Online Qualtrics Nursing Framework Performance Evaluation Tools Barb Wetula Kathy Dunnuck Laura Galunas Rob Wonnacott Overview for Clinical Nursing DirectorsSupervisors Target Audience Nursing at Michigan AuthorContact K Dunnuck Last reviewed ID: 759788
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Nursing at Michigan Performance EvaluationsOnline Qualtrics Nursing Framework Performance Evaluation Tools
Barb Wetula
Kathy DunnuckLaura GalunasRob Wonnacott
Overview for
Clinical Nursing Directors/Supervisors
Target Audience: Nursing at Michigan | Author/Contact: K. Dunnuck | Last reviewed:
Marchj
2018
Slide2Goals:make it easier for RNs to find tools and do annual evaluations increase participation and completion
New online format…
Slide3New Website (External)
Nursing
at
Michigan
Performance Evaluations
Slide4Easy-to-Use
Qualtrics
Survey Tools
Slide54 roles in the process:Unit AARN Due for EvaluationPeersClinical Nursing Director/Supervisor
… same roles as before
Slide6Limitations with use of Qualtrics:Not a true performance management system; no home center for overall managing of tools together or from year to yearLimitations on saving/continuingNot integrated with MPathwaysAdvantages:Already available within UofM, has IT supportNo software/system/contract costs to nursingSurvey tools are highly customized for our needsHigh acceptance ratings from pilot units
Advantages/Limitations…
Slide7Unit AA
Role
Slide8The performance evaluation process begins with the Unit AAUnit AA’s responsibility: send email notice to RN due for evaluation
Unit AA Role
Slide9Unit AA Role
cont.
AA visits website, opens link for pre-formatted Outlook email template
Slide10AA enters RN info (name, email address, date of hire) and sends
Email Address
Name
Date of Hire
Unit AA Role
cont.
Slide11Unit AA Role: Send Email Notice to RNVIDEO DEMO duration: 35 sec
https://nursing.mivideo.it.umich.edu/media/t/1_eu2tudru/55131301
Slide12When does AA send the email?Example scenario: AA will send email February 1 if evaluation (seniority month) is in March. AA may follow the Evaluation Log as a guide for timing.
Unit AA Role
cont.
Slide13Role of RN Due for Evaluation
Slide14RN role begins upon receiving email notice from unit AA
RN Role
Slide15Email notice outlines 3 steps for RN:
RN Role
cont.
Slide161. Obtain peer feedbackRN sends a request to at least 3 peers for feedback using the link for Peer Selection and Invitation Qualtrics tool in email notice. Link is also on the website.
RN Role
cont.
Slide17RN Confirmation EmailRN receives auto-email confirmation titled Confirmation: RN Peer Feedback Selection and Invitation ToolEmail lists selected peers, their email addresses and requested domains
RN Role cont.
Slide18Peer request emailConcurrently, all peers are each sent an individualized email request (titled Please provide peer feedback for myannual performance evaluation) Email contains:custom survey link (different link for each peer) which domain(s) to evaluateWhen peer completes/submits their custom survey, a summary of peer responses will be auto-emailed to:peer completing the feedback surveyRN who requested the peer feedbackRN’s clinical nursing director/supervisor
RN Role
cont.
Slide19RN 7-day Reminder EmailRN will receive a reminder 7 days later that it’s time to start their self-evaluation (if they haven’t already)Includes link to self-evaluation survey
RN Role
cont.
Slide20RN Role Step 1: Obtain Peer FeedbackVIDEO duration: 3 min 32 sec
https://nursing.mivideo.it.umich.edu/media/t/1_b2ygxasi/55131301
Slide212. Complete self-evaluation
After receiving peer feedback,
and within 3 weeks of receiving AA email notice, RN completes self-evaluation survey tool.
RN Role
cont.
Self-evaluation survey link: In the 7-day reminder email On the website
Slide22Self-evaluation survey cont.Level 1 login required
RN Role cont.
RN selects Employee button
NOTE: there are 3 views built behind-the-scenes within the survey tool:
Employee view
Clinical Nursing Director/Supervisor
retake
view (via email)
Leadership-initiated view (access from website, for use by Clinical Nursing Director/ Supervisor when RN does not provide self-data)
Slide23Personal KEY LINK instructionsRN enters personal info RN selects or types Clinical Nursing Director/Supervisor info; advances to next screenClicks “Send key link to email address” buttonOccasionally there may be a delay with the key link during high use periods
TIP: RN should have email inbox open
RN Role
cont.
Slide24RN Role Step 2: Self-evaluation – Get a KEY LINKVIDEO duration: 1 min 30 sec
https://nursing.mivideo.it.umich.edu/media/t/1_7nmb6366
Slide25Taking the Self-Evaluation SurveyRN selects Level (A, C, D or E) then fills in clickable ratings and writes short essay responses as prompted throughout the survey screens.Content is unchanged from old paper process.UMHHC Performance Expectations for All EmployeesUMHHC Job Specific Performance Expectations (Qualtrics program loads appropriate description for Level A, C, D or E)
RN Role
cont.
