human resources uams performance management participant...

Human Resources UAMS Performance Management

Participant Guide

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Table of Contents

Overview and Definitions ............................................................................................ 4

Rating Scales ............................................................................................................... 5

Section 1: Annual Evaluations

Unit 1: Assigning Manager Substitutes in SAP ......................................................... 7

Unit 2: Create an Online Performance Evaluation Document ................................ 10

Unit 3: Assign/Copy an Evaluation to Employees .................................................. 14

Unit 4: Whose Evaluation is Due and Notification Process ................................... 38

Unit 5: Manager Scores the Employees Evaluation ................................................ 43

Section 2: 90 Day Evaluations

Unit 6: 90 Day Evaluation .......................................................................................... 52

Unit 7: Create a 90 Day Evaluation Document......................................................... 58

Appendix: Cheat Sheet Pull Out ............................................................................... 61

September 2012

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Performance Management Overview and Definitions

Overview This course is designed to provide you with the knowledge to create and complete an Employee Evaluation. Requirements: Before creating the evaluations in Employee Self Service (ESS) the following roles need to be assigned:

o PA Processor Role– This role allows the manager, designee, or administrator designee to assign manager relationships and manager substitutes. If you prefer your Human Resources representative can assign the manager substitutes for you. They should already have the PA role.

o Performance Manager Role – This allows access to the performance documents from within ESS. This role should only be assigned to the manager or manager substitute after attendance of the Online Performance Management class.

Definitions:

Manager/Supervisor – The Manager/Supervisor is the employee’s direct manager or supervisor. Only the Manager/Supervisor will score the evaluation and review it with the employee.

Substitute Manager/Supervisor – The Substitute Manager/Supervisor is designated by the Manager/Supervisor or by another authorized person to allow a non-direct manager or supervisor editing capabilities on the employee’s evaluation. This person does not score or review the evaluation with the employee.

In Preparation – In Preparation is the first phase of the evaluation process. This is the initial set up of the employees evaluation. This process includes creating the initial document or copying the document to the employee or others. The substitute Manager/Supervisor and the review dates are assigned.

In Planning – The second phase of the evaluation process is the “In Planning” stage. The Manager/Supervisor or substitute is working on the evaluation or has not yet released it to the employee. During this phase of the evaluation, the major job responsibilities and their standards are assigned and, if applicable, goals are set with the employee.

NOTE: This is the only phase in which changes to the major job responsibilities and goals can be made.

In Review – The employee is required to complete a self-evaluation; this will be the status until the self-evaluation is completed.

In Process – The the third phase of the evaluation process is the “In Process” status. The Manager/Supervisor will score or is in the process of scoring the employees evaluation.

Completed – The evaluation scoring process has been completed. The Manager/Supervisor has reviewed the evaluation with the employee. The employee has signed off that they reviewed their evaluation with their Manager/Supervisor and then the status will be “Completed”.

Review Dates – The beginning date is located within SAP using transaction PA20, then Infotype 41, locate the Z6 Review date. The ending date is 364 days later.

Validity Period Dates – The Manager/Supervisor is appraising the employee for this timeframe. Example – If the hire date is 2/16/11, the valid review dates for their first annual evaluation will be 2/16/11 to 2/15/12.

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Rating Systems

UAMS Performance Evaluation Rating System

The performance evaluation system will utilize the following four (4) rating categories to determine

overall scores of employee performance and potential award increases. This system is used for both

classified and non-classified UAMS employees with the exception of Clinical Programs/CLPR (Med

Center employees).

(4) Exceeds Standards

Performance consistently exceeds position requirements and management expectations.

Resourcefulness and depth of knowledge are the highest quality. Job responsibilities are

accomplished in an exceptional manner with minimal direction. Performance is characterized by

taking initiative, regularly going beyond what is expected, and excellent outcomes.

(3) Above Average

On a regular basis, performance is characterized by high quality and quantity of work that exceeds

most position requirements, key objectives, and management expectations. Employee consistently

demonstrates above average skills and abilities. Tasks are accomplished in a highly effective

manner with limited guidance and direction.

