myHR: March 15, 2023

Year-end Performance Reviews Launching Soon

Starting April 3, staff will be able to access the year-end performance review process to start their self-evaluation in Workday. The performance review, which is required for every Penn staff member, is an ideal opportunity for staff and managers to start or continue conversations about career growth and talent development. Workday gives staff members a tool for documenting and sharing their goals, achievements, and challenges along with their performance review meetings. Taking the time for these discussions shows the importance of the individual and individual’s job to the success of the team, department, school or center, and Penn’s mission.

The deadline to complete the review is June 17, so you and your manager will have sufficient time to complete the process. No extensions will be given. If the review is not competed by June 17, you and your department will have incomplete Workday performance records for future reference.

Next fiscal year, both the mid-year review period and year-end performance review periods will be four weeks long. The change in timeline will help to streamline a team’s operation and allow more focus on outcomes and future tools.

Getting Ready: What You Can Do Now

Here are some activities you can perform to get ready for completing your upcoming reviews.

• Plan to complete the self-evaluation well in advance of the June 17 deadline to provide time for the manager evaluation and the performance review meeting. Individual schools and centers may communicate a more specific interim deadline.
• Review the Workday Performance Management Guide for links to more detail and how-to resources.
• Schedule a performance review meeting with your manager and each staff member who reports to you.
• Begin talking with your manager about goal management to kick off the annual performance review cycle for FY24. Goals can be modified or entered in your Workday profile at any time. See the Goals and Performance tip sheet.
• Consider using the optional Workday check-in feature to document some of your regularly scheduled meetings or project updates with your manager.

When you log in to Workday starting on April 3, you will see links to the year-end performance review in the Awaiting Your Action section of the homepage.

Rating Competencies and Performance

The performance review cycle in Workday requires two reviews per year, in the fall and spring. The spring review comprises a look back at a 12-month period to review goals, feedback questions, competencies, and professional development. The year-end process requires ratings for each of the 10 competencies as well as for overall performance. The staff member provides these ratings in the self-evaluation, then the manager will provide ratings during the manager evaluation.

During the fall mid-year performance reviews, the University implemented a robust set of competencies sourced from Korn Ferry. Each staff member has 10 competencies: five are common to everyone as Penn core competencies and five are related to an individual’s job family. Competencies are observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. The ratings for each of the competencies has a three-point scale:

• Needs Improvement
• Meets Expectations
• Exceeds Expectations

The rating for overall performance has four options:

1. Does not meet expectations—Did not meet most goals and/or often fell short of standards for timeliness, quality, and/or resource utilization.
2. Meets some but not all expectations—Acceptable performance overall, though did not meet some goals or sometimes fell short of standards for timeliness, quality, and/or resource utilization.
3. Fulfills expectations—Successfully met all goals, consistently meeting standards for timeliness, quality, and/or resource utilization.
4. Exceeds expectations—Successfully met all goals and regularly surpassed standards for timeliness, quality, and/or resource utilization.

If you have questions or would like more information, please contact the Penn Employee Solution Center online, by email at solutioncenter@upenn.edu, or by phone at 215-898-7372.

Support for Your ‘Quit Smoking’ Journey

According to the Centers for Disease Control and Prevention, tobacco use is the leading cause of preventable disease, disability, and death in the United States. Yet nearly 40 million U.S. adults smoke cigarettes and three million middle and high school students use at least one tobacco product, including e-cigarettes commonly known as vapes. It’s never too late to get help with tobacco dependence.

Living a tobacco-free lifestyle can improve your health and reduce your risk of heart disease, cancer, lung disease, and other smoking-related illnesses. For many people, quitting can be a challenge. That’s why the University provides supports through Penn Stop: Penn’s Comprehensive Smoking Treatment Program. Through Penn Stop, a care team works one-on-one with individuals to develop and design a personal treatment plan that takes a compassionate approach and meets their specific needs.

Be in the Know wellness campaign participants can also earn 1,500 points for the 2022-2023 campaign year by completing three appointments with a Penn Stop team member.

In this Q&A, Penn Stop Project Coordinator Jody Nicoloso talks about how the program works and what participants can expect in terms of support.

How does the program work?

An individual makes an appointment at one of the four locations that we have (the fourth location will be added to the website soon). That appointment is with either Dr. Frank Leone, Director of The Comprehensive Smoking Treatment Program, or Tierney Fisher, Clinical Program Coordinator and nurse practitioner. Frank and Tierney both specialize in tobacco dependence. The 30-minute appointments are one-on-one, in-person or virtually. Some patients will also meet with Sarah Evers-Casey, a Master Tobacco Treatment Specialist and the program’s lead cessation counselor. The number of appointments is based on the individual needs of each person, typically not more than once a month. The care is covered under your insurance as a specialist visit.

What are the goals?

One of the goals of the appointments is to have a good conversation about the reason that person might feel compelled to smoke, despite a desire to stop. For smokers, one part of the brain wants to stop, and one part wants to keep going. So, we have a conversation about that and discuss why that happens. We don’t use guilt or shame and we don’t discuss the negative consequences of smoking because we find it really just makes a person a lot more stressed and anxious, which is actually a huge trigger to smoke.

