End of year Performance ConversationsGuide -individualsBGUK Market UnitNovember 2021Business use only

End of year performance conversations are importantSetting dedicated time to talk about how you’ve performed this year supports your performance and development, and because you’ve been talking regularly with your manager, there shouldn’t be any surprises.

It’s your opportunity to sum up how the year went, you will need to give yourself a rating and this should cover what you have done as well as how you’ve done it, further details on this will be provided throughout the guide.

This year we have seen some significant changes to the way we work, including our new values, and the launch of our 3x6 strategy. You will see throughout this guide that linking our work and behaviours to values and strategy is an important part of performance and sets the standard for the level of performance required at Bupa.

In this guide you’ll find support for:

the link between our strategy and values timelines inputting ratings into Workday performance rating descriptors examples of living the values – good and not so good having the performance conversation frequently asked questions

Business Use Only 2

How it’s connected – our strategy and our values

What is our purpose and our ambition

At Bupa our purpose is longer, healthier, happier lives and making a better world.

Our ambition as an organisation is to be the world’s most customer-centric healthcare company, focussing on our new Elephant 3x6 strategy, our global framework to achieve this.

How will we achieve this with our values

Our values are the core of who we are and must support and reflect our purpose and ambition.

Business Use Only 3

Timelines – end of year 2021 and start of year 2022

All non Workday users to follow the same timeline & local process

Business Use Only 4

Action TimelineEmployee inputs their preliminary rating in Workday and completes self-review 17 Nov – 1 Dec

Performance conversation takes place between Manager & Employee and Manager input proposed rating

3 Dec – 24 Dec

Calibration of all performance ratings 4 Jan – 14 Jan

Manager to communicate final ratings 28 – 30 Jan

Final ratings visible in Workday 31 Jan

Goals for 2022 are agreed between manager and employee January to February

Deadline for managers to approve goals 28 Feb

Top tips for your performance conversation

20 09 2021Business use only 5

Performance conversation top tips

To make sure your review goes smoothly and is as helpful as possible, it’s best to do some preparation in advance.

Here are some recommended questions to help you prepare:

• How have you demonstrated our values in your work and behaviour?

• What have you achieved this year? What’s gone well? What could have gone better?

• What have you done that meets or exceeds the expectations of your role? Think of specific examples and how it links to the 3x6 strategy or business unit/team strategy

• How have you developed in the role and how would you like to develop next year?

It’s important to account for the unprecedented circumstances this year has presented us with.

Think about how our altered ways of working have impacted your performance, what have you overcome?

What challenges do you continue to face?

Reflect on the challenges of the past year

20 09 2021Business use only 6

As part of your performance conversation with your manager, you need to give yourself a rating inWorkday. This will help the conversation you have with your manager. It’s easy to do – you’ll get a task in your inbox, which takes a few minutes to complete.

How do I give myself a rating in Workday?

1. Log into Workday

2. Before the end of the feedback window, finalise all your goals.

3. You will see a task in your inbox ‘Self Evaluation - Bupa end of year Performance Review’ – click on it

4. You will see your goals and feedback and you will have the opportunity to update and add comments in this section

5. Rate your performance – Work to do, Working well or Working wonders

6. If you would like, you can leave comments on why you have given this rating

7. Remember to click ‘submit’ when you’re done

8. Your manager will then get an email confirming you’ve completed the task and they’ll be able to see your proposed rating, goals, feedback and your comments.

Inputting ratings into Workday

Gather feedback via Workday – ask people you work with for their thoughts on how you’ve displayed our values well

and areas to develop. Guide to feedback

Rating PerformanceWhen reflecting on how to rate performance there are some key fundamentals to measure against when considering what you’ve done and, just as importantly, how you’ve done it:

Business Use Only 7

what

Manager Expectations (for managers

only)Strategy

(organisation/ team)

Role Expectations

(job description,

goals)

how

Bupa Code

Values

Performance Ratings

Business Use Only 8

You’ll get this rating if:

• you sometimes live our values and follow the Bupa Code, but could be more consistent

• you sometimes take personal responsibility for managing risks

• have not met all the professional and regulatory competence requirements of your role

• you are meeting some but not all the expectations of your role

• you are demonstrating some of the skills and capabilities needed for your role, but some improvement is required.

You’ll get this rating if:

• you consistently live our values and follow the Bupa Code

• you consistently take personal responsibility for managing risks

• have met all the professional and regulatory competence requirements of your role

• you perform your role well, sometimes delivering above and beyond what’s expected – by sometimes running and changing

• you welcome growth opportunities and put in time and effort to develop in your role.

You’ll get this rating if:

• you are considered a role model for living our values and bring out the values in others

• you follow the Bupa Code• you are proactive and a role model in

managing risks • have met all the professional and

regulatory competence requirements of your role

• you always deliver above and beyond what’s required – always running and changing

• you always perform at a higher level than people at the same level and with similar experience.

Work to do Working well Working wonders

Once your manager has looked at what you’ve done and how you’ve done it, they’ll sum up your performance with one of these three ratings.