Slide26Taking the Self-Evaluation Survey, cont.Short essay responses:Previous Year’s Learning and Self-Development Plan AssessmentCompetency/Mandatory Requirement Summary with instructions on how-to obtain and upload MLearning transcriptAnnual Plan - with room for up to 3 growth areas (1 area is required)
Required Feedback
Optional final Employee
Comments
Note: directions for requesting
IN-PROGRESS LINK at bottom
of each screen
RN Role
cont.
Slide27Response Summary Screen
RN should review all responses here before proceeding to submit screen.RN can use left navigation arrow to navigate back through screens to change their responses or answer anything they missedSubmit Evaluation ScreenRN will be prompted to provide e-signature and submit.Email NotificationsRN will receive email summary of responses. RN should save this email for their records.Concurrently, clinical nursing director/supervisor will receive notification email and “retake link”.
RN Role
cont.
Slide28RN Role Step 2: Self-evaluation – Take the survey
VIDEO duration: 3 min 9 sec
https://nursing.mivideo.it.umich.edu/media/t/1_8xai0s43
Slide293. Attend 1:1 meeting with clinical nursing director/supervisor Date set by unit.To prepare for this meeting – the clinical nursing director/supervisor completes his/her portion of the self-evaluation tool, and also receives/saves/prints peer feedback.
RN Role
cont.
Slide30REVIEW – More about the emailed survey linksInstructions are at beginning of survey and at bottom of subsequent screens.Two types of links used:Personalized KEY LINK (required for starting the survey – this link is what makes the survey personalized)IN-PROGRESS LINK (optional – for continuing later at a different computer or location)
The KEY LINK and IN-PROGRESS LINK are available in the leadership-initiated view too!
RN Role
cont.
Slide31REMINDER: the self-evaluation survey has two ways to save progress/continue later!
RN Role
cont.
Easiest/quickest way:Simply close your browser (Internet Explorer, Chrome, etc.) using the “X” at top of your screen and return later
Switching computers/locations?
Use the IN-PROGRESS LINK feature. Follow instructions within the survey.
Slide32RN Role: Self-evaluation – IN-PROGRESS LINK
VIDEO duration: 1 min 28 sec
https://nursing.mivideo.it.umich.edu/media/t/1_mi5k7yrx
Slide33Peer Role
Slide34Peers Provide Feedback (via email w/Qualtrics link) within 7 Days of RN Request
Peer Role
Slide35Peer Receives Email Notification from RN –“Please provide peer feedback for my annual performance evaluation”Peer clicks on personalized link to open survey; survey is pre-filled by RN via Qualtrics.Email indicates which domain(s) peer has been requested to evaluate.Average completion time:10-15 minutesPeer to complete within 7 days of receiving request.Email contains “sneak peek”links to the domain questions.
NOTE:
The peer feedback survey tool (unlike the self-evaluation) must be completed in one sitting. You cannot leave the program and return later to complete.
Reminder: peer who completes the Clinical Skills and Knowledge domain must be an RN
Peer Role
cont.
Slide36Peer Feedback Survey ToolEmail notifications with summary of responses will be auto-emailed via Qualtrics to:PeerRNClinical nursing director/ supervisor (save, print following Print from Browserinstructions)
Peer Role
cont.
Slide37Peer Role: Provide Feedback using Email Invitation
VIDEO duration: 2 min 7 sec
https://nursing.mivideo.it.umich.edu/media/t/1_yti8wgts
Slide38Using the peer feedback survey without an email invitation
(for peers who may have lost their email invite, weren’t sent one, or may have been verbally requested by the RN to provide peer feedback)Use link from website’s Peer Feedback section
NOTE: The peer feedback survey tool (unlike the self-evaluation) must be completed in one sitting. You cannot leave the program and returnlater to complete.
Reminder: peer who completes the Clinical Skills and Knowledge domain must be an RN
Peer Role
cont.
Slide39Peer Role: Provide Feedback - without Email Invitation
VIDEO duration: 2 min 23 sec
https://nursing.mivideo.it.umich.edu/media/t/1_qo2j49ir
Slide40Clinical Nursing Director/ Supervisor Role
Slide41Receive/save Peer Feedback (emails)Receive RN’s Self-Evaluation retake link (email), enter your responsesComplete the Performance Evaluation ProcessPrint (all emails) from browser with blue-folder compliant footersConduct 1:1 evaluation meeting with RN
Clinical
Nursing Director/Supervisor Role
Slide42Email notifications that Clinical Nursing Director/Supervisor receives via QualtricsPeer Feedback emailsSimply save/print with blue-folder compliant footers for 1:1 RN evaluation meeting.RN Annual Evaluation (“retake link”) emailClick retake link to input clinical nursing director/supervisor ratings and short essay responses.May also include link to Mlearning transcript (if uploaded by RN) – click to print/save for 1:1 RN evaluation meeting.
Clinical Nursing Director/Supervisor Role cont.
