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Performance Management Process 2014
Review of the process and system changes
Presented by Gail Ryckman, Manager of Employment Services
Tracey Zang, Human Resources & Information Technology Specialist
Last updated 6/2015
Significant Changes
1. Save – each step it is saved. 2. This is a task-based process now, not workflow. HR does not have
capability to move an evaluation back and forth anymore. Make sure it is correct before marking “Complete”.
3. Employee no longer completes the mid-cycle section. 4. Employee should be prepared to comment regarding mid-cycle progress. 5. If you wait until the end of the evaluation cycle to complete the
evaluation, you still have to process it from the very beginning. This will be very time-consuming– DON’T WAIT.
6. Employee Certification: Once you click on “Acknowledge” at the very end, you are certifying that you have met and completed the process.
BEGINNING OF CYCLE - EMPLOYEE
How do I get there?
https://jobs.oakland.edu/hr
Click on: Go to Employee Portal
Click on
“Go to Employee Portal”.
The Employee begins the Evaluation.
Until May, 2015, access the old TEAMS system under My Links to
print off previous evaluations.
Click on “Employee Establish Goals”
Follow instructions for entering goals.
IMPORTANT MESSAGE
Plan = Goals Focal = Annual
Evaluation
Action Words for Goal Setting
Enter goal - 155 Character Limitation. Enter additional goal information in
Comments section.
Select date within the performance cycle. Date should never go past
March 31, of the performance cycle.
Click “Add Entry” to add additional goals.
Click on “Remove Entry” to remove a goal. When Add Entry is
clicked it is removed.
UHR Recommends Three to Five Smart Goals
Comments are not
required at this time.
Save in Draft if you are
still working on the goals. Otherwise, click Next.
When complete, click on “Complete”
from Actions tab OR “Complete” tab
at bottom.
Review Job Duties. If there are
changes to be made, work with
your supervisor.
Enter note and Save. To add additional notes, click on New
Progress Note.
Progress Notes
An Employee’s personal notebook. Keep track of “anything” that might be related to the performance
evaluation cycle. Your supervisor does not have access to this information.
Once the Plan is complete, you still have the ability to add Progress Notes and print the Plan.
1. Employee has completed their portion of the goal evaluation.
2. Supervisor receives email to review goals. 3. Supervisor can revise, add or delete goals. 4. ENHANCEMENT EFFECTIVE 11/1/2014: Supervisor can
“Return” the goals back to the Employee if revisions need to be made. Employee would then need to mark the goals “Complete” again to move forward.
5. Supervisor schedules meeting to review goals or marks Complete.
6. IMPORTANT NOTE: If each step is not marked Complete, the next task will not open for completion.
Next Steps
Supervisor’s View of Employee Portal and Actions Due.
Click on “Supervisor Review and
Approve Goals”.
View of Employee’s
Goals.
Supervisor can Return, Approve
or Revise.
New Instructions effective November 1, 2014: Review the goals and performance expectations. If you need to make changes, click on “Actions”. You can return, approve or revise the goals. To revise, click on “Revise”. Click “Revise” when the changes are complete and then click “Actions” again and “Approve” or the “Approve” button at the bottom of the page. If you made revisions to the goals and want to send the evaluation back to the employee, click on “Return”. The employee will receive notification. At that point, the employee can review and revise the goals, mark “Complete” again and the evaluation is sent back to the supervisor. The supervisor will still need to “Approve” the goals and have the Goal Review Meeting. Schedule a meeting with your employee to review the goals. Once the goal review meeting has occurred, mark the task “Complete”.
Revise
Revise goal, and change date if
necessary.
Click “Revise” when completed.
Click “Remove” if deleting a goal, then “Revise”.
To add goals, click “Add Entry”.
Add Goal
Once supervisor marks “Complete”, the
document is approved.
NEXT STEP: Goal Review Meeting with employee.
Click on “Home” to access
the evaluation immediately.
Supervisor clicks on “Goal Review Meeting”
Supervisor meets with Employee.
Click “Complete” when meeting is
completed.
IMPORTANT: The Supervisor will have access to modify/add/delete goals until
the end-of-cycle begins.
Progress Notes - SUPERVISOR
A Supervisor’s personal notebook. Keep track of “anything” that might be related to the performance evaluation
cycle for this Employee. The Employee does not have access to this information.
Enter note and Save. To add additional notes, click on New
Progress Note.
Click on “My Reviews”.