Another goal is to develop an individualized treatment plan so that the cravings patients have are well managed. That plan usually includes providing medications to help with the cravings and trying some modifications in behavior. For example, if a person goes outside to smoke and usually stands in a certain spot, try standing in a different spot.  If a person usually sits in a certain chair while smoking, try sitting in a different one.

It’s important to make the patient feel empowered, so we begin to shift the thinking from self-blame and shame to getting them to see tobacco use as a chronic condition that can be managed, like asthma, for example. When looking at it that way, we know that we just need to find the right controller for it. Sometimes there will be a flare up and the person might go back to smoking, but that just means we have to try a different treatment. We create an atmosphere where the patients feel supported throughout this journey, and they have the necessary means to contact the team either through the myPennMedicine portal, phone, or email.

What can individuals who enter the program expect in terms of ongoing support?

If a patient who is struggling during any part of the process and is having cravings, they can call 1-888-PENN-STOP. We encourage patients to reach out any time and we’ll look at what’s happening during the day and what triggers they may be experiencing. We will reevaluate the treatment plan and if necessary, make changes to it and any medications they may be taking. Even if you are not a current patient, you can all call the number for assistance. Patients and anyone else can also call the national Quitline at 1-800-QUIT-NOW (1-800-784-8669) from any state to receive assistance.

What is one of the biggest challenges you face in the program and how do you handle it?

Dealing with the stigma that society has placed on smokers is a challenge. Oftentimes, smokers have extreme guilt and shame for smoking because of what society says about tobacco use, so it can be challenging for them to even reach out to us to get care for their addiction. Some patients might not have been treated in a respectful way in the past by other providers and/or loved ones.

We try and take away some of their guilt and shame and help them see that smoking is a chronic condition which requires treatment and that this is a process where we are working with them to control a compulsion in their brain.

From our first interaction with the patient, we listen and strive to ensure that they feel heard. If they’ve tried the patch, for example, and they feel it’s not working for them we look at how they are using it and discuss how they feel while using it. Some patients may not want to use medications as a form of treatment to manage cravings because of side effects they’ve experienced. We talk through that and consider whether they should take the medicine at a different time of the day or take it with food. So, it’s not on the person to say, “I’m having a craving so I must be doing something wrong.” We want them to reach out and tell us so we can tweak the treatment plan in a way that works for them.

What words of encouragement do you have for smokers who may be on the fence about entering the program?

Taking the first step can be really scary because of the stigma about tobacco use and the thought of living life without cigarettes, e-cigarettes, or tobacco products, especially when you may have been using them for decades. Maybe you’ve tried things in the past and nothing seemed to work. One of our utmost priorities in the program is to find the treatment plan that will work for you and makes it a comfortable process so you can go through the day without fighting against the cravings.

What patients have told us after their first appointment is how relieved they are and how much better they feel about the process. We encourage you to give it a try. In the program you will always be treated with respect, and we will work toward you feeling like it’s natural not to smoke. It’s really hard to imagine what that feels like before you begin treatment, but you can achieve that feeling and we can help.

For more information about Penn’s Comprehensive Smoking Treatment Program, a list of locations, or to schedule an appointment, visit the Penn Stop website or call 1-888-PENN-STOP.

Besides earning points for attending three appointments at Penn’s Comprehensive Smoking Treatment Program, Be in the Know participants also can team up with a Virgin Pulse tobacco specialist through the Virgin Pulse “Be Tobacco-Free” Coaching Program. With this telephonic coaching program, you and your coach will determine strategies that make sense for your life, plus you can also earn Be in the Know points. 

You can also find additional resources to help you with tobacco dependence on the Tobacco Cessation Resources webpage on the HR website.

Find Your Way to Career Success

Wandering with only luck as your guide may lead to unexpected joys, but the trip quickly goes from fun to frustrating if you wind up going in circles. When it comes to your career, you may feel lost or dissatisfied if you don’t have a working career map or you’re not sure how to read it. However, with the right tools you can create your own roadmap to success and discover new routes when the job landscape changes. Learn how to effectively manage and achieve your career goals by attending the virtual Tools for Career Assessment and Development workshop on April 20 from 12:30 p.m. to 1:30 p.m. 

This workshop is designed to give you career-building methods whether your goal is to advance within your current field or change careers altogether.

“This workshop is for anyone and everyone, but especially those who are feeling a little stuck or unmotivated in their current role,” says Samantha Sonet, Training and Development Consultant, Talent Development.

In the workshop, Sonet leads participants through activities to build knowledge of the essential career planning concepts and tools listed below. You’ll finish the session with a practical understanding of how these tools work together as you plan, and how to stay on track while working towards your career goals.

Career planning defined: Knowing what effective career planning involves will put you in the driver seat. Career planning is a process of reviewing your current career state and where you want to go next. It is a way to evaluate your career values and strengths and how you can use them to get where you want to go. It also helps you identify skills gaps and how to overcome them to reach your goals.