Slide43The clinical nursing director/supervisor “retake link” contains:the ratings that were entered by the RN/employeeIdentical rating tools repeated for use by the clinical nursing director/supervisor to enter their responses
Clinical Nursing Director/
Supervisor Role
cont.
Slide44The retake link also contains:the short essay responses that the RN submittedidentical essay boxes repeated for use by the clinical nursing director/ supervisor to enter their responses
Clinical Nursing Director/
Supervisor Role
cont.
Slide45There are also file upload areas (optional) for the clinical nursing director/supervisor to add supplementary files for additional comments, charts, graphs, images, etc.The retake view allows for saving and continuing later (instructions repeated throughout):If returning to same computer, simply close and return laterIf switching to a DIFFERENT computer/ location/browser, use IN-PROGRESS LINK
Clinical Nursing Director/
Supervisor Role
cont.
Slide46Overall Performance Rating Screen The clinical nursing director/ supervisor view loads the same survey questions as the employee view, AND additionally (as with the old paper forms) an overall performance rating. By default, “M” is selected.If this is changed to “N” or “A”, the survey interactively expands with additional responses that are required -- including a short essay for Action Plan.
Clinical Nursing Director/
Supervisor Role
cont.
Slide47Request IN-PROGRESS LINK screenThis screen will appear at the end of the survey. If desired, clinical nursing director/supervisor clicks box to request, and submits in following screen. - OR -Clinical nursing director/supervisor skips this screen using right navigation arrow.
NOTE: if
clinical nursing director/ supervisor
has already used an in-progress link the box will be pre-checked and they’ll simply need to uncheck it.
Clinical Nursing Director/
Supervisor Role
cont.
Slide48Response Summary Screen
Clinical nursing director/supervisor should review all responses here before proceeding to submit screen. The summary includes employee responses too!The left navigation arrows can be used to navigate back through screens to change responses or answer anything that was missed.Submit Evaluation ScreenClinical nursing director/ supervisor will be prompted to provide e-signature and submit. The employee’s e-signature is also displayed.
Clinical Nursing Director/
Supervisor Role
cont.
Slide49COMPLETED Email NotificationClinical nursing director/ supervisor will receive an email summary of all responses – including employee responses.When properly printed and signed, functions as the final evaluation Title of email includes employee’s first and last name for easy referenceClinical nursing director/ supervisor should print the email summary – following directions (directions appear within email)The properly printed email summary will include blue-folder compliant footers listing employee identifiers piped-in from Qualtrics.
Clinical Nursing Director/
Supervisor Role
cont.
Slide50Clinical Nursing Director/Supervisor OVERVIEW
VIDEO duration: 3 min 9 sec
https://nursing.mivideo.it.umich.edu/media/t/1_i5egzz0j
Slide51Self-evaluation – IN-PROGRESS LINK
VIDEO duration: 1 min 28 sec
https://nursing.mivideo.it.umich.edu/media/t/1_mi5k7yrx
Slide52How to print the email notification: VIEW IN BROWSEROpen the email in its own Outlook windowIn the Move tab in Outlook, select the Actions buttonSelect the View in browser option; this message should open in Internet Explorer (see next page)
Clinical Nursing Director/
Supervisor Role
cont.
Slide53How to print the email notification: VIEW IN BROWSER cont.Print.
Clinical Nursing Director/
Supervisor Role
cont.
Slide54How to print the email notification: VIEW IN BROWSER cont.The printed pages will have blue-folder compliant footersand a scale legend on every page.The last printed pagewill have signature lines for both employee and clinical nursing director/ supervisor to sign and date at the 1:1 meeting.Almost done, just a couple more details…
Clinical Nursing Director/
Supervisor Role
cont.
Slide55How to print the email notification: VIEW IN BROWSER cont.Next, return to the email and scroll through it. Click links embedded in the email message to print any supplementary files that were uploaded (example: Mlearning transcript).As well, print any peer feedback emails received for this employee (follow the same printing instructions for blue-folder compliant footers).
Clinical Nursing Director/
Supervisor Role
cont.
Slide56Complete the Performance Evaluation ProcessPrint (all emails) from browser with blue-folder compliant footersConduct 1:1 evaluation meeting with RN
Clinical Nursing Director/
Supervisor Role
cont.
Slide57Self-evaluation – Print Emails with Blue-Folder Footers
VIDEO duration: 1 min 9 sec
https://nursing.mivideo.it.umich.edu/media/t/1_3hyjmom5
Slide58The self-evaluation survey has two ways to save progress/continue later!
Clinical
Nursing Director/Supervisor Role cont.
Easiest/quickest way:Simply close your browser (Internet Explorer, Chrome, etc.) using the “X” at top of your screen and return later
Switching computers/locations?
Use the IN-PROGRESS LINK feature. Follow instructions within the survey.
Slide59Self-evaluation – IN-PROGRESS LINK
VIDEO duration: 1 min 28 sec
https://nursing.mivideo.it.umich.edu/media/t/1_mi5k7yrx
Available in the Clinical Nursing Director/Supervisor view too!
Slide60For more information, contact
Nurse-PerformanceEvaluationHELP@umich.edu