halogen performance...
TRANSCRIPT
Halogen Performance Assessment
Process
1AP and 2AP Senior Development
Officers
Manager Guide
Annual Performance Assessment Process – 1AP and 2AP Development Officers Guide
May 2018 1
Contents
Performance Assessment Process ................................................................................. 2
Completing Online Performance Assessment Form ....................................................... 3
How to access your direct report’s Development Summary Report ................................ 7
What to do if you get an Error Message ........................................................................ 11
Timelines for Completion............................................................................................... 18
Where to Get Help ........................................................................................................ 18
Annual Performance Assessment Process – 1AP and 2AP Development Officers Guide
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Performance Assessment Process
Performance planning and assessment is an ongoing process of communication between managers and their staff. The process involves a proactive planning component at the beginning of the performance year; ongoing feedback and coaching during the year; as well as an annual end of year meeting to: • Identify key priorities set goals and objectives; • Assess and discuss the staff member’s relative success in achieving the goals and
objectives for the review period and “how” these objectives were achieved using the defined competencies;
• Recognize strong performance; and, • Identify areas requiring improvement and/or development.
The staff member has the responsibility to: i) Actively participate in the process of confirming and/or setting goals and objectives; ii) Provide the Reviewer with a report outlining the completion of previously agreed to goals and objectives. The Reviewer has the responsibility to: i) Create a motivating and supportive climate; ii) Initiate the process of confirming and/or setting goals and objectives; and iii) Observe performance, give feedback, guide developmental activities and conduct a performance discussion. The Performance Assessment is a 5 steps process: The Performance Assessment process has 5 core steps that facilitate a review and discussion with an employee about their performance of goals and responsibilities.
Step 1: The employee documents their accomplishments and progress over the review period. Step 2: The manager rates the employee’s performance in relation to applicable positional competencies and operational objectives. Step 3: Advancement Compensation Committee meets to review all assessments to ensure equity and consistency and approves the ratings. Step 4: The manager meets face to face with employee to discuss the performance assessment and overall rating. Step 5: The employee confirms they have received their assessment and can add any final comments to the form.
Annual Performance Assessment Process – 1AP and 2AP Development Officers Guide
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Completing Online Performance Assessment Form
Getting Started
Where to go to find support resources as well as the login link to Halogen
Performance?
All documentation, resources, login button and support contact information for the Performance Assessment process and Halogen Performance can be found at: http://www.hrandequity.utoronto.ca/performance-assessment/ap/
Login Please login to Halogen Performance software using your UTORid and password at: http://aws.utoronto.ca/services/performance-assessment-halogen/.
Completing the Online Assessment Form of Your
Direct Report
The Home Page
To view a video demo of the new Halogen dashboard, click here. Upon logging into Halogen you will be presented with the Home page. The Tasks tile on the
Home page includes tasks that are available to you to act on, as well as tasks that are assigned
to you but are not ready yet. Any tasks that are not ready will become ready as the form
advances through the process. Once a task is complete, it will disappear from your home page.
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Completing the Performance Assessment Form for Your Subordinate Once Employees have completed their Activity Reports and submitted them, you will have a task to complete called Manager writes employee assessment. The task box includes the task name, as well as two key pieces of information:
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Use the Three Dot menu to go to the Task Status page to review the list of the employees for
whom you will need to complete the assessment
Once you have identified the assessment that needs to be completed, click on the Review & Edit link to take you to the Performance Assessment Form.
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Navigating the Online Assessment Form Once you have clicked on the link, you will enter the Annual Performance Assessment form. The form window has two sections:
Right Side - The main (scrollable) form
Left Side - The form navigator You can navigate to a specific section by clicking on the respective section headings found in the Form Navigator on the left hand side of the form or by using the scrollbar on the right hand side of the form window.
Tips! You can type directly or cut and paste your comments into the text boxes in the form. Any text pasted from other source documents will be pasted as plain text and will not carry any formatting.
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How to access your direct report’s Development Summary Report
There are two ways to access your direct report’s Development Summary Report. You can use the Main menu in the top left corner of your Home page to go to the My Employees page, and then click on the numbers under the Documents column that correspond with the employee you want to view:
You will be presented with a list of all documents that have been uploaded to the employee’s Documents page in Halogen, from which you can download the applicable Development Summary Report to review:
The second way to view the report is by using the split screen functionality within your direct report’s online assessment form.
