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Workday User Guide – Performance Review_V1.9_GLOBAL

Workday Guide – Performance ReviewThis guide is applicable to any staff using Workday to manage and record performance against agreed goals/objectives using the “Performance Review” functionality.

Important: The performance evaluation must be discussed and agreed between a manager and member of staff before entering the manager evaluation on the system. The Workday system is used to manage the process of recording the performance of staff that have already been discussed and agreed during a face to face performance review meeting.

Note: Goals should be set up before you complete the Performance Review in Workday so that you can pull through your agreed goals into the Performance Review in order to evaluate yourself/team against the agreed objectives for that performance period. Please see the “Workday Guide – Goals” for instructions on how to input Goals into Workday.

Overall Process

It is important that any manager involved in the performance management process has the necessary skills to conduct one to one performance review meetings with staff, agree SMART objectives and give feedback.

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The following guides refer purely to the use of the Workday system.

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Performance Review Options

The frequency of performance reviews may vary across business units within Hyperion. In order to accommodate this flexibility there are three types of Performance Review Available:

Ad Hoc Performance Review – this is a pre-defined Review Template in Workday which enables you to record an ‘Ad Hoc’ Performance Review for your team member(s). It is expected that this review template will be used for any performance review, which is not the formal end-of-year Annual Review or a Probation Review – so this could be for general ad hoc reviews throughout the year (as agreed between manager and staff) or could be used for quarterly / mid-year reviews, if these are in place in your business area.

Annual Performance Review – this is a pre-defined Review Template in Workday which enables you to record an Annual Performance Review for your team member(s). The template assumes the review period is set in line with the business year.

Probation Performance Review – this is a pre-defined Review Template in Workday which enables you to record the Performance Evaluation of a member of staff who has joined the business on probationary terms, and also record the outcome of the probation, which is then sent to HR to process appropriately (i.e. depending on pass, fail, or extension).

This guide covers Annual Performance Review and the Ad Hoc Performance Review – these two types of review can be used together to form the full set of performance reviews over the course of one year.

The Annual Performance Review and the Ad Hoc Performance Review follow very similar processes (in terms of how you record this in Workday), whereas the Probation Performance Review is slightly different. Therefore, the Probation Review will be covered in a separate User Guide for managing employees on Probation.

If you are not clear about whether you should be using the Annual Performance Review or Ad Hoc Performance Review of both, then please contact your HRBP for more information about the Performance Management Process for your area.

For instructions on the Ad Hoc Performance Review go to page 3 For instructions on the Annual Performance Review go to page 15

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Ad Hoc Performance Review Process in Workday

Please note: For Ad Hoc Performance Reviews, you can pull in the same goals into multiple Ad Hoc Performance Reviews throughout the year. Therefore, if you set up your goals at the beginning of the performance Period then you can continue to pull those same goals into each Ad Hoc Performance Review template (if you are using these for quarterly reviews, for example). You can also set new goals for any Ad Hoc Performance Review.

Please be aware that information or evaluation comments from previous Ad Hoc Performance Review forms will not be included when initiating a new Ad Hoc Performance Review in Workday. Therefore, if you would like to refer to this information as part of the Performance Review process then the recommendation is that you print this off ahead of your meeting to review with your manager / employee. (To print off a historical review refer to the instructions on Step 5 on page 13).

Conducting a Performance Review to be Approved by a Manager

1. A Manager can initiate a Performance Review in Workday from the Home Screen – click on the ‘Team Performance’ icon.

Important: This is not the same as the ‘Performance’ Icon.

2. Select ‘Start Performance Review’ from the list.

3. Select the Employee in your team for which you want to initiate the Performance Review.

Performance & Development Ad Hoc Review – select this option if you would like to review objectives outside of the annual review process. This can be used for quarterly reviews or for mi-year reviews, leading up to the main annual performance review.

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4. Select the type of “Review Template” –it is recommended that you use ‘Performance & Development Ad Hoc’ review template for any performance review that is not the Annual Review or a Probation Review.

Note: if you select a “Performance & Development Ad Hoc Review” you will need to select the Period Start & End Date.

5. Click ‘Submit’ – then a task will be sent to your employee to self-evaluate ahead of the Performance Review meeting.

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Employee self-evaluates their performance against their goals

1. Log into Workday and view the Performance Review task in your Workday inbox. The icon on the top right hand side of the screen indicates a new task in your inbox.

2. Select the task called “Self Evaluation: Performance & Development Ad Hoc Review” and choose ‘Go to Guided Editor’.

3. Click ‘Add’ to select goals and self-evaluate.

4. Select the tick box ‘Pull in Existing Goal’ and then you can select to pull in goals by category, status or “All Valid Goals for Selection” to choose from any of your goals.