Examples of living our values – good and not so goodGood

Brave• do what is right, even when it is hard• try new things, new ways of working• take action on performance issues• make decisions and move forwards

Caring• listen to others' opinions• help others to be successful• encourage collaboration• showing sensitivity to individual needs

Responsible• being honest• learn from your mistakes• acknowledging and accepting whatever happens as a

result of your decisions, actions, mistakes• do what you say you will do

Not so good

Brave• micro-managing or controlling others, which can stifle bravery• ignoring the needs of others in pursuit of your goal• using a deadline as a reason to ignore the input of others• being reckless

Caring• using harsh criticism• being dismissive• not addressing performance issues• not sharing the truth

Responsible• don’t blame others• don’t be dishonest• don’t judge people who are different from you• don’t show favouritism

Business Use Only 9

Support

Business Use Only 10

• For help with how to set goals in Workday, have a look at the Goal Setting guide.

• Visit our Performance Management Framework page here.

• As a manager you can view your team’s goals and export them to Excel, and cascade goals to your team. For guidance on how to do this visit the Goal Setting for Managers guide.

• Visit the Learning and Development page here for more support on setting development goals.

• If you have concerns about a team member’s performance please contact your local People Partner.

• If you’d like to develop your performance conversations skills, please visit Grow for courses and materials to support you.

• For a reminder of our values, Bupa Code, and 3x6 Strategy please click on the links.

• Here is also a reminder of our values:

Frequently asked questions

DD MM YYYYSecurity classification here… 11

Business Use Only 12

Question AnswerWhy is it important to review how our people are living the Bupa values and following the Bupa Code?

Our values and the Bupa Code are the foundations our business is built on. To care for our customers, protect our reputation and manage our risks we must work in the Bupa way. That applies to everyone at Bupa, no matter what role they do. Evaluating how people have worked can be straightforward. Think about those people you think of as role models at Bupa, and the behaviours you see them demonstrate. Then talk honestly about whether you see these replicated in the way your people work.

How do regulatory responsibilities on competency fit into the annual performance cycle?

The Bupa Code requires everyone to be fit to practice in their role and maintain high professional standards. Making sure people have met all the professional and regulatory competence requirements and conduct standards of their role needs to be part of all the performance conversations you have, not separate.

Is there a form I can use to record the end of year conversation?

Yes. For Workday users, capture all performance conversations in Workday, how to do this can be found here. For non Workday users, use the Performance Conversation capture form available here.

What should I do if the goals set are no longer relevant or have changed over the course of the year?

It’s important to keep revisiting agreed performance outcomes and adjusting them if they’re no longer relevant. As we embrace this new way of doing things on a more permanent basis, it is vital that we are working in a more agile way, focusing on shorter terms bursts, then recalibrating and resetting priorities for the next period. This more flexible way of working means our approach to goal settings needs to adapt too. You can update your goals in Workday using the ‘edit’ functionality.

Who can I speak to if I have concerns around one of my teams performance?

Your People Partner is first port of call if you have any concerns about your team’s performance.

Business Use Only 13

Question AnswerWhen can performance ratings be shared with employees?

You may provide indicative ratings to your employee, but ratings can be shared by managers with employees when all final ratings have been confirmed in Workday –see timelines at the beginning of this guide.

My team member is not a Workday user – what do I need to do with the performance conversation capture form following the end of year review?

Keep the performance conversation capture form locally on file.

A member of my team has had a period(s) of prolonged sickness absence this year – how do I account for this when reviewing their performance?

Their performance rating should reflect the period during which they were working,before the absence started and after their return.

A member of my team is currently on long term sick and I don’t know when they will return –how do I account for this when reviewing their performance?

Their performance rating should reflect the period during which they were working,before the absence started or, depending on the length of their absence, on the previous year’s performance.

A member of my team has been/is currently on maternity/paternity leave, out of the business –how do I account for this when reviewing their performance?

You should base your review on the period of time before their leave started or after their return from leave (even if they have only been back in the business for one month). If they were absent for the whole of the review year, you should use their performance rating from the previous year.

Do we require force distribution within Bupa? We don’t force distribution within Bupa but it’s best practice to differentiate performance across a team.

Business Use Only 14

Question AnswerHow do I rate a team member who is currently seconded ortransferred to my team?

All performance documentation completed for the current year by the previous manager should be transferred to the current manager and an indicative rating given. As their current manager, you are responsible for talking to their previous manager to establish a rating for the year to ensure a fair assessment is made of their overall performance. The manager who currently manages the individual will have responsibility for conducting the end of year review and entering the individual’s performance rating into Workday if a Workday user.

How do I rate an employee who has moved role during the performance year?