Click on Evaluation.
Employee’s view of evaluation after Goal Review Meeting
Click on “Plan” to
see Goals.
Scroll down to review Goals.
Mid-Cycle Check In
1. Employee should review their Goals and send email with comments to Supervisor.
2. Supervisor will review the information and can add those comments along with their comments in the Comments section of the Plan.
3. Supervisor conducts Mid-Cycle Check In. 4. Supervisor meets with Employee to discuss mid-year status. 5. Employee no longer completes a mid-year goal completion in the
evaluation. 6. Supervisor can still modify/add/delete goals at this stage. 7. Employee can VIEW any changes when they log into the
evaluation.
New to the Evaluation Process
Supervisor clicks on “Mid-Cycle Check In”.
Supervisor should review instructions for completing
Mid-Cycle Check In.
Click on Plan to access goals.
Click on “Revise” to open goals for editing.
Supervisor can modify, add or delete a goal.
Supervisor can add comments to the goals. Supervisor can copy/paste information sent by Employee OR during Mid-Cycle Check In meeting, enter the comments at that time.
Supervisor clicks on “Home” to access the Mid-Cycle Check In to mark it Complete
when completed immediately.
OR if Supervisor has exited the system and re-enters, click on
Mid-Cycle Check In.
Supervisor marks the Mid-Cycle Check In Complete
End of Cycle Evaluation
Employee begins the End-of-Cycle Evaluation
Click on “Employee Evaluation”.
IMPORTANT MESSAGE
Select from: Progress Made Accomplished Not Started Goal on hold or Replaced by another goal
Add comments
“Save Draft” for completion late; OR click on “Next”.
NOTE: When you click on “Next” any information entered is saved.
Employee completes comments on each goal.
Supervisor will complete their
own evaluation of goals.
Accomplishments on Job Duties
Enter comments. Click “Save Draft” or “Next”.
Employee Summary of Performance
Complete each section Click on “Save Draft” or “Complete”.
Once marked Complete, the Employee portion of the Evaluation process is complete.
IMPORTANT Once marked Complete, the evaluation cannot
be returned to the Employee – Not even by University Human Resources!
Summary of Completed Evaluation
Complete
Supervisor receives notice of completed evaluation
Click on “Supervisor Evaluation”.
The system automatically opens to the Supervisor
Evaluation section for the Supervisor to start.
Review and follow instructions.
IMPORTANT MESSAGE
The Supervisor should review the Employee evaluation before completing their evaluation of the Employee
Click on “Employee Evaluation”.
Supervisor can only view or print the Employee evaluation
Once the Supervisor has reviewed the Employee’s evaluation, they should return to Supervisor Evaluation
Click on “Supervisor Evaluation”.
Complete the evaluation of goals.
Select from: Progress Made Accomplished Not Started Goal on hold or Replaced by another goal
Enter comments
Click “Save Draft” or “Next”.
Supervisor rates the Employee on Job Duties ONLY
Select Rating
Supervisor rates the Employee on Overall job performance
The Overall Rating is the rating used for reporting and increases. The Overall Rating could be different than the Accomplishment on Job Duties rating.
Select the Overall Rating.
Enter Comments
Click on “Save Draft” or “Complete”.
Suggestion for Supervisor: Save Draft at this point, and schedule meeting with Employee. A change to the rating or comments can be made,
if necessary, before marking the evaluation Complete.
Once marked Complete, the Supervisor portion of the Evaluation process is complete
IMPORTANT Once marked Complete, the evaluation cannot
be returned to the Employee – Not even by University Human Resources!
NEXT STEP: Meeting with Employee.
The evaluation is marked “Complete”.
Supervisor should schedule the Review Meeting
Click on “Supervisor/Employee Review Meeting”.
Review Instructions
Review Employee Evaluation and Supervisor Evaluation with Employee during meeting.
Click on “Complete”.
Employee reviews Supervisor evaluation
Click on “Employee Evaluation Acknowledgement”.
Review of Supervisor’s Evaluation
JUST A THOUGHT You may want to create a Word
document to prepare your comments before entering and acknowledging this evaluation. There is no “Save
Draft” to this section.
Enter Comments (optional) and click on “Acknowledge”.
Employee At any time you can click on Plan, Supervisor Evaluation, Employee Evaluation or Progress Notes from either the left side panel or the
picture boxes to review your evaluation.
For additional information contact UHR at 3480