All live goals will be displayed and to select the goal you wish to review, highlight the bullet point by clicking your mouse against the bullet point. The goal will then display as a review template, ready for you to add comments. Note: that when the goals are listed, you may only select one goal at a time.

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5. Existing Goals will then be displayed and these can be edited.

You can also select to input a new goal by selecting ‘Add’.

You may edit each of the boxes which are displayed on the screen by typing in your comments.

You should review the delivery date, and if this is to be extended you should select a revised date.

Assuming your objective is ready to be reviewed and agreed as completed the “Status-Mandatory” box should be recorded as “Completed”. Should the objective no longer be relevant this should be recorded as “Redundant”. Otherwise the objective will show as either being “Not Started” or “In Progress”.

If more than one goal is to be reviewed as part of the Ad Hoc review process, then you can move onto the next goal by clicking on the “Add “button which is underneath the Comment box in the Employee Evaluation section.

Each goal should be evaluated one by one, following the steps outlined above, until the process is complete

6. At the bottom of the screen you can complete the text box called “Employee Evaluation” with your self-assessment against each goal.

Then click ‘Next’.

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7. You can choose to add supporting documentation, if required, by clicking ‘Add’ which will display the file attachment screen.

Note that this is an optional screen and in most cases is not used. You only need to complete this step once for all of the goals that are being reviewed.

If you have no additional documentation to

attach then just click “Next”.

If you wish to add supporting documentation y select a file to upload to this self-evaluation, by selecting ‘Attach’.


8. Add in your summary commentary to detail your ‘overall’ self-assessment for that performance period into the “Employee Evaluation” comment text box.

Note that it is mandatory that you provide some form of comment, otherwise your assessment will not be forwarded to your manager for completion and you will see an error message displayed on the final screen. If you ignore this and click the Next button, the review process will not be completed and the Self-evaluation email will remain in your inbox awaiting completion.


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9. A summary screen is displayed where you can review all your goals, delivery dates, supporting documents and self-evaluation commentary against each one, including the overall evaluation.

You can choose to edit any of these sections by clicking the pencil icon.

Or once you are happy with the summary select ‘Submit’.

This will move forward to the next step in the process – the Performance Review is sent to the Manager’s Workday inbox for review and Manager Evaluation and the face to face review meeting should be arranged between you and your manager so that you can review your goals.

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Manager evaluates employee against their goals and performance self-evaluation

1. The manager will have received a task in their Workday inbox once the Employee Evaluation has been completed by their team member.

The Manager holds face to face review meeting with their employee.

2. To print off the Goals and Employee Evaluation for this meeting the manager can select the “Manager Evaluation: Performance & Development Ad Hoc Review” task in their inbox and choose the “Go to Summary Editor” which provides a full view of all the Goals and Employee Evaluation notes.

Select the print icon at the top right hand corner of the task.

If the document does not print immediately you can retrieve the PDF file in the Notifications inbox. Click on the Cloud icon in the top right of the screen and left click with a mouse. Options will appear – Notifications will appear. Click on Notifications to retrieve the PDF.

3. Following the meeting (or during the meeting), you will need to make a record of what was discussed. Log into Workday and view the tasks in your inbox. Select the “Manager Evaluation” e mail for the appropriate team member so that you can complete their review.

Alternatively, you can choose the “My Team’s Performance Reviews” from the ‘Team Performance’ icon on the Workday Homepage. Click on the link in the “Performance Review” box and the click on the “Open” button in the “Awaiting Me” box.

OR

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4. Select the task called “Manager Evaluation: Performance & Development Ad Hoc Review”, and choose ‘Go to Guided Editor’.

5. Select the Pencil Icon to edit, and then update the ‘Manager Evaluation’ text box at the bottom to provide performance comments for each goal.Choose the tick icon for each goal once you have added evaluation comments against each goal.

Note: that this is a mandatory section and you must add evaluation commentary against each goal. If you do not make a comment then the performance review process cannot be completed. Please note that the comment only refers to the specific objective that you are reviewing.

The assumption is that these evaluation comments will have already been discussed with the employee at their face to face review – this is the recording of that conversation in Workday.


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6. In the Supporting Document section, you can choose to add further supporting documentation by selecting ‘Add’. (This is optional so click Next if this does not apply)Then attaching a document using the “Attach” button.


Alternatively, if you have no additional supporting documentation to add then just click ‘Next’.

7. In the Overall Summary section, the manager can add overall performance comments for that performance period into the “Manager Evaluation” comment text box.

This is a mandatory comment – if you do not make a comment then the process cannot be completed in Workday.

Your comments should summarise the employees overall performance during the review period.


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8. If all information is correct then click ‘Submit’.