If an employee’s has moved role during the performance year they should be reviewed for the new role they are doing. However, if they have been in their new role less than three months, it may also be necessary for their rating to reflect their previous role. For example: John was promoted during September. A review of his old role shows he was ‘working wonders’ and he was well above performance and behavioural expectations and would have been awarded ‘working wonders’. At the end of year performance review in December, John had only been in his new role for three months. He was doing a good job, however he was achieving in some areas but in other areas he was still developing in role. In this example it’s important to take into account John’s overall performance during the year and therefore assess his performance and behaviour in his previous role, together with his new role. You need to take into account John’s development into the role and not necessarily the objectives/expectations required which would be specific to a colleague who is fully competent in the role. To make a fair assessment of John’s performance throughout the year you may consider awarding John an overall rating of Working Well, taking into account John’s exceeding performance/behaviour in his previous role and achievements in his new role.Remember that if they’ve been promoted and you are their new manager, you are responsible for talking to their previous manager to establish a rating for the year to ensure a fair assessment is made of their overall performance.

Business Use Only 15

Question AnswerWhat is the system being used for ratings collection?

For those on Workday we're using the Workday Performance app to collect ratings.For non Workday users please continue to use your current process.

What is the timeline for submitting ratings?

Timelines are at the beginning of this guide.

What happens if I don’t submit a rating for one of my team?

Your People Partner can plot your team member in Workday for you if you missed the deadline.

How do I access the Workday Performance app?

Log into Workday and in your inbox you will have a task to complete. Once your employee hascompleted their self evaluation click on the task and you will be directed to complete the end of yearperformance rating.

Can I change a rating once submitted?

You are unable to change a rating once you have submitted it in Workday. If you need a ratingchanged during calibration, please speak to your People Partner who will be able to support.

Why are some of my team missing from the end of year rating task?

The performance rating task uses a snapshot of your business structure in preparation for your rating submission. If changes are made to the management hierarchy in Workday after this date they won't be reflected in the ratings tool, therefore the previous manager will need to rate the performance.

I have a new starter in my team, do they need a rating? would they be eligible for Reward Review?

Anyone starting after 1 Oct will not be required to complete an end of year rating via Workday as they are too new to rate. We do not require an end of year rating for them or the manager. An employee would be eligible for reward review if the start date is prior to 31 Dec and eligible for bonus if the start date is prior to 1 Oct.

My team member hasn’t rated themselves, what shall I do?

Don’t worry this will not break the end of year cycle, you will still receive a task to rate your team member.

Business Use Only 16

Question AnswerWho is responsible for entering performance ratings?

Managers are responsible for inputting the performance ratings for their people.

Can I delegate the responsibility of submitting ratings to someone else?

No. This task can’t be delegated to someone else, the manager is responsible for submittingratings for their team members.

How do I approach the performance conversation with anyone in my team who is currently at risk?

Anyone in your team currently 'at risk' and undergoing consultation should still go through the end of year process in the normal way.You will of course be having regular conversations with them about the changes at Bupa but you should put aside time to have a conversation specifically about their performance over the past year. You should also calibrate their performance in the normal way and give their performance a rating.

Who can I contact if I need further assistance with the Workday tool?

Please contact People Operations via Service Now

Are employees who are on maternity, paternity, long term sick or out of the business expected to input a rating on Workday?

No. If you have someone out of the business, regardless of reason, they won’t be expected tocomplete the employee rating task in Workday. As a manager you will still need to complete apreliminary rating for your team member on Workday.

Business Use Only 17

Question AnswerWhen I receive my end of year task to rate myself what goals will pull through?

When the end of year task launches it will pull through any goals and feedback that you have in Workday for this year. You will have a ‘moment in time view’ which means you can view your goals and feedback so far. You can continue to edit/update/complete your goals in Workday but your ‘moment in time view’ in the end of year task will not change.

Outside of the end of year task, how long do I have to update/edit/complete my 2020 goals in Workday?

You can update/edit your goals as often as you like.

How do I give and request feedback? It’s really important to give and receive feedback as this is evidence towards your end of year conversation, and it’s so easy to do in Workday. Please see the guide here for more information.

How does a rating impact anyone eligible for Management Bonus Scheme?

Please visit the my Reward and Recognition page where you will see the management bonusscheme (MBS) details.

Does the Workday end of year rating stay in Workday once the cycle has ended?

Yes. Workday Performance app rating tool will capture the rating and it will be held within Workday.

Business Use Only 18

Question AnswerHow do I input a goal? For individuals to input their goals see the guide here, which gives you step by step

guidance. For managers please see this guide Guide for Managers.

I have submitted my goals to my manager but haven’t received anything back, what should I do?

First check with your manager that they have ‘approved’ or ‘sent back’ your goals and if your manager has approved them and you still haven’t received them please contact the People Operations team via Service Now

How do I amend a goal? Take a look at the Guide, which gives you step by step guidance.

As a manager how do I cascade a goal?

Take a look at the Guide for Managers, which gives you step by step guidance.

Do I set goals for people who are due to go on maternity leave?

Yes, you should set goals with anyone due to go on maternity leave and adjust the timescales to match the period that they are due to be at work.

Should I set goals for people on a fixed term contract?

Yes, it’s important that all our people have goals to work towards, even if they are only with us for a shorter period of time.

Can everyone in my team have the same goal?

Yes, you can create a goal and cascade to all, or some, of your team.

What if I receive feedback and I don’t agree with, what should I do?

If you receive feedback and don’t agree with it in the first instance speak to your manager to talk about next steps. You can contact the People Operations team via Service Nowwho can remove this for you