Conducting a self-assessment: Ask yourself what you want for your career, what’s important to you in a job, and what you are good at doing. Identifying this information will allow you to build a more direct and structured career plan.

Performing a career gap analysis: Do you have potential knowledge or skills gaps that need attention? Learn how to identify those gaps and develop a plan to overcome them.

Employing SWOT analysis: Identify your strengths, weaknesses, opportunities, and threats to help determine the direction of your next career path.

Understanding types of career movement: Gone are the days of always moving in a straight line up through an organization. In the new world of work, there are multiple directions in which your career could move. Know the difference between a career ladder and a career lattice and focus on what moves help you develop your employability the most.

Building solid networks: Assess the current state of your professional network and identify strengths and opportunities for enhancing that network. These relationships should involve people you need to help you accomplish your tasks, those you trust to provide advice, and individuals within other functional and business units to diversify your network.

Register now for the Tools for Career Assessment and Development workshop and put your career action plan to work.

For more information about Penn’s Talent Development programs, visit www.hr.upenn.edu/learn-grow.

Building Financial Confidence

April is Financial Literacy Month. To mark the occasion, Penn has partnered with TIAA to offer a series of exclusive webinars for Penn staff and faculty. The webinars are led by licensed financial professionals and are designed to help employees find more financial confidence in the face of today’s economic challenges by increasing their financial literacy.

Invest for Success: 5 Principles You Need to Know
April 5
12-1 p.m. ET

Make the Move Toward Long-Term Financial Security: Your Midcareer Retirement Check-In
April 12
12-1 p.m. ET

Advice Tools
April 19
12-1 p.m. ET

Getting a Head Start
April 26
12-1 p.m. ET

Register today and set yourself on a path to financial confidence.

For additional educational resources about utilizing a retirement plan, as well as other financial wellness tips, please visit the new Retirement Savings Plan Education webpage.

Healthy Meals: Vegetarian Shepherd's Pies

These EatingWell-inspired mini vegetarian shepherd's pies feature a high fiber, low- calorie alternative to a St. Patrick’s Day favorite. The lentils, carrot, corn, and velvety mashed potato topping creates a savory broiler-safe casserole.

Click here to send us your healthy recipes and tips.

Ingredients:

• 1 pound Yukon Gold or white potatoes, peeled and cut into 1-inch chunks
• 2 tablespoons extra-virgin olive oil 
• ½ cup buttermilk
• 1 tablespoon butter 
• ¾ teaspoon salt, divided
• ½ teaspoon freshly ground pepper, divided
• 1 tablespoon extra-virgin olive oil 
• 1 large onion, finely diced
• ½ cup finely diced carrot
• 1 tablespoon water
• ¾ cup frozen corn kernels, thawed
• 1 teaspoon chopped fresh thyme or 1/2 teaspoon dried
• 3 tablespoons all-purpose flour
• 1 14-ounce can vegetable broth
• 1 1/2 cups cooked or canned (rinsed) lentils (see Tip)

Instructions:

1. Place potatoes in a large saucepan and cover with 2 inches of water. Bring to a simmer over medium-high heat. Reduce heat to medium, partially cover and cook until tender, 10 to 15 minutes. Drain and return the potatoes to the pot. Add buttermilk, butter and 1/4 teaspoon each salt and pepper. Mash with a potato masher until mostly smooth.
2. While the potatoes are cooking, position rack in upper third of oven; preheat broiler. Coat four 10- to 12-ounce broiler-safe ramekins (or an 8-inch-square broiler-safe baking dish) with cooking spray. Place ramekins on a broiler-safe baking sheet.
3. Heat oil in a large skillet over medium-high heat. Add onion, carrot and water. Cover and cook, stirring occasionally, until softened, 3 to 5 minutes. Stir in corn, thyme and the remaining 1/2 teaspoon salt and 1/4 teaspoon pepper; cook, stirring occasionally, for 2 minutes. Sprinkle with flour and stir to coat. Stir in broth. Bring to a simmer; cook, stirring, for 1 minute. Stir in lentils and cook, stirring constantly, for 2 minutes.
4. Divide the hot lentil mixture among the prepared ramekins (or spread in the baking dish). Top with the mashed potatoes. Broil, rotating halfway through, until the potato is lightly browned in spots, 6 to 10 minutes.

Tip: To cut down on sodium, use salt-free butter and broth. 

Meet With a Registered Dietitian Today!

• One-on-One, virtual sessions you can schedule at any time that works for you 
• 100% covered under many insurance plans
• Available to spouses and dependents 
• Fill out the Nutrition Counseling Sign Up Form or call 800-484-7720.

Did You Know: An Exceptional Book Talk on Women in Science

Join Interim Provost Beth A. Winkelstein in conversation with Pulitzer-Prize–winning New York Times reporter Kate Zernike as they discuss her new book, The Exceptions: Nancy Hopkins, MIT, and the Fight for Women in Science on March 28 at 1:30 p.m. The talk, presented by the Penn Forum for Women Faculty, will be followed by a book signing and reception at 2:30 p.m. Please register in advance for this in-person and livestreamed event.