Performance Evaluation - dnrintranet.org · • Managers must evaluate the performance of their salaried employee(s) two times during the performance year. • The performance year

Department of Natural Resources

Performance EvaluationInstructions for Managers for

Evaluating Employee Performance2019


Completing Performance Evaluations (Instructions for Managers)

• Managers must evaluate the performance of their salaried employee(s) twotimes during the performance year.

• The performance year is from July 1st – June 30th. (Not a calendar year)

The Mid-Year Evaluation is to be completed in January.

The Annual Evaluation is to be completed in July.

• To complete the evaluation, managers must follow the steps provided on thenext slide.

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Performance Management Process Timeline(Manager Responsibilities)

Planning Coaching Evaluation(Mid-Year)

Coaching Evaluation(Annual)

June – July July – December January –February

January –June

July – August

Think about performance goals.

DevelopPerformance Plan. (Clone or create a new plan)

Finalize Plan. Make performance notes. Work with employees on execution of the plan.

CompleteMid-Year Performance Evaluation paper form.

Meet with employees.

Make performance notes. Work with employees on execution of the plan.

Complete Annual Performance Evaluation in TeamWorks.

Meet with employees.

This presentation addresses the two performance evaluation phases of performance management (Mid-Year and Annual) indicated above in Blue.

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Completing Mid-Year Evaluations (Instructions for Managers)

Completing the Mid-Year evaluation process is very simple. Managers must complete the following steps:

• Complete a copy of the Mid-Year Performance Evaluation Form for each employee. The form islocated on the Agency Intranet at http://dnrintranet.org/hr/performance-management;

Do not use ePerformance in TeamWorks to complete the Mid-Year evaluation.

• Conduct a Mid-Year evaluation meeting with each employee to discuss performance feedbackprovided to the employee on the Mid-Year Performance Evaluation Form;

• Obtain the employee’s signature on the form;

• Sign the form (manager);

• Retain the signed Mid-Year Performance Evaluation Form locally in the employee’s managementfile;

• Forward a copy of the signed Mid-Year evaluation to the Division Office. Do Not forward this form tothe DNR Office of Human Resources (OHR). (Exception – Central Office managers must forwardthese forms to OHR.)

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Completing Annual Evaluations (Instructions for Managers)

To complete an Annual evaluation via TeamWorks ePerformance,the manager must complete the following steps:

• Rate the employee’s performance;

• Obtain approval of the evaluation from the Manager’s Managerand OHR. (The manager’s manager will approve the evaluationand send it to OHR for approval.);

• Review the performance evaluation with the employee;

• Complete the performance evaluation.

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Approval of Evaluation Includes:

• Manager’s Manager approval • OHR Administrator Approval.

Completing the Evaluation Includes:

• Manager completing, confirming and saving the evaluation.

Rating the employee’s performance Includes:• Entering ratings• Entering comments• Calculating all ratings• Saving the evaluation• Submitting evaluation for approval to manager.

Reviewing the Evaluation with the Employee Includes:

• Manager and employee meeting to discuss review• Employee acknowledging that the review was held.

Steps required to complete the evaluation.

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Completing Performance Evaluations (Things for Managers to Consider Before They Begin the Evaluation)

• If the manager did not complete the Annual Performance Plan as required inJuly, then the manager must access the Annual plan and complete theperformance planning phase of ePerformance at this time. (See PerformancePlanning instructions.)

• If the employee being evaluated was promoted, demoted or changed jobtitles during the performance year, the active performance plan may havebeen deleted or transferred. The title on a transferred performance planchanged to the employee’s current title but the contents of the performanceplan did not change. A new template based on the new job duties may havebeen generated in TeamWorks for deleted plans and the manager shouldhave developed a new performance plan for the employee. If the managerdid not develop a new performance plan, a new plan must be developed.(See Performance Planning instructions.)

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Accessing and Evaluating the Annual Performance Plan

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Completing Evaluations (Accessing the Evaluation)

Log into TeamWorks using your Employee ID and Password.Use https://hcm.teamworks.Georgia.gov to log on. If you forgot your password click on the Reset/Forgot your password?

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Click on ‘Main Menu’ to reveal the menu options.

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Click on the following cascade of menu items to access the performance documents of employees who report to you:• Manager Self Service• Performance Management• Performance Documents • Current documents

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Completing Evaluations(Instructions for Managers)

This page shows all documents that have notbeen completed. Click on name of the employee to access and begin the annual performance evaluation process.

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You have accessed the current documents page. All of your direct reports should have ePerformance documents here. If they do not, you need to clone or create a document for them. If all of your direct reports do not show as reporting to you in TeamWorks,contact your division HR representative. To request access to your employees you must provide your name and position number as well as the name and position number of your employee(s). Your division HR representative will complete a Reports To Accuracy Form located on the intranet at

http://dnrintranet.org/hr/performance-management.

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Mark Hunter Use the Performance Process pane and the Steps and Tasks list to navigate to the evaluation pages.

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Note that the green check mark indicates that the Define Criteria (Planning) step is complete.

DNR does not use the Self-Evaluation section of the performance plan.

Begin evaluating the plan by clicking on ‘Expand All’ to expand the performance plan.

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Update and Submit should be highlighted in the process pane.

The first section requiring an evaluation rating by the manager is Section 1-Core/Individual Competencies.

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Click on the ’Manager Rating’ drop-down arrow. It will provide a list of ratings from which to choose as shown here. Choose one of the ratings that is reflective of the employee’s performance during the performance year on the applicable competency. You also are encouraged to click in the ‘Managers Comments’ field and make comments reflecting the rating. Manager comments are required for section ratings of ‘1’ or ‘5’.

