Performance Management at DUOnline system overview

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In this module, we will discuss:

Understanding your responsibilities and roleHow to enter information into your performance formCompleting the setting expectations step And tips and resources available

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Typically the setting expectations step occurs October through December. This provides a framework for the employee and manager to review and monitor progress throughout the year. New employees that start in the middle of the performance management year, should try and complete the setting expectations process within the first 30 days.

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It’s important to understand your role and how it relates to the work of your department, division and the University overall.

First, review your job description. Ask yourself the following questions: - What is the purpose of my role?- How does my work relate to my unit, division and the University?- What am I responsible for?- What will doing my job well look like?

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Then, meet with your manager to discuss your role, expectations, development opportunities what good performance looks like and the performance rating scale. Identify what information your manager would like you to enter in your performance form and the weights to be assigned.

Finally, determine how you and your manager will monitor your progress and accomplishments throughout the year – quarterly check-ins, etc.

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During the conversation with your manager, it’s important to discuss the performance management rating scale so that you are familiar with what each rating means. Ask yourmanager to provide you with examples for further clarification.

The performance rating scale ranges from one through five, with one being unsatisfactory performance and five being exceptional performance. A rating of 3, indicates that an employee is fully meeting expectations. Performance meets all the requirements in terms of quality and quantity of work. Is it described as good, solid performance.

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After you’ve met with your manager and discussed expectations, you are ready to update your performance form.

As the employee, you are responsible for entering: your job responsibilities, goals, competencies and updating the weights and status for each.

Your manager is responsible for reviewing, approving and moving the form to the next step, Progress Discussions.

Now lets take a look at how to complete your performance form.

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After you’ve logged into the performance management system, click on the Performance Management tab to access your performance form. If you have direct reports, you will also see their forms listed. To open your form, click on the form you wish to open.

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You will have a series of boxes at the top of your form. The box highlighted in green indicates your current step. Once this step is completed, it will be greyed out.

On the left side of the form, there is a grey box. You can easily navigate throughout the form by clicking on section titles.

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The first section on your form is Employee Information. If your manager is listed incorrect, please speak with your Performance Management Division Lead.

The second section on your form is Review Information. This includes DU’s Vision, Mission, Values and dates of the review period.

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The third section on your form is Job responsibilities and job goals. You will now begin adding information to your form.

You have two options to enter duties and goals. The first option, is to use the add new goal button located on this screen. Or enter job duties and goals under the goals tab. We will first review how to add them from your performance tab.

To add job responsibilities and job goals, click on Add New Goal. You will have the option to select Personal goal or Library Goal. The library goal contains over 500+ examples of SMART goals. First, we will select to add a personal goal.

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A pop-up will appear with fields to complete.

• Under category, use the drop down to select if this is a job duty or goal. • Enter the title of the job duty or goal. For example, Manage Student Employee Work

Award Program• Add the description. For example, Manager the department’s work award program

including, postings on the website, attend student hiring fairs, complete interviews, process hiring paperwork, monitor the budget and hours, ensure student employee engagement, recognize achievements and evaluate performance quarterly.

• If applicable, add the metric. A metric is how you would measure success. For example, if you are managing the student work award program for your department, you might measure success by ensuring that you have at least 3 student employees each quarter. If you are pulling job responsibilities from your job description, the metric might be included in the description.

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There are a few more required fields to complete before saving your changes

• Add the weight for the job duty or goal. The weight indicates the importance and priority for this item. For a job responsibility, it may be listed on your job description. If you are unsure, leave this at zero percent and speak with your manager. You can come back and add this later.

• The start and end dates default to the current performance year. If you need to change these, you can type over the dates listed.

• Update the status of the duty or goal by using the drop down arrow. For example, not started, on track, etc. You can update throughout the year to easily identify progress.

Percentage complete and tracking tasks are optional. If you would like to add related tasks or milestones to your duty or goal, click on the Add Tasks. Here you can enter the target date and description.

To finish, click on save changes. Your job duty or goal will now be saved to your performance form.

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You can also use the goals library to create a new goal.

You will be provided with a library listing. Expand the applicable area to find suggested goals and metrics. Check the box next to the goal you would like to add. Click on Add Selected Goal.

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The goal you selected in the library will populate as the title and metric. Use the drop down to select if this is a job duty or job goal. Enter the weight and status.

If you like, you can also add a description or tasks. For example, you could add, work with managers and employees on a semi-annual basis to ensure all job descriptions reflect accurate responsibilities and requirements. Upon vacancies, meet with the manager to review the opening, job needs and job description prior to posting.

