Socialization:
2023 Performance Management
and GWI
Performance Management in Siloam
Note: Goal Setting • Executive Committee set the target goals & weight
IDP to be set up in January and reviewed Planning: (Shared & Individual)
at least on quarterly base Corp Goals set • Goals being cascaded to the team for them to set theirs
up (Oct-Dec) • Goals submitted to the managers/FL for approval
Individual Goal
Setting (Dec-Jan)
• Regional Calibration • Employee and Manager review goals on a
• SME calibration Coaching & regular basis to ensure completion
• Functional Directorate calibration Calibration for Feedback thru Mid Year
for final rating Final Rating Coaching • Employee and Manager can modify / add
out the process
(Dec) (Jun-Jul) goals in case of major changes in business
directions
• Employee self-rating their actual End Year
performance against goals & Evaluation:
competencies Self Rating
(Nov)
• Manager rates Employee’s performance
against goals & competencies.
1. Goal Setting Planning
1. HO Management and SMEs have assigned KPIs for
HU Management Team and HU Nursing Team. Goal
Setting
Planning
Corporate 2. Individual Goals (weight 60%) will consist of:
Goals
• Corporate Goals Calibration
Mid Year
Coaching
• GWI
• Function-Specific Goals End Year
Evaluation
Individual
3. SLC (weight 40%) will consist of 3 competencies
Goals picked by HO based on their positions’ levels.
Function
GWI Specific
Goals 4. Nursing and RMO will use OPPE (Ongoing
Professional Practice Evaluation)
2023 KPI Weighting Update
Goal Setting 2023
• Individual-Specific Goals are added as part of Individual
Goals
Shared KPI (Standardized)
Corporate
Goals
• Functional Directors and SME shared relevant
Corporate Goals and GWI to positions in HO and HU
• Functional Directors define functional goals to be
standardized to HO and HU team
GWI
Individual Function-
Specific
Goals Goals
Individual- • Direct manager define and cascade goals specific to
Specific certain individuals (Project, assignment, etc)
Goals
Standardized KPI for HO and HU employees
• There are 122 positions in HO and HU with Standardized KPI.
Standardized KPI for HO positions
• Total 78 positions from HO (Head of - positions and up)
Standardized KPI for HU positions
• Total 54 positions from HU :
• 29 positions HU Department Head-up
• 15 positions from HU Nursing Team
2023 Individual Goal Setting Weighting
• With this approach, we give flexibility to HO and HU employees to have their own specific projects which become their individual-specific goals
• Enabler functions also have rooms to put their specific initiatives or projects as their KPI
• HO define: C-1, HU Dept Head Up and HN (Top down KPI must be defined and cascaded by Functional Leaders)
• Corp-Goals, GWI, Function-specific Goals are shared KPI (Standardized).
• Minimum weight for each KPI = 5%
• Maximum weight for each KPI= 30%
• For Coordinator and Staff position, standardized KPIs have been prepared by SME. HO and HU management can directly coordinate with SME to get
the standardized KPIs.
EXAMPLE OF KPI WEIGHTING
KPI HU QR Department Head
There are still room for Individual-Specific
Goals in total of 20% (2-4 KPI items)
2023 SLC Assignment
2023 PA Scoring Update
Mobius Scoring Guidance
Issues:
1. Current Mobius Score partially aligned between % achievement and the definition. For
Example:
Definition of Score 3 is ‘ACHIEVED’ but the % achievement is only between 79% - 94,9%.