This will move forward to the next step in the process – the Performance Review is sent to the Employee’s Workday inbox for review and acknowledgement.

You will know that this has been successfully completed as you will see a “Success” message displayed on your screen.

(Note – if the action to complete the evaluation has been successfully completed the e mail will disappear from your inbox)

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Employee reviews the Perfomance Evaluation from Manager and Submits

1. Log into Workday and view the tasks in your inbox.

2. Select the ‘Manager Evaluation’ Performance Review task in your Workday inbox and then review the manager evaluation comments and details of the full Performance Review in Workday.

You can add additional feedback comments as required.

3. Update the Employee Acknowledgment (at the top of the screen under “Employee Feedback”) by clicking on the pencil icon to make this section editable.

Then update the Status by selecting ‘Acknowledge with Comments’ or ‘Acknowledge’ depending on whether or not you would like to add additional comments in the comments box.

Then click the pencil icon to confirm this Acknowledgement Status and any comments.

Please note that you must acknowledge receipt of this document in order to complete the process.

4. Then select ‘Submit’ to acknowledge and confirm this Performance Review & Evaluation.

This completes the process.

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5. Should you wish to refer to this process in the future, this is now stored in the “Performance” section of Workday.

Go to the Workday home page and select the “Performance” icon and then select the relevant review you wish to view.

If you wish to see the dates for which the Ad Hoc Performance review is for then you can just hover over the name of the review (you don’t need to click into it to see the high level dates).

Then click the “View Details” button to review a summary of the Performance Review, including goals, employee evaluation, manager evaluation, and acknowledgement.

Should you require a hard copy of this document click on the print icon in the top right hand side of the screen

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Annual Performance Review Process in Workday

Conducting a Performance Review to be Approved by a Manager

1. A Manager can initiate a Performance Review in Workday from the Home Screen – click on the ‘Team Performance’ icon.

Important: This is not the same as the ‘Performance’ Icon.

2. Select ‘Start Performance Review’ from the list.

3. Select the Employee in your team for which you want to initiate the Performance Review.

Performance and Development Review – select this option if you would like to review all of the objectives that you have set in the annual review period

4. Select the type of “Review Template” (it is recommended that you use the pre-defined template for annual reviews, i.e. the “Performance & Development Review FYxx/xx” for the relevant year) and the Performance review period.

Note: if you select a specified Review Template, such as “Performance & Development Review FY16/17” then the Period Start & End Date will be defaulted to the appropriate period for that Hyperion Performance Review template.

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5. Click ‘Submit’ – then a task will be sent to your employee to self-evaluate ahead of the Performance Review meeting.

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Employee self-evaluates their performance against their goals

1. Log into Workday and view the Performance Review task in your Workday inbox. The icon on the top right hand side of the screen indicates a new task in your inbox.

2. Select the task, and choose ‘Go to Guided Editor’.

3. If the employee has already reviewed some of their goals with their manager during the year through the Ad hoc Review process then these goals will pull through for the annual period.

However, so that any additional goals can be reviewed for the total year, it is necessary to go through the review process again. To add the additional goals, click ‘Add’ to select goals and self-evaluate.

4. Select the tick box ‘Pull in Existing Goal’ and then you can select to pull in goals by category, status or “All Valid Goals for Selection” to choose from any of your goals.

All live goals (or additional goals that have been entered onto Workday since the last Ad Hoc Review) will be displayed and to select the goal you wish to review, highlight the bullet point by clicking your mouse against the bullet point, The goal will then display as a review template, ready for you to add comments. Note: that when the goals are listed, you may only select one goal at a time.

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5. You may edit each of the boxes which are displayed on the screen by typing in your comments.

You should review the delivery date, and if this is to be extended you should select a revised date.

Assuming your objective is ready to be reviewed and agreed as completed the “Status-Mandatory” box should be recorded as “Completed”. Should the objective no longer be relevant this should be recorded as “Redundant”. Otherwise the objective will show as either being “Not Started” or “In Progress”.

If more than one goal is to be reviewed as part of the review process, then you can move onto the next goal by clicking on the “Add “button which is underneath the Comment box in the Employee Evaluation section.

Each goal should be evaluated one by one, following the steps outlined above, until the process is complete

6. At the bottom of the screen you can complete the text box called “Employee Evaluation” with your self-assessment against each goal.


7. You can choose to add supporting documentation, if required, by clicking ‘Add’ which will display the file attachment screen.

Note that this is an optional screen and in most cases is not used. You only need to complete this step once for all of the goals that are being reviewed.

If you have no additional documentation to

attach then just click ‘Next’.

If you do wish to add supporting documentation, you can then select a file to upload to this self-evaluation, by selecting ‘Attach’.


