Requesting colleague input

ePerformance

Chapters 1-3

Composing the employee

appraisal

The performance appraisal

discussion

Table of Contents

• Work Flowchart & Access ….........…………………………………... 3-4

ePerformance Module ……….……....………………......…. 5-20

• Chapter 1 …....................................................................... 5-13Composing the employee appraisal

• Chapter2 ...............…………………………….……..............……. 14-16Requesting colleague input

• Chapter 3 ....................................................................... 17-20The performance appraisal discussion

NoYes

Employee completes

self-appraisal if required

Primary reviewer may

request colleague

input

Manager reviews self-appraisal and colleague input documents, prepares performance appraisal and sends the

appraisal to the second reviewer for approval.

Second Reviewer approves appraisal

Primary reviewer and employee meet to discuss performance

appraisal

Primary reviewer makes performance appraisal available for employee

review online

Employee reviews and

acknowledges appraisal

Primary reviewer “completes” appraisal

Primary reviewer “completes” appraisal via

override

Primary reviewer revises appraisal

Yes No

Primary Reviewer ePerformance Flowchart

Due Date: December 1

Begin Date: September

1

Accessing the Training

You can access the training module through KnowledgeLink via the Learning & Organizational Development homepage.

Go to the “Educational Offerings” tab and then select “ePerformance -Primary Reviewer” from the sub menu

5

To begin the appraisal, select “Start” from the “Complete Manager Appraisal” row.

You have the ability to view the employee’s self-appraisal or request colleague input. Both can be completed independent of your working in the appraisal.

Step 1 Step 2 Step 3 Step 4

The list contains all the employees for which you will be conducting a performance appraisal.

Select an employee appraisal.

ePerformanceChapter 1. Composing the employee appraisal

This module will assist you in the technical aspect of preparing the performance appraisal with your employee. After you have logged into the PeopleSoft system, the example below uses the left menu to navigate to the document area.

6

“Save” your work at any time. “Save” allows you to exit the document and return at a later point.

When finished, select “Complete”. Select only when the appraisal is ready for the second reviewer.

Selecting “Cancel” will delete any work not yet saved and exit you from the document.

You can access the appraisal at any time and there is also a print option.

The overview area contains editing button options.

Section 1

Review the age range in each section and input the employee’s involvement with the patient population for the range.

Each dropdown in Section 1 must be populated.

Select “Yes” only if the employee has the knowledge skills and abilities AND they serve the age for that particular section.

Select “No” only if the employee does NOT have the knowledge, skills and abilities AND they serve the age for that particular section.

Select “No Direct Patient Care” if the employee is in a role that does not directly serve patients.

7

Section 2 is individualized to the employee’s role and displays the essential job functions from their job description.

Rate each job function and responsibility description listed for the employee.

Review the descriptions of each rating level by selecting the RatingDescription icon.

Section 2 is weighted 55% of the overall appraisal rating.

Review the descriptors for each rating level.

Fully Meets Expectations is a solid rating and indicates an employee is doing what we expect in the area being rated.

8

Section 4 addresses I Heal.

Read the descriptions and consider the employee’s behaviors and actions as you rate their performance.

Use the drop down menu to rate the employee.

Section 3 addresses the I Care behaviors we expect of employees. Read the descriptions and consider the employee’s performance over the past year.

Use the drop down menu to rate each area.

Section 4 addresses I Build.

Read the descriptions and rate the employee’s performance over the past year.

Use the drop down menu to rate the employee.

9

Section 6

Each rating section can be averaged Individually. The Overall Summary calculation averages sections 2 – 5 and provides the overall rating.

Section 7

Click the check box to the left of the comment that will be added.

Select Add to Comments

Section 7

Enter 3-5 strengths the employee has exhibited over the past year.

Select the Add Performance Notes, Employee Comments and Colleague Input link to review and electronically add the employee’s self-appraisal comments and /or colleague feedback. Once added, edit them and add your own feedback. *The next three graphics illustrate the steps to add comments.

10

Section 7

The comments are transferred to the edit field. You can edit here or after returning to the appraisal.Select Save and Return.