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Completing Evaluations (Instructions for Managers)

Managers must use the rating scale below to evaluate employee performance.

Performance Rating

5 = Exceptional

Performer

4 = Successful Performer

Plus



Minus

1 = Unsatisfactory

Performer

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Once a rating is selected and a comment is entered it will appear in the fields below the rating. Use the scroll bar to navigate to the next competency that must be rated.

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Once all ratings have been entered for the section, the manager will click on the calculator icon to display the calculated numerical value for the section of the Performance Plan evaluation.

In this space the manager may make additional summary comments regarding the employee’s performance for all competencies in Section 1.

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• Managers must complete the following tasks for all Core/Individual Competencies(Section 1 of the Plan) as demonstrated in the previous 5 slides:

Select ratings for all competencies;

Enter comments regarding the ratings for the core competencies;

Click on the calculator icon to display the average score for the section; and

Enter summary comments for the section.

• Once the tasks listed above are completed, managers must complete the same tasks forthe Individual Goals (Section 2 of the Plan) and the Job Responsibilities (Section 3 of thePlan).

• Employees have the option to enter comments in Employee Comments (Section 4 of thePlan) when they review/acknowledge the evaluation. DNR is not recommending use ofthe employee self-evaluation.

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Managers may enter summary comments in Section 5.

Manager may enter overall evaluation summary comments here.

In Section 6, click on the calculator icon here to display the overall numerical rating for the employee.

Note: Although sections 5 and 6 are provided for manager comments it is not necessary for the manager to provide a comment in both sections of the evaluation.

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To finalize the evaluation, managers must complete the following steps:

1. Click ‘Calculate All Ratings’. This will display the numerical value for each section rating.

2. Click the ‘Save’ button at the top of the page.

3. Click ‘Submit for Approval’. Do not click ‘Submit for Approval’ until you have completed the evaluation.

Clicking the ‘Submit for Approval’ button will route the performance evaluation to the manager’s manager forapproval.

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After the manager has clicked on ‘Submit for

Approval’, they will need to click on ‘Confirm’. At that time if they go to the PerformanceProcess panel, they will see that thedocument is submitted and now pendingapproval of the manager’s manager.

Note: Managers should notify theirsupervisor/manager that the evaluation hasbeen submitted to ensure that the Manageris aware that they must review/approve theevaluation. Their approval is necessary toproceed with the evaluation process.

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Congratulations!

You have evaluated the employee. However, there are a few more steps needed to finish the

evaluation process.

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Approval of Evaluation

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Completing Evaluations(Approval of Evaluation)

The manager’s manager must go back to the Main Menu access Manager Self Service (as shown at the beginning of this document), click on Performance Management, and click on Approve Documents. The manager must complete the tasks on the next few pages to approve the documents.

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Click on the link for the performancedocument of the employee to be approved.

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The manager’s manager can click on the‘Performance Document Details’ link tosee the contents, comments and ratingsin the performance document.

The manager’s manager may choose toclick on ‘Approve’ to approve thedocument and move the document onto the next part of the evaluationprocess or ‘Deny’ if he/she wants tosend it back to the manager for furtherevaluations/changes.


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The green check mark in the Evaluation Approval Chain box indicates that the document has been approved by the manager’s manager and is now ready for mass approval by the Administrator in the Office of Human Resources (OHR).

Note: Status of the manager’s manager approval has changed from Pending on the previous slide to Approved. The status of the HR approval has changed from Not Routedto Pending.

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The manager’s manager may Mass Approve documents of their subordinates.Click on Manager Self Service > Performance Mgt. > Mass Approval. Click thehour glass next to ‘Approval Process’ and select ‘Performance Management’. Thedocuments available for approval will be displayed. The manager will need toknow the employee(s) ID in order to select the appropriate employee(s) forapproval. The manager may select individual documents or choose ‘Select All’.Once evaluations are selected to approve, click on ‘Approve Selected’ to approvedocuments.

Once the manager’s manager approval is complete, the system will send theevaluation to the OHR Administrator for approval. The OHR Administrator willperform a mass approval of all completed documents in TeamWorks. This

approval will allow managers to continue with the evaluation process.

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Reviewing the Evaluation

with the Employee

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Once the OHR Administrator has approved the document, it isautomatically available for review by the employee. Managers must nowtell the employee to access Employee Self Service to review theirperformance evaluation. Employees may receive a system email that theevaluation is available for review.

The employee will review the evaluation in Employee Self Service. Themanager and employee will now meet with each other to discuss thePerformance Evaluation. The manager must tell the employee to accessthe performance evaluation and ‘Acknowledge’ that he/she reviewedthe evaluation. (See Performance Evaluation Instructions for Employeesat http://dnrintranet.org/hr/performance-management.)

Completing Evaluations(Reviewing the Evaluation with the Employee)

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Finalizing the Evaluation

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Completing Evaluations(Finalizing the Evaluation)

The manager will access the performance plan as described above. When the process panel displays a green check on Request Acknowledgement, TeamWorks should send an email to the employee to acknowledge the review in TeamWorks. Pending Acknowledgement (without a green check) indicates that TeamWorks is waiting for the employee to acknowledge the review. When Complete is highlighted, the employee has acknowledged the review meeting and the manager can start to finalize the review completion process.

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Completing Evaluations(Finalizing the Evaluation)

The manager will click ‘Complete’, Confirm and then ‘Save’. Congratulations, the document has been finalized! NOTE: YOU MUST CLICK ON ‘Complete’, Confirm and then ‘Save’ FOR THE EVALUATION RATING TO BE DOCUMENTED AS COMPLETE IN TEAMWORKS. Plans not documented as complete will be archived. If archived, the performance documentation will only be recoverable by contacting OHR.

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