Halogen Performance Assessment

1AP and 2AP Program Managers

Employee Guide

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 1

Contents Performance Assessment Process ................................................................................. 2

Before You Start Completing the Online Performance Assessment Form ...................... 3

Completing Online Performance Assessment Form........................................................ 4

Once Perfromance Assessment is Approved ................................................................ 11

Where to Get Help......................................................................................................... 13

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 2

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 Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 3

Before You Start Completing the Online Performance Assessment Form

The objectives that were approved by your manager at the beginning of the review period and

listed on your Halogen My Performance page will be pulled into the performance assessment

form automatically when the online process is launched. Make sure that you review your

objectives and notes on your Halogen My Performance page before you start your Activity Report.

You can get to the My performance tab (i.e. before you click the link “Employee writes Activity report”) by clicking on the My Performance tab next to the Home tab, and then toggling between

Goals and Professional Development as shown in the screen shot below:

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 4

Completing the Online Performance Assessment Form

Getting Started

All documentation, resources, login button, as well as support contact information for the

Performance Assessment process and Halogen Performance software can be found at:

http://pay.hrandequity.utoronto.ca/performance-spm/

Please note: Access to Halogen Performance software has been designed to work best with the following browsers: Windows: MS Internet Explorer 9, 10, and 11 (certified); Windows: Firefox 5.0+; Windows: Chrome; Mac OS X: Firefox 5.0+; Mac OS X: Safari 5.0+; Mac OS X: Chrome

Login Please login to Halogen Performance software using your UTORid and password at:

http://aws.utoronto.ca/services/performance-assessment-halogen/.

The Home Screen

Upon logging into Halogen software you will be presented with the Home screen. The My Tasks

section of the Home screen will list all outstanding tasks awaiting completion.

All tasks will be displayed in this section. For ease of use, tasks are coded in the first column with

one of the following graphic indicators found in the Legend below.

You will only have to act on the task types that have indicators:

&

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 5

Navigating the Online Performance Assessment Form

Clicking on the Employee Writes Activity Report link will take you to the 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.

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 6

On your top right are the Save and Submit buttons.

Start with the completion of the Professional Development Plans section. The form will prepopulate with your previously approved professional development goals and activities on the left. Reflect on your progress and achievements relating to your professional development goals and activities. Type the content of your progress into the text boxes provided to the right of your development plans and activities.

Note the text boxes are plain text, and will not hold any formatting when content is copied and pasted from a Word document.

If you type directly into the text boxes, remember to save your work periodically using the Save button at the top right corner of your online form.

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 7

Next, complete the Objectives, Employee Comments and Manager Assessments section. Similarly to the Professional Development Goals and Activities section, the objectives will pre populate with the content from your previously approved Objective Setting form and the Notes added for each of the objective reflecting changes, barriers, and successes regarding the progress towards your agreed upon objectives (if any were added throughout the review period) You can briefly report on the results/outcomes of the key objectives for your position over the review period or highlight anything you may have missed, or any additional information you would like to provide in the Employee Comments box below each objective.

NOTE: The Objective Setting form allowed for a maximum of six Key Objectives to be recorded. If less than six Key Objectives were recorded and approved at the beginning of the review period, the Performance Assessment form will not list these blank Objectives. Note however that the comment boxes will still be available in the Performance Assessment form for each of these ‘blank’ Objectives (see examples below: Objective 5 and Objective 6 are blank).

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 8

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 9

Be sure to type “N/A” into these comment boxes for “blank” Objectives as shown below:

Click the “Save” button if you would like to save your updates to the form and come back later to finalize your work. Lastly, highlight any additional feedback or comments you want to add in addition to your accomplishments towards your objectives in the Employee Comments section:

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 10

Once your comments have been added to the form and you are ready to submit them to your Manager for review, click the “Submit” button. The form will now show as Completed.

Once you have submitted your performance assessment form to your Manager for review, the online form will be routed to your Manager. You will not have access to update the content of the form after submission, however you can view a PDF copy of the form you submitted while the process is open in the system by clicking on the blue hyper link on your home page:

At any time in the process you can check the approval status of your performance assessment form by clicking on the status link found on your Home page:

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 11

When you click on the status link, a window will appear showing you the status of your form in the process. In the screen shot below, the form is with Manager Hal for review.

Once Performance Assessment is Approved

Your Reviewer will meet with you to conduct a face to face performance assessment discussion and go over their ratings and comments. Once this has been done the Performance Assessment form will be released to you for overall comments about your performance.

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 12

Employees will close off the Performance Assessment form by confirming that a discussion with the reviewer has taken place, and having the option to comment on the rating.

Annual Review Process – Performance Assessment 1AP and 2AP Program Managers Employee Guide ____________________________________________________________

------------------------------------------------------------------------------------------------------------------------- University of Toronto

April 2017 Page 13

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://pay.hrandequity.utoronto.ca/performance-spm/ 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

Process Support: For assistance, visit the Performance Assessment web page or contact your Divisional HR Office. What if my Manager information is 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.

I am having a technical issue with the Halogen Software: If you are experiencing any

technical issues with Halogen, please email compensation.hr@utoronto.ca for direct support and

assistance during regular working hours.