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8. Add in your summary commentary to detail your ‘overall’ self-assessment for that performance period into the “Employee Evaluation” comment text box.

Note that it is mandatory that you provide some form of comment, otherwise your assessment will not be forwarded to your manager for completion and you will see an error message displayed on the final screen. If you ignore this and click the Next button, the review process will not be completed and the Self-evaluation email will remain in your inbox awaiting completion.


9. A summary screen is displayed where you can review all your goals, delivery dates supporting documents and self-evaluation commentary against each one, including the overall evaluation.

You can choose to edit any of these sections by clicking the pencil icon.

Or once you are happy with the summary select ‘Submit’.

This will move forward to the next step in the process – the Performance Review is sent to the Manager’s Workday inbox for review and Manager Evaluation and the face to face review meeting should be arranged between you and your manager so that you can review your goals.

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Manager evaluates employee against their goals and performance self-evaluation

1. The manager will have received a task in their Workday inbox once the Employee Evaluation has been completed by their team member.

The Manager holds face to face review meeting with their employee.

2. To print off the Goals and Employee Evaluation for this meeting the manager can select the “Manager Evaluation” task in their inbox and choose the “Go to Summary Editor” which provides a full view of all the Goals and Employee Evaluation notes.

Select the print icon at the top right hand

corner of the task .

If the document does not print immediately you can retrieve the PDF file in the Notifications inbox. Click on the Cloud icon in the top right of the screen and left click with a mouse. Options will appear – Notifications will appear. Click on Notifications to retrieve the PDF

3. Following the meeting (or during the meeting), you will need to make a record of what was discussed. Log into Workday and view the tasks in your inbox. Select the “Manager Evaluation” e mail for the appropriate team member so that you can complete their review.

Alternatively, you can choose the “My Team’s Performance Reviews” from the ‘Team Performance’ icon on the Workday Homepage. Click on the link in the “Performance Review” box and the click on the “Open” button in the “Awaiting Me” box

OR

4. Select the task, and choose ‘Go to Guided Editor’.

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5. Select the Pencil Icon to edit, and then update the ‘Manager Evaluation’ text box at the bottom to provide performance comments for each goal.

Note: that this is a mandatory section and you must make a comment. If you do not make a comment then the performance review process cannot be completed. Please note that the comment only refers to the specific objective that you are reviewing.

The assumption is that these evaluation comments will have already been discussed with the employee at their face to face review – this is the recording of that conversation in Workday.


6. In the Supporting Document section, you can choose to add further supporting documentation by selecting ‘Add’. (This is optional so click Next if this does not apply)

Then attaching a document using the “Attach” button.


Alternatively, if you have no additional supporting documentation to add then just click ‘Next’.

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7. In the Overall Summary section, the manager can add overall performance comments for that performance period into the “Manager Evaluation” comment text box.

This is a mandatory comment – if you do not make a comment then the process cannot be completed in Workday.

Your comments should summarise the employees overall performance during the review period.


8. .

If all information is correct then click ‘Submit’.

This will move forward to the next step in the process – the Performance Review is sent to the Employee’s Workday inbox for review and acknowledgement.

You will know that this has been successfully completed as you will see a “Success” message displayed on your screen.

(Note – if the action to complete the evaluation has been successfully completed the e mail will disappear from your inbox)

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Employee reviews the Perfomance Evaluation from Manager and Submits

1. Log into Workday and view the tasks in your inbox.

2. Select the ‘Manager Evaluation’ Performance Review task in your Workday inbox and then review the manager evaluation comments and details of the full Performance Review in Workday.

You can add additional feedback comments as required.

3. Update the Employee Acknowledgment (at the top of the screen under “Employee Feedback) by clicking on the pencil icon to make this section editable.

Then update the Status by selecting ‘Acknowledge with Comments’ or ‘Acknowledge’ depending on whether or not you would like to add additional comments in the comments box.

Then click the pencil icon to confirm this Acknowledgement Status and any comments.

Please note that you must acknowledge receipt of this document in order to complete the process.

4. Then select ‘Submit’ to acknowledge and confirm this Performance Review & Evaluation.

This completes the process.

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5. Should you wish to refer to this process in the future, this is now stored in the “Performance” section of Workday.

Go to the Workday home page and select the “Performance” icon and then select the relevant review you wish to view.

Then click the “View Details” button to review a summary of the Performance Review, including goals, employee evaluation, manager evaluation, and acknowledgement.

Should you require a hard copy of this document click on the print icon in the top right hand side of the screen.

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Documents

© Restricted Rights - Illuceo Limiteduat-web-resources.hyperiongrp.com/cmsmedia/6529/workday... · Web viewPlease be aware that information or evaluation comments from previous Ad