On-Boarding Developmental Roadmap

On-Boarding Developmental Roadmap PHS Finance

Prepared for: ______

By Manager: ______

Date: ______On-Boarding Developmental Roadmap

2 On-Boarding Developmental Roadmap

Table of Contents Overview...... 3 How to Use This Document...... 3 PART 1: Departmental Structure and PHS Finance Organization...... 4 PART 2: Job Responsibilities...... 5 PART 3: Core Competencies...... 6 PART 4: Meeting Planning Tools...... 7

Overview

 The On-Boarding Developmental Roadmap is a customized plan prepared by you, the manager, to define the specific job responsibilities and core competencies your new employee will need to successfully meet job expectations within the first year at PHS. It is the key tool for tracking the developmental progress your employee is making through the 365 day on-boarding process.  It is comprised of four major sections: o Part 1: The Departmental Structure section where you can record essential information about the structure and goals of the department. o Part 2: The Job Responsibilities section where deliverables, projects, and goals can be documented o Part 3: A Core Competencies section to document the job content skills, system/technical skills, and interpersonal skills required in the position o Part 4: A section full of Meeting Planning Tools including Skill Assessment, Goals, and Action Steps at Monthly Check-in Meetings and a timeline to be used as needed throughout the first year to track key activities and to document discussions.  You will prepare portions of the On-Boarding Developmental Roadmap prior to the new employee’s first day of work.  Then, you will discuss the On-Boarding Developmental Roadmap with the new employee, initially, during his or her first week of work.  Update the On-Boarding Developmental Roadmap and review it with the employee at meetings including the 30-, 60-, and 90- day check-in meetings.  Take advantage of the 6- and 9-month meeting agendas to help you continue to monitor performance, build rapport with your employee and prepare for the annual performance evaluation.

How to Use This Document

This document is intended to help you, as the manager of a new employee, organize thoughts and document key information to help the new hire quickly acclimate to his/her department and role in his/her first days of work. In addition, the sections of this document are designed to help you prepare for essential meetings at the 30-, 60-, and 90-day milestones. It may be used with internal transfers and promotions as described in the Introduction, as well as with new employees.

Please view the sections of this document as guidelines, not requirements. Depending on the employee and the specific job, it may be appropriate to skip entire sections. For example, if your new employee is not likely to handle any project work, that portion would remain blank.

This document may be completed electronically, and printed to share with the employee, or it can be printed and filled out by hand. To accommodate various uses, ample “white space” has been provided.

PART 1: Departmental Structure and PHS Finance Organization Department Overview – Describe the structure of the department and how it fits into the PHS Finance Organization. This will serve as background information for the discussion of job responsibilities and core competencies. Department description:

Department’s place within PHS Finance:

Co-workers’ functions:

PART 2: Job Responsibilities Responsibilities – List or describe specific responsibilities employee will have during the first year. Timeframes should correlate to 30, 60, 90 day increments. Responsibility: Timeframe:

Deliverables- List or describe below the specific deliverables that are to be produced, including content, frequency, and audience. Include copies of pertinent documents, policies, or materials that will support achieving the deliverables. Example: Produce a monthly report on the 15th of each month that summarizes key dept. statistics for review by department manager. Deliverable: Target Completion Date

Projects - Describe the scope and content of any upcoming projects in which the employee will participate. Example: Develop new departmental report to replace current one with an excel-based electronically transmitted summary. Project: Scope: Involvement Level Completion Date:

PART 3: Core Competencies Core Competencies- List competencies needed to successfully perform job responsibilities and identify specific job behaviors and skills that enable an employee to provide consistent, high quality services. Job Content Skills: Describe the specific skill sets that an employee will need to complete their deliverables and perform as an effective team player in the department. Consider the following….. Skill Set Category Specific Skill Set Description Healthcare knowledge Financial knowledge Analytical skills Project management skills Presentation skills Managerial Skills OTHER System/Technical Skills: Describe the technical skill sets that will assist an employee in completing their job. Consider…. Skill Set Category Specific Skill Set Description Clinical Systems Financial Systems Analytical applications Reporting Systems OTHER Interpersonal Skills: Describe interpersonal skills that will be key to the employee's success. Consider discussing….. Skill Set Category Specific Skill Set Description Service Excellence Productivity Flexibility Self-initiative Teamwork OTHER

PART 4: Meeting Planning Tools Week 1 Meeting Plan Skills Assessment – On an employee’s first few days of work, it may be difficult to assess his/her skills. However, there will likely be some information from the interviews and your initial discussions to select one or two strengths and development opportunities so his/her training and other activities over the first month are targeted to key areas. You may be aware, for example, that he/she has no experience with a system used in PHS Finance and can identify that and find training opportunities to address it. By the 30-day mark, there will be sufficient data to assess an employee relative to the core competencies required for the position. Select 1-3 areas from the competencies that are strengths for the employee. Also select 1-3 development areas. Use this information to create a plan below for the first 30 days. Identify strengths and areas for development for the first 30 days.

Goals - Describe specific goals related to mastering the core competencies and corresponding tasks of the position. During the Week-1 meeting, you will likely only want to review goals for the first 30-day period. Identify goals for the first 30 days.

Action Steps from Week 1 meeting: Use the space below to record follow-up actions and responsibilities.

30-Day Meeting Plan Skills Assessment: By the 30-day mark there should be sufficient data to assess an employee relative to the core competencies required for the position. Identify strengths and areas for development for the next 30 days.

Goals:

Identify goals for the next 30 days.

Action Steps from 30-Day meeting: Use the space below to record follow-up actions and responsibilities for the next 30 days.

60-Day Meeting Plan Skills Assessment: Identify strengths and areas for development for the next 30 days.

Goals:

Identify goals for the next 30 days.

90-Day Meeting Plan Skills Assessment: Identify strengths and areas for development for the next three months:

Goals:

Identify goals for the next three months:

6 Month Meeting Plan

Skills Assessment: Identify strengths and areas for development for the next three months:

Goals:

Action Steps from 3 Month meeting: Use the space below to record follow-up actions and responsibilities for the next 90 days.

9 Month Meeting Plan

Skills Assessment: Identify strengths and areas for development for the next three months:

Goals:

Action Steps from 9 Month meeting: Use the space below to record follow-up actions and responsibilities for the next 90 days.

Timeline: Use the space below to record any changes, follow-up actions, or updates to the Developmental Roadmap. Complete a detailed timeline for the new employee using the format below to ensure that critical milestones and developmental opportunities are not missed. It should include the timing for the production of deliverables and special projects as well as training or other on-boarding events of significance.

Week Date Activity Timing Comments 1 Ex: June 1 Attend all day training orientation 9 – 4 Located at Schraffts ABC

4 (30-day mark) 30-Day check-in

8 (60-day mark) 60-day check-in

12 (90-day mark) 90-day check-in

24 (6 month mark) 6-month check-in

36 (9 month mark) 9-month check-in

52 Annual review

Log to Document 30-, 60-, 90-day, 6-month, 9-month check-in meetings: Use the space below to record any changes, follow-up actions, or updates to the Developmental Roadmap that result from the 30-, 60-, 90-day, 6-month or 9-month check-in meetings.

Summary Action Item Responsibility (Manager/Employee)