graphics, competitive pricing, diversified product lines, and stellar customer service are all a part of the C.C. Creations package that separates the company from its competitors.

Quality Products
C.C. Creations prides itself in manufacturing a quality product. Many processes have been put in place to make sure that each item upholds our quality standard.

Short Lead Times
C.C. Creations operates state of the art equipment that enables quick production timeframes through more efficient production processes. Normal production time frames are 10 working days. Rush orders and special circumstances that require shorter time frames are available and addressed on case-by-case basis.

State of the Art Graphics
C.C. Creations has one of the top custom art departments in the industry. State of the art graphics, updated fashion layouts, and a good sense of market appeal are what set the company apart from most competitors. The artist can refer to a design idea provided by the customer or design a completely original piece of artwork. In addition, C.C. Creations has an in-house embroidery digitizing and layout department.

For further information on this or other HUB vendors contact the University of Houston HUB Operations Department:

Sandra G. Webb – (713) 743-5662
E-mail: sgwebb@central.uh.edu

Please be sure to check out Vendor Special Offers by visiting the HUB Home Page by clicking here!



Accounts Payable Training

Accounts Payable will provide the following auditorium training session:

Course Name: AP Auditorium Training
Course #: PSF042
Date: May 20, 2008
Time: 9:00AM – 11:00AM
Location: 160 Melcher Hall
Topics: AP procedure review – we will discuss AP issues including P-Cards, Travel Cards, and Purchase/Travel Voucher processing. 

P-Card/Travel Card business contacts, voucher creators and approvers, and department employees who wish to learn more about Accounts Payable are encouraged to attend. Please distribute this information to your departments. AP will also send this e-mail to the P-Card/Travel Card business contacts and the Finance Listserv.


Registration Information
Please register for this training session via PASS. Log into PASS at: https://my.uh.edu/

Registration instructions can be found at http://www.uh.edu/hr/passhelp/trainingenrollment.htm. Additional information regarding this training session can be found at the online Finance Instructor Led Training Calendar.


If you have any questions regarding the registration process, please call the Customer Service Center at 713-743-3988.

Frequently Asked Questions

How is HelmsBriscoe paid?

Payment for HB services is in the form of commission that is paid to us directly by hotels, resorts and cruise lines. There is NO COST TO PLANNERS to utilize our services.

Does it cost any more to utilize your services than if I go direct?

Hotels are more interested in getting your business than they are concerned about paying a commission to our company. These properties know they are competing against each other for your business and, therefore, provide us the best rates and discounts without regard to any commissions.

Can I use your services and still search for hotels myself?

If you are using our services, it is in your best interest to let us make the initial contact with any properties under consideration. From that point on, you should feel comfortable contacting any of these hotels whenever you like. Before we begin the search, you should tell us about any properties that have already been contacted.

Do I need to have HB under contract or on a retainer?

No. Our services are free of charge to you.

Can I contact you whenever I have a meeting to schedule – even on short notice?

Absolutely!!!

What differentiates HB from meeting planners or incentive companies?

The primary difference is that we do not actively take over a planner’s program - - the planner signs all contracts, handles deposits, conducts site inspections and remains the primary contact as far as the hotel is concerned. Our role is to identify the venue, secure the best possible terms, make sure contracts are properly executed and then vacate so the planner can run his/her program.

What type of planners should you use? Who should not use you?

Planners that run their own programs but are constrained by time or staffing are ideal candidates for our services. Planners that require the services of a travel, incentive, DMC, or meeting management company are not good candidates for our services. There are fees involved with those services that should be negotiated directly between the planner and whatever company they choose to use.

Cell Phone Calls During International Travel

As you know, MAPP 10.03.05 was recently changed to no longer allow direct payment or reimbursement of cell phone charges. Employees who frequently use their cell phone (or PDA or pager) for business reasons may receive a monthly communication allowance instead, if approved by their unit head.

A question has come up about use of cell phones to make business calls during international travel, since additional charges may be added to these calls. If it is necessary to make a business call with a cell phone during international travel, the cost of that call can be reimbursed to the employee as part of their travel reimbursement whether they receive a communication allowance or not. Required backup would include the traveler’s cell phone bill with the business calls indicated, the calculated cost of those calls, and the business purpose of those calls.

In summary, options for making business-related phone calls during international travel include:

1. Use an AT&T calling card, which can be obtained through Information Technology with an IT Work Request. These calls are billed directly to the department and must be for business purposes only.
2. Use a personal credit card, which the traveler can be reimbursed for by indicating the international business calls on the bill and the business purpose.
3. Charge business-related calls to the hotel room. The business purpose of these calls must be indicated.
4. Use a personal cell phone, which can be reimbursed by indicating the business calls on the phone bill, the cost of those calls, and their purpose.

Historically Underutilized Business (HUB) Statistics

University of Houston HUB use for April 2008 = 14.12%

UH System Administration HUB use for April 2008 = 25.31%

UH/UHSA departments with 90% HUB use or higher that spent at least $100 in April 2008
 

The above percentages include HUB-eligible voucher and P-Card payments. However, HUB subcontractor payments are not included in the monthly HUB statistics but are included in the semi-annual and annual HUB reports. For departments with more than one DeptID, all DeptIDs were combined to determine the above ranking.