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When in the Performance Assessment form, start by clicking on the Split Screen icon at the top of the form:
Select Documents from the split screen menu:
Click on the Development Summary Report to open and review it:
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Can I get additional feedback from a colleague prior to finalizing and submitting? If you would like to send your draft version of the review out to a colleague for further input (e.g. send to other person who can provide feedback or input to the assessment) you can select the Send for Additional Comments button and select the person you would like to send it to. (Please refer to the Additional Comments Guide for more details).
The individual you send the form to will be able to provide annotations to the form and send it back to you. The annotations your colleague provides are designed to be private, and will automatically be deleted once the assessment is approved at the ACC Approval stage of the process. Therefore, if you would like to incorporate the annotations into your review, you will need to copy and paste the content into the body of the text boxes in the form. (Note: Individuals providing additional comments cannot edit the content of the form, only annotations are permitted.)
Tips! If you have sent an assessment form for additional comments, you can Recall it at any time.
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Anytime in the process you can save your data and return to it later. When you are satisfied with your comments you can submit your form for ACC Review:
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What to do if you get an Error Message
If less than six (6) Key Objectives were recorded by your employee and approved at the beginning of the review period, the Objective Setting form will have blank Objective sections. Correspondingly, blank comment boxes will appear in the Performance Assessment form (see examples below: Objective 5 and Objective 6 are blank in the Objective Setting form). Blank objective text boxes in the Objective Setting Form:
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Corresponding blank text boxes in the Performance Assessment Form:
The system will bring up the following error message when the manager tries to submit the form with any blank ratings:
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If you get an error message, select Not Applicable from the performance rating drop down menu for any objectives or competencies you cannot rate, or do not intend to rate:
If you get another error like the one below, click OK and continue with the spell checker and language checker to submit the form.
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For each section of competencies, be sure to select Not Applicable for any competencies you cannot rate:
Do I have access to the online form after the form is submitted? Once submitted, the online assessment form is moved to the ACC Review step. The manager has access to the read-only version of the assessment, but will not be able to make further updates to the form.
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What’s the status of your direct report’s assessment? Once submitted, the online assessment form will be routed to your local HR office for the ACC Review. At any time in the process you can check the status of your direct report’s assessment by clicking on the View Status link found in the Task Status section:
The process status screen displays all the steps in the process, and indicates which step your form is at. The name of the person responsible for completing the step appears next to each step in the process.
Tasks are coded with one of the following graphic indicators:
You will only have to act on the tasks that have the indicators:
&
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Once the assessment is approved by the ACC Review Once the assessment is approved by the ACC Review, you will meet with your direct report(s) to go over the assessment and ratings. Once the face to face meeting has been held, you can release the completed and approved online assessment form to your Employee(s) for their final comments. Use the Three Dot menu to go to the Task Status page:
Click on View Assessment to review the form:
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Review the form, and click on Reviewer Met with Employee to release the form to your direct report.
In cases where changes are required by the ACC, the online form will be returned back to the manger for further updates. Please ensure you work closely with your Divisional HR Office should this occur.
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Timelines for Completion
To assist Employees and Managers in completing the performance assessment, the online tool contains all relevant task deadlines. Timelines are also posted on the Performance Assessment page of the HR & Equity website at http://www.hrandequity.utoronto.ca/performance-assessment/ap/ Automatic notifications will be sent to Managers via their @utoronto.ca email with reminders prior to deadlines and for any overdue tasks that require attention.
Where to Get Help To assist you with the performance assessment process, review the resources on the Performance Assessment webpage at: http://www.hrandequity.utoronto.ca/performance-assessment/ap/ Help with Halogen can be found at: http://www.hrandequity.utoronto.ca/performance-assessment/help/ What if my Direct Reports are incorrect? The Halogen software uses positional based
workflows which are captured in HRIS. Any information that is not current or that requires
modification should be directed to your Divisional HR Office for correction.
For any non-technical questions, or if your reporting relationship is incorrect, please contact your Divisional HR Office. For technical difficulties only, please send your enquiry to [email protected]