→ not aligned
2. This current Mobius Score isn’t applicable to all Corp Goals and GWI that become KPI.
For Example:
Patient Safety Indicators (Some items are not able to achieve >100% and score <90% is
highly not acceptable) → will be renewed
Scoring Guidance used for 2022 PA
Scoring Guidance used for 2023 PA
2023 PA Scoring Update
There are 34 indicators (7 Corp Goals and 27 GWI) items which will use the Scoring Measurement as above. These indicators allows
HU and HO to achieve > the given target. These are the list of the indicators:
No Bundle Indicators KRA No Bundle Indicators KRA
1 GOR Corp Goal 17 1. Doctor's Consultation Punctuality GWI
2 Clinical Programs GWI 18 2. Consultation Waiting Time (On-Time Patient) GWI
1. Equipment Utilization-CT-Scan Utilization 19 3. OPD E-MR Adoption Rate - Lab Order GWI
3 GWI 20 4. OPD E-MR Adoption Rate - Prescription GWI
2. Equipment Utilization-MRI Utilization
4 EBITDA Corp Goal 21 5. OPD E-MR Adoption Rate - Rad Order GWI
5 NPAT Corp Goal 22 6. Registration Waiting Time - Corporate & Insurance GWI
6 ARPOB Corp Goal 23 7. Registration Waiting Time - OPE GWI
7 NPS Corp Goal 24 8. Cashier Waiting Time - Corporate & Insurance GWI
OPD TS
8 Google Business GWI 25 9. Cashier Waiting Time - OPE GWI
Clinical Outcome 26 10. Pharmacy Waiting Time <15 Min GWI
9 Glycemic Control with HbA1C ≤7% GWI
Bundle 11. Call Performance Consolidated (Emergency,
10 1. Patient days per employee GWI 27 GWI
Operator, Radiology, MCU)
11 2. Occupied Bed per Nurse GWI 28 12. Patient Visit by Appointment GWI
12 Productivity Bundle 3. Pharmacy Productivity GWI 29 13. Mobile Apps User GWI
13 (New in 2023) 4. Electricity Utility GWI 30 14. Website & Mobile Apps Adoption Rate GWI
14 5. Cleaning service ratio GWI 31 15. Contactless Check In GWI
15 6. Medical Equipment ratio GWI 32 MCU Scorecard 2. MCU Service Duration TAT GWI
Clinical Governance 33 IDP Progress for Department Head & above Corp Goal
16 Conversion IPD to Homecare GWI
Bundle
Learning& Growth Voluntary Turnover
34 Bundle 1. Employee with Service Period 1-5 Years Corp Goal
2. Critical Nurse
2023 PA Scoring Update
There are 27 indicators (1 Corp Goals and 26 GWI) which will use the Scoring Measurement as above. These indicators capped at
100% achievement as Score 5. These are the list of the indicators:
No Bundle Indicators KRA No Bundle Indicators KRA
1 Doctor Recruitment 14 11. Response Time for Emergency SC Criteria 1 GWI
1. Doctor Recruitment- NET New Doctors GWI
2. Specialist Engagement Survey Result 15 12. Delayed Elective Surgery > 60 mins GWI
2 1. Exclusive Breastfeeding after birth, while in hospital GWI 16 13. Percentage patient Triage 1 seen by specialists in ED GWI
Clinical Outcome
3 2. Ischemic Stroke Length of Stay GWI 17 14. First Cases on time GWI
Bundle Clinical Governance
4 3. Patient Readmission within 30 days post PCI Procedure GWI 18 (Bundle) 15. All Cases on time GWI
5 1. Patient Identification Compliance GWI 19 16. Procedure Duration on time GWI
6 2. Laboratory Critical Result Reported Compliance GWI 20 17. Validity of Credential Documents - Doctors GWI
7 3. Radiology Critical Result Reported Compliance GWI 21 GWI
18. Validity of Nursing Documents - STR
8 4. High Alert Medication Storage Compliance GWI 22 FMS Audit Corp Goal
9 Clinical Governance 5. DDD Antibiotik Restriksi GWI
(Bundle) 23 1. Patient Discharge <12pm GWI
10 6. Surgical Site Marking Performed GWI 24 2. Length of Discharge for Cash Patients (OPE) & BPJS GWI
11 7. Kepatuhan Pelakasanaan Bundle Intervensi (CLABSI, IPD (Bundle) 3. Length of Discharge for Corporate / International / Insurance / TPA GWI
GWI 25
CAUTI, VAP, SSI) Patients
12 8. Compliance for Fall Prevention Measures in IPD GWI a. Length of Discharge for Corporate / International Patients
b. Length of Discharge for Insurance / TPA Patients
13 10. Increase in Incident report Near Miss (KNC) GWI MCU Scorecard
26 1. MCU Same Day Result Consultation GWI
(Bundle)
27 Learning & Growth GWI
Mandatory Training Program Completion
(Bundle)
2023 PA Scoring Update
Scoring for Bundles will be determined based on the score from each indicator * weight of each item
2023 Bundles:
1. Clinical Outcome Bundle
2. Productivity Bundle
3. Clinical Governance Bundle
4. IPD Bundle
5. OPD TS
6. MCU Scorecard
7. Learning & Growth Bundle*
2023 PA Corporate Goals’ Bundles Scoring
Each bundle Score will be determined based on the score from each indicator * weight of each item
OPD TS
Bundle score will be determined by :
Score * Weight (for each indicator).
For example:
Mobile Apps User
Target 20%, Result 22,3%
Achievement : 111,4%,
Score 5, weight for this indicator (3%)
Score*Weight: (5*3%)= 0,15
To get the weighted score per
indicator, each item’s score
must be multiplied with the
weight.