HUB reports by college/division and department are posted on the web here.

See the HUB Vendor Directory for a list of frequently-used HUB vendors: http://www.uh.edu/hub/

You can also call Sandra Webb at x35662 or Alan Philips at x35671 if you need help finding a HUB vendor.




 

WHAT EMPLOYEE’S EXPECT FROM AN EVALUATION

Clear expectations on their performance. Interest in their professional development, goals and discussion of future opportunities. Recognition of their good performance and accomplishments – be specific! The opportunity to provide input. Honesty combined with tactfulness. For negative comments, specific supporting examples and specific suggestions on how to improve.

What are the EMPLOYEE’S responsibilities during the evaluation?
*Prepare. *Be open. *Be realistic and objective. *Listen. *Speak. *Give input. *Plan for the future.


CHECKLIST FOR COMPLETING SUPERVISOR SECTIONS OF PERFORMANCE APPRAISAL FORM

	Review supervisory notes to assess performance throughout the rating period.
	Focus on objective work data as much as possible.
	When discussing strengths and opportunities for improvement, be specific and use examples.
	Rate performance, not duties.
	Distinguish between levels of performance on different performance aspects.
	Compare the individual’s performance to the expectations previously established.
	Check defined goals and objectives which were discussed at the beginning of the year.
	Check the prior appraisal to compare whether performance has improved, declined, or stayed the same.
	Check to see if prior deficiencies have been corrected.
	Avoid vague appraisal statements. If it’s important enough to say, it’s important enough to say clearly.
	Discuss the rating with your regional director if appropriate before discussing with the employee.

TIPS FOR A SUCCESSFUL APPRAISAL MEETING

Before the meeting

During the meeting

Inform the employee in advance of the date and time of the meeting. Make arrangements to prevent interruptions during the meeting. Allow sufficient time for the meeting – about 1-2 hours. Arrange for a private, nonthreatening location.

Don’t do all of the talking. Practice good listening skills. Treat employees with respect. Place the emphasis on problem-solving. Don’t make comparisons with other employees. Stay on track by following the performance appraisal form. Criticize constructively, referring to particular incidents, not the person. Make notes regarding information gained during the meeting. Review and summarize. Develop a performance improvement plan for problem areas – cover what, why, how, when. Stay away from issues of personality and character. Stay focused on actual work performance. Discuss specific, attainable goals/objectives for the next year. Consider the employee’s aspirations. Include the employee in “exploration” of solutions to problems – your solution may not always be best.

 

Handling Employee Behaviors

10 Ways to Mess Up an Evaluation

If the employee becomes defensive or makes excuses: Listen, then paraphrase back. Maintain eye-contact. Don’t solve the problem. Ask for specifics with open-ended questions. Ask how the employee would resolve the problem. If the employee becomes angry: Stay calm and centered. Maintain eye-contact. Let the employee talk as long as he/she needs to until the employee can listen to you. Avoid arguments. Bring discussion and focus back to performance and standards. Ask open-ended questions. If the employee is unresponsive or withdraws: Show concern, ask open-ended questions. Encourage the employee that you want to hear his or her input and that it is important to you.

1. Spending more time on performance appraisal than performance planning. 2. Comparing employees to each other. 3. Forgetting appraisal is about improvement, not blame. 4. Thinking a rating form is a completely objective, impartial tool. 5. Stopping performance appraisal when a person’s salary is no longer tied to the appraisals. 6. Believing they are in a position to accurately assess staff regardless of how involved they’ve been with their staff. 7. Canceling or postponing appraisal meetings. 8. Measuring or appraising the trivial. 9. Surprising employees during the appraisal. 10. Thinking all employees and all jobs should be assessed in exactly the same way using exactly the same procedures.

Performance Evaluation: Make It A Positive Process!
 

• Strategize in order to accomplish a successful interview.
• Review applications and resumes thoroughly beforehand to decide which jobs/experiences are most relevant.
• Understand the job duties and responsibilities before discussing with candidate.
• Do look and act professional, just as you expect the candidate to do.
• Ask only job relevant questions and ask all candidates interviewing for the same position the same questions.
• Listen -- the more you talk, the less you learn about the candidate.
• Be friendly and honest throughout the interview.
• Thank the candidate for his/her interest.

Interviewing Don’ts

• Do not request personal or inappropriate information that is not relevant to the position (age, race, credit history, citizenship, driver’s license, number of children, marital status, sexual preference, political affiliations, memberships, veteran status, pregnancy status, etc.).
• Do not come across as someone who is immediately trying to become their new best friend.
• Don’t use code words like "overqualified" to potential candidates.
• Do not give false encouragement or go into details regarding a rejection.
• Do not make a job offer or any commitment without prior approval.

Deleting Run Controls

You now have the ability to delete run controls in PeopleSoft HR.
Navigation: UHS_HRMS_HR>Process>Run Control ID Delete
Your run controls will appear on the screen, place a check mark in the box next to the ones you would like to delete.

Click the “Delete Checked Run Controls” button, the run controls will disappear.


 

To view these documents, please go to http://www.uh.edu/mapp/.

Questions may be directed to the appropriate policy Subject Matter Expert or the Office of Policies and Procedures at 713-743-6885.