2016 Guide for Performance Reviews - SuccessFactors Guide for Performance Reviews Last Updated: December 13, 2016 2 When your annual performance review form opens, confirm that all

2016 Guide for Performance Reviews

Last Updated: December 13, 2016 1

Performance reviews (evaluations) are completed once per year, and are directly tied to our work plan

items. Each year, employees must perform a self-evaluation of the work they completed throughout the

year. Once you’ve completed your self-evaluation, your review is sent to your supervisor for their

evaluation. Following that, evaluations are reviewed by your VP/EVP and HR, then returned for 1:1

discussions between you and your direct supervisor.

View/Confirm Org Chart

Before you begin your performance review, you will want to confirm where you are on the org chart –

that you’re in the right group, have the appropriate supervisor, Vice President (VP), and Executive Vice

President (EVP), and that you have the correct direct reports (if applicable). You can view the org chart

in two ways.

1. From your dashboard – Once you’ve logged in to SuccessFactors

(http://performance.unitedway.org), find your Links tile and choose “Org Chart”.

2. From the “Company Info” option in the top-menu/main navigation drop-down.

Review/Complete Your Work Plan

Before you begin your employee self-evaluation, your work plan for the year must be completed. Once

you start your self-evaluation you will not have an opportunity to go back to enter or remove items from

your current work plan. Instructions on how to complete your work plan in SuccessFactors can be found

on the website under “Company Info”, or through this link:

http://performancemanager4.successfactors.com/C0000278874P/WorkPlanSteps_Doc.pdf

Employee Self-Evaluation

To begin your self-evaluation, click on your “Employee Self-Evaluation” link from the “To Do” tile on

your dashboard.

http://performance.unitedway.org/

http://performancemanager4.successfactors.com/C0000278874P/WorkPlanSteps_Doc.pdf



When your annual performance review form opens, confirm that all the information that appears in the

form is correct before completing your self-evaluation. You will want to confirm that the form contains

your employee information (name, job title, supervisor, competency level, and group).

You will also want to confirm that the review dates match the current period for this evaluation.



Begin your self-evaluation by rating your work plan items. You may rate yourself on a scale of 1-5 stars.

A ratings guide is provided in the Work Plan section of the evaluation form. For each work plan item,

you can select a rating and provide comments. You can also attach documents to your evaluation.

The second part of your self-evaluation involves rating yourself against the United Way competencies

for your job level. Confirm that the competencies you are rating yourself against are for your job level.

The job level will appear in parentheses beside each competency (e.g., Lead Associate).



Next, you have the option to submit comments on your strengths and development opportunities. This

is not a required piece of your evaluation, but it is recommended. Your supervisor and VP, along with HR

will also have the opportunity to provide comments in this section.

Once you’ve completed your evaluation, scroll to the bottom of the form to the Acknowledgement

section and click on “Send to Manager” to route the form to your supervisor. You can also choose to

save the form and come back to it later.



Confirm that the form will be forwarded to your supervisor, then click “Send to Matrix Manager” again.

If your supervisor’s name does not appear in the “Forward Form To” area, do not forward your self-

evaluation. Instead, choose to Cancel, and contact HR to have your information corrected.

This completes your self-evaluation. If you are not a supervisor, this concludes all you will have to do in

the system until after your 1:1 discussion with your supervisor, when you’ll return to the system to

acknowledge the conversation and your performance review.



Supervisor Evaluation

If you are a supervisor, you will have to complete a performance evaluation for each of your direct

reports. When your direct report(s) has completed their self-evaluation, an item for you to do your

supervisor evaluation for them will appear in the “To Do” tile of your dashboard. Click on the link to

view what they have submitted, and begin your evaluation.

Confirm that you are completing a review for the direct report you selected, and that you are on the

“Supervisor Evaluation” step in the route map.

In the Work Plan section of the evaluation form, you can see what your direct report submitted as their

rating and comments, for each item, and you must provide your own rating and comments.



You can also choose to provide feedback on your staff member’s strengths and development

opportunities. It is not required to provide information in this section, but it is highly recommended. It’s

suggested that if you do provide comments here to preface them with your name or initials, to

distinguish them from other comments.

As a supervisor, you also have a summary view of the ratings for each work plan item and competency.

The overall rating that appears here is the “rating of record”, which will be the official rating that is

submitted for your direct report once the review is finalized. VP/EVP and HR also has access to this

summary.



You can provide overall comments to the evaluation at the end of the form, then click on the “Send to

Next Step” button to forward the evaluation to the next step. You can also choose to Save the form and

come back to finish it later.