How to set goals
Do’s Don’ts
Goal
Setting
Planning
Mid Year
Calibration
Coaching
• Clarify the goal-setting process • Being too challenging: a potential side-
and goal setting items to make effect of setting goals that are too End Year
sure the target is SMART challenging is that people may engage Evaluation
• Link individual goals to business in overly risky or even unethical
objectives to demonstrate how behavior to achieve the goals, possibly
the individual goals fit into the to detrimental effect
big picture • Copy paste from the level above
• Minimum weight for single KPI
is 5% and maximum is 30%
Example of Goal Setting using SMART
Goal
Setting
Planning
Mid Year
Calibration
Coaching
End Year
Evaluation
Specific Time Bound
HU - Employee Turnover in Hospital Unit max 11% by Dec 2022
Measurable, Achievable & Realistic
Goal Setting vs Individual Development Plan
Goal Setting ≠ IDP Goal
Setting
Planning
Mid Year
Calibration
Coaching
Goal Setting is focusing more on the performance/KPI
IDP is a tool to help employees in achieving short and
measure and competencies
End Year
long-term career goals Evaluation
IDP is focusing on the leadership competencies to meet
with the individual aspiration and to assist to become
more effective in their current role
IDP items should not be copy – pasted from the Goal Setting.
2. Mid-Year Performance Coaching
Mid-Year Performance Coaching is a process where leaders formally connect with
employees (1-1 coaching session) to : Goal
Setting
1. Discuss and give feedback on the employees’ performance progress and Planning
achievement
Mid Year
Calibration
Coaching
2. Identify what hinders employees from achieving the agreed goals and
realign target as needed
End Year
Evaluation
3. Provide direction and identify necessary support to help employees in
achieving their goals
Use this opportunity to review the IDP progress of yourself and your team members
Do’s and Don’ts (Manager’s Preparation for Mid-Year Coaching)
Do’s Don’ts
• Manage the logistics (quiet place & appropriate • Speak in generalizations and give implicit
message
time for discussion)
• Do all the talking and not giving the
• Get prepared and have an open, honest Don’ts chance for employee to share their
communication (give specific and descriptive thoughts
examples of what the employee has achieved so • Use negative wordings that can end up in
employees’ demotivation
far and what are the expectations) • End the session with no summary of
• Encourage employee’s input and always begin what has been agreed by both parties
the process with employee’s self assessment regarding the comments, feedback and
follow-up actions that need to take by the
before giving feedback managers and the employees
• Provide constructive feedback
• Review progress on Performance and Do’s
Competencies
• Emphasize word of encouragement for
employee’s achievements
REMEMBER!!
1. Review the performance achievement of the first half year
2. No scoring in this process
3. End Year Review – Performance Evaluation
Employee’s Preparation Guide-Performance Evaluation
• To what extent have I met my KPI goals? Goal
• To what extent have I met my Competencies goals?
Setting
Planning
• Am I working up to my potential?
Mid Year
• What kind of feedback should I ask for from my Manager that will help me improve? Calibration
Coaching
Manager’s Preparation Guide-Performance Evaluation End Year
Evaluation
• Does the employee’s achievement exceed the target?
• How much the employee’s become the role model in their work?
• What kind of things that the employee has done beyond their duty?
What RESULTS do I want to achieve from this meeting?
Do’s and Don’ts (Manager’s Preparation) When Give End Year Result
Do’s Don’ts
• Get prepared and have an open, honest
Don’ts • Surprise the employees with an
communication.
abrupt/impromptu performance review
• Provide constructive feedback • Discuss, promise, commit on salary
• Manage the logistics (quiet place & appropriate increase / adjustment / promotion
time for discussion) • Discuss rating as a final rating as it is
subject to Ex Com calibration
• Review progress on Performance and • Propose any promotion or transfer
Competencies for the whole year not just for
recent ones WHY ?
• You don’t want to create unfulfilled
• Provide Pre-Rating for the End Year Evaluation
Do’s expectations
(to be calibrated) and involve • Performance discussion should focus on
Regional/SME/Function Directorate discussion) the employee’s progress / achievement
• Send your rating to the 2nd manager/functional and development
head.
REMEMBER!!
1. Review the whole year performance achievement
2. Do not inform the rating as the final one due to calibration process
4. Performance Calibration
• Performance calibration meetings
provide a forum for the leaders to
Goal
review the employee’s performance, Setting
Planning
participation and people management
across and within the organization, Calibration
Mid Year
Coaching
provide ranking to meet the normal bell
curve distribution. End Year
Evaluation
• Performance Calibration is a process
where people make a justification on
Why is important? the pre-rating
1. Increase performance review accuracy and
justification
2. Review the individual participation/engagement REMEMBER!!
and people leadership Meeting the target does not warrant
3. Properly acknowledge and reward high
performance. an A or B rating.
4. Ensure the performance result meets company
standards.
5. Uphold the credibility of the process.