After you’ve completed the required fields, click on Save Changes.

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The second option to add job responsibilities and goals to your performance form is under the GOALS tab. This tab is new for the 2012-2013 performance year.

The functionality on the goals tab allows you to use:

• Create a new job duty or goal – just like on the performance tab• Use the goal wizard which walks you through setting up SMART goals or specific,

measurable, attainable, relevant and time-bound goals• Use the goal library• Create cascading goals if you are a supervisor• And view the reporting chain below and above you

Make sure you are on the current performance plan. Any job duty or goal entered on the goals tab will be included on your performance form located under the performance tab.

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To add a new goal using the Goal Wizard, click on Goal Wizard. You will now be prompted to write the title of your goal. As you type, the wizard may provide suggestions. You can click on the suggestions and modify, or type your own. When finished, click next. The wizard will continue to ask you question related to each component of a SMART goal. After completing the steps, you will be asked to confirm and save. Click on Add more details.

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The goal wizard will populate the category, title metric and date fields. You are required to enter a description and the weight. The rest of the fields are optional. Click save and close when you have finished.

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On the goals tab, your job duties and goals will be displayed in two categories for easy review. To make an edits, click on the paper/pencil icon listed under Action on the far right. The duty or goal will open and you can make updates as needed.

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If you are supervisor and would like to cascade goals, select the duty or goal to cascade. Above the employee hierarchy, click on Cascade Selected. Then, select the employee or employees whom you would like to cascade the goal to. Click on next.

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You now have the opportunity to edit any of the duty or goal fields. Make any applicable changes, then click on cascade. As the manager, your goal plan now shows that you cascaded this goal and will display their progress towards the goal.

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The fourth section on your form is Competencies. Competencies are observable behaviors that directly impact successful work performance. These include knowledge, skills, abilities and personal characteristics. This section is optional. However some divisions and units on campus require this section. Check with your manager for details.

To add a competency, click on the add competencies. A full competency library is available to choose from. The first five competencies are the DU values. After selecting your competencies, click on the Add Selected competencies located at the top or bottom of your form.

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Your form will now reflect the selected competencies. You will need to enter a weight for each competency. They may have the same or different weight based on priority and importance. The total weights combined for the competency section must equal 100%. In this example, there are four competencies and all four are weighted equal for a total of 100%.

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The fifth section on your form is Professional and Career Development Goals. This section is optional and not weighted.

Development goals help build personal attributes and capabilities. These may include what you need to learn in order to be effective in your current or future role. You can use this section to identify skills needed for your current role, projects or opportunities for professional and career development. Any goal associated with a fee should be discussed and approved by your manager.

To add a new goal, click on Add New Development Goal. Enter the Development Objective, details, dates and the current status. When finished, click save and close.

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The sixth and final section to complete on your form is the performance rating summary. This section summarizes the weighting and distribution of job duties, job goals and competencies. Each individual section must total 100%. However, you need to enter a total weight for the Job Responsibilities /Goals and Competencies section. The total weight for the overall sections combined must equal 100%.

It’s recommended to keep the overall competency section weight between ten to twenty percent. You division or department may have a set percentage. Speak with your manager for details.

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Once you have completed all sections, review your form and run a final spell check. Whenyou finish, at the bottom of your form, click save and close.

Notify your manager that you have completed the setting expectations step and it’s ready for their review and approval. You are not able to notify your manager through the system. To notify your manager, send them an email, call them or stop by their office.

Your manager reviews the job responsibilities, goals, competencies and weighting for approval. Once complete, your manager moves your performance form to the next step, Progress Discussions.

If changes need to be made, the employee and/or the manager can make changes to the form.

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Helpful tips:

Remember to save your work often. The Save button is located at the top right of your screen. The system will time out after 30 minutes of inactivity. Any unsaved work will be lost. It’s a good idea to save after updating each section.

Avoid using the back button. This may exit you out of the system. Use the navigation tabs and buttons within the system to move through the performance process.

When closing out of your performance form, use the Close without saving or Save and Close options at the bottom of the form.

If you have questions about what to enter, need clarification on weighting or need further instruction, please speak with your manager.

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To help you with the performance management process, here are some resources:

- Performance Management Division Leads are representatives in each Division that act as the first line of support regarding Division specific process and procedures

- Online tutorials and instructor-led sessions to help guide you through the process and online system

- the performance management page located on the HR website contains the Division Lead contact list, user guides, links to the online tutorials, FAQs and more

- You can also call or email Human Resources

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