Confirm that the form will be forwarded to the employee’s VP, if applicable, then click “Send to Next”

again.

This completes the supervisor evaluation of the performance review.



VP Evaluation

If you are a VP, you will have to complete a review of each of the staff members in your reporting chain.

Note: You will not have to do an additional VP review if you have direct reports and have already

completed their supervisor evaluation. To complete the VP evaluations for your staff, click on the “VP

Evaluation” link from the “To Do” tile of your dashboard.

Confirm that you’re in the right stage of the route map (VP Evaluation)

In the evaluation form, you can enter comments for your staff, but you cannot provide additional

ratings. To see the ratings and comments the staff member and their supervisor provided, look in the

“Ratings from Others” section of the form.



Click on the “More Ratings from Others” link if you do not see all the ratings and comments.

VPs have the ability to enter comments for each of the work plan and competency items in the

performance review form, but it is not required. Once completed, submit the form to send it to the next

step in the route map.

HR Evaluation

The HR role must review each of the performance reviews before they are finalized and released for

discussions between the employee and supervisor. To review a staff member’s evaluation, return to

your dashboard and select “HR Evaluation” from your “To Do” tile.



As with the supervisor and the VP, the HR role also has the ability to see previously submitted ratings

and comments, and also has the ability to add comments to the employee evaluation. The HR role

cannot provide any additional ratings.

Once the HR role has completed review of the evaluation, they must then send it back to the supervisor

for the one-to-one discussion with their employee.

Confirm that the form will be sent back to the appropriate supervisor, then click “Send to 1:1 Meeting”

again.



Performance Discussion

As a supervisor, after HR has reviewed the completed performance evaluation it is then time to hold the

performance discussion(s) with your staff. You can find the completed reviews in the “To Do” tile of your

dashboard. Click on the link that reads “Performance Discussion” to view and print the evaluation.

NOTE: There is no automated process for scheduling performance discussions. It is the responsibility of

the supervisor to send Outlook invitations to their employees to schedule the discussions to take place.

Once in the review form, you can click on the “Supporting” box to view any supporting documents or

remarks that have been provided throughout the evaluation process. You can also click on the print icon

to print the completed review, to have printed copies available for your performance discussion.



Print version of a completed performance review



In the print version of the performance review, the supervisors ratings and comments appear first as

they are the ratings of record, followed by the employees ratings and comments. If any comments have

been provided by the VP or HR, they will also appear in the print version.

After you, the supervisor, has completed the 1:1 meeting with your employee, return to the site and

confirm you’ve had the discussion. This will then forward the form to the employee for their

acknowledgement and electronic signature.



Confirm that the form will be routed to the correct employee and then click “Send for Signature”.

Employee Acknowledgement and Signature

Once you’ve had your discussion with your supervisor, and you agree to what’s been discussed, you can

acknowledge your performance review and electronically sign it to finalize it. Return to the “To Do” tile

on your dashboard and click on the “Employee Signs form” link.

To acknowledge your performance review, you can submit any additional comments you want on record

and then click on the “Sign” button.



Confirm your signature by clicking “Sign” again.

This completes your annual performance review. Once done, you’ll come to a screen that looks like this:

To see all your completed forms, click on the “Completed” link from the left menu under “My Forms”:



Things to Remember

You must have a SuccessFactors account to complete your performance review

The URL to access SuccessFactors is http://performance.unitedway.org

Your username for SuccessFactors is firstname.lastname (e.g., john.doe)

You must set your own password. If you cannot recall your password, you can reset it by clicking

on the Forgot Password link from the login page

Points of Contact

For questions on the performance review process or timeline, contact HR (Teresa Woods –

[email protected])

For technical questions about the system (SuccessFactors), contact Nicole Haynes

([email protected])

For help getting an account in SuccessFactors, or for changes to your account information,

contact Julia Connell ([email protected])

Resources

The supervisor and employee walkthroughs taking place through December 5, 2016

o The walkthroughs will be recorded and made available on the SuccessFactors website

(one for supervisors, and one for non-supervisors)

The “2016 Guide for Performance Reviews” document will be provided at each walkthrough,

and will also be made available on SuccessFactors, following the completion of the walkthroughs

Additional office hours, after December 5, for anyone who has questions or was unable to make

any of the walkthroughs

http://performance.unitedway.org/

mailto:[email protected]



Documents

2016 Guide for Performance Reviews - SuccessFactors Guide for Performance Reviews Last Updated: December 13, 2016 2 When your annual performance review form opens, confirm that all