Section 8

Review and add any of the employee’s or colleague’s suggested development areas and then develop 3 – 5 development areas for the employee.

Section 9

Review the employee’s goals and then enter goals for the coming year. Goals should be specific and measureable. This section is optional.

Section 7

The comments are now in the appraisal and can be edited or revised.

11

Section 10

View and add employee accomplishments and then add your own list. It is an optional section.

Section 11 allows you to enter additional comments not covered in Sections 7 – 10.

Section 12

The employee has the ability to submit final comments after the appraisal has been discussed with the primary reviewer and after the primary reviewer makes the appraisal available to the employee in the ePerformance system.

Select “Save” if you need to leave the document and return at a later time.

Select “Submit for Approval” only when the document is ready for the Second Reviewer.

To exit without submitting. Select “SAVE” then “Return to Appraisal Status Summary”.

12

If you select “Submit for Approval” and have not completed all the required sections, you will receive notification and will be prompted to complete them prior to moving on to “Submit for Approval”.

Once the document is saved, you will receive confirmation. Only then should you select “Submit for Approval”.

Select “Submit” again.

13

The status line has changed to View and you can track the progress of the Second Reviewer.

ePerformanceChapter 2. Requesting colleague input

The primary reviewer may begin preparing the employee’s appraisal prior to receiving colleague input and/or the employee’s self-appraisal.

This chapter will take you through the steps to request colleague input. After you have logged into the PeopleSoft system, the example below uses the left menu to navigate to the document area.

14

Select the employee for which you are seeking colleague input.

Select “Start” from the Request Colleague Input area.

Step 1 Step 2 Step 3 Step 4

15

Select “Add Colleague”.

Instructions are available by selecting the triangle next to the word Instructions.

Search for a colleague by typing in their last name and selecting the “Search”button.

Check the box to the left of the employee’s name and then select “OK”.

If there are multiple employees with the same name, select the information icon for employee specific information.

16

On the Appraisal Status Summary page, you will see confirmation that your request has been forwarded to the colleague.

Select “Save”.

Select “Submit”.

Upon submission, an automated email will be sent to the colleague. It will contain a link that will take them directly to the feedback area.

The colleague can elect not to give feedback, and the manager will be notified of this decision.

ePerformanceChapter 3. The performance appraisal discussion

For this training:1. The employee’s performance appraisal has been prepared and routed to the second reviewer.2. The second reviewer has reviewed and approved the appraisal.This module will assist you in the technical aspect of conducting the performance appraisal with your employee. After you have logged into the PeopleSoft system, the example below uses the left menu to navigate to the document area.

17

Select the employee with whom you are conducting the performance appraisal discussion.

Select “View “ to open the performance appraisal.

Do NOT select “Mark Review Held”until you have completed the performance appraisal discussion.

Step 1 Step 2 Step 3 Step 4

18

The second reviewer has approved the appraisal. You can hold the appraisal discussion viewing the document electronically or by printing the appraisal.

If you must step away during the discussion, select “Save” and return later.

Select “OK”

Final comments on the employee’s performance can be added at this time.

After completing the discussion with the employee, select “Review Held”. An automated email will be delivered to the employee with a link to the appraisal. They will acknowledge the appraisal discussion was held.

The “Mark Review Held “ button will change to “Acknowledge”.

The employee receives the email with a link to the appraisal document and acknowledges that the performance appraisal discussion was held.

If the employee refuses or is unable to complete the acknowledgement phase, you can force the process by selecting “Acknowledgement”.

19

If the employee has not acknowledged the appraisal discussion was held, you will select either “Manager Override“ or “Employee Refused”, depending on your situation. Then select “OK”.

Select “Acknowledge Review”.

NOTE: If the employee had acknowledged the performance appraisal was held, he/she would have had the opportunity to provide comments in the appraisal document at that time.

Either your acknowledgment or the employee’s acknowledgement of the appraisal will move the process to the Complete phase.

Select the “Complete” link.

20

You have one final opportunity to input comments in Section 8 of the appraisal.

Select “Complete”.

Select “Complete” again.

Select “OK”.

The performance appraisal process is now complete. The performance appraisal can not be revised once you select complete. It can only be reviewed.