(2) Satisfactory

Overall performance meets work objectives and management expectations. Improvement and/or

development may be needed in specific areas to fully meet all performance expectations. Employee

demonstrates adequate knowledge of job duties and most responsibilities are accomplished with

normal supervisory guidance/direction.

(1) Unsatisfactory

Performance does not consistently meet defined management expectations and job standards. The

employee is not doing the job at the level expected for this position. Employee requires frequent

guidance/direction, close supervision, and/or redoing work. Improvement and/or development are

necessary.

UAMS Clinical Programs (CLPR) Performance Evaluation Rating System

The performance evaluation system will utilize the following four (4) rating categories to determine

overall scores of employee performance and potential award increases. This system will be used for

all non-classified Clinical Programs/CLPR (Med Center) employees.

(4) Exceeds Expectations

Performance is above the defined job expectations. The employee consistently does outstanding

work, regularly going beyond what is expected of employees in this job. Performance that exceeds

expectations is due to the effort and skills of the employee. Any performance not consistently

exceeding expectations is minor or due to events not under the control of the employee.

(3) Meets Expectations

Performance meets the defined job expectations. The employee generally performs according to the

expectations doing a good job. The employee is doing the job at the level expected for employees in

this position. The good performance is due to the employee’s own efforts and skills.

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(2) Partially Fulfilled

Performance may meet some of the job expectations but does not fully meet the remainder. The

employee generally is doing the job at a minimal level, and improvement is needed to fully meet the

expectations. Performance is less than a good job. Lapses in performance are due to the

employee’s lack of effort or skills.

(1) Not Fulfilled

Performance generally fails to meet the defined expectations or requires frequent close supervision

and/or redoing work. The employee is not doing the job at the level expected for employees in this

position. Unsuccessful job performance is due to the employee’s own lack of effort or skill.

UAMS 90 Day Performance Evaluation Rating System

The 90 Day performance evaluation system will utilize the following four (4) rating categories to

determine overall scores of employee performance and potential award increases. This form will be

used by all UAMS employees, both classified and non-classified.

(4) Exceeds Standards

Performance was clearly exceptional and greatly exceeded the standards and expectations of this

position.

(3) Above Average

Performance exceeded the standards and expectations of this position.

(2) Satisfactory

Performance met the minimum standards and expectations of this position.

(1) Unsatisfactory

Performance was significantly below the minimum standards and expectations of this position.

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Section 1: Annual Evaluations Unit 1: Assigning Manager Substitutes in SAP

Objective There are reasons why a Manager/Supervisor cannot complete an employee’s evaluation and someone needs to step in to complete it. The Manager/Supervisor may need assistance with creating and assigning evaluations for their employees. In order for someone to complete and/or assist with an evaluation, this person must be assigned to the Manager/Supervisor as a Substitute. More than one substitute can be assigned to a Manager/Supervisor. Assigning a substitute is based on the position number of the Manager/Supervisor, the SAP ID of the substitute, and a date range. Lesson 1: ZHRMGRSUB

This lesson will provide you with the steps to assign one or more substitutes to a Manager/Supervisor in SAP.

Note: Before using this transaction, you will need the position number of the Manager/Supervisor and the SAP ID number of the substitute. This is a two-part process. The first part must be done in SAP. The second part will be completed in ESS at the time the employee’s evaluation is created; the instructions are in Unit 2.

Step 1: SAP Transaction ZHRMGRSUB

To execute this command or transaction, type ZHRMGRSUB in the command box in the upper left section of the screen then key enter. If you have this command listed in your favorites double click on that line.

The Maintain Manager Substitute window will appear.

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Step 2: In the Position box, enter the position number of the Manager/Supervisor then key enter. If the associated position title is correct, click on the Execute icon or key F8.

Step 3: The “Create Relationships” window opens. The Position will reflect the position code and title of the Manager/Supervisors position. If the position information is incorrect, click on the back arrow or key F3 to rekey the position number. The “Planning Status” will always be active. The

“Valid from” date box defaults to the current date. The “to” date box defaults to 12-31-9999. Different dates can be chosen if necessary. If the dates are incorrect, correct them on this screen.

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Step 4: In the Relationships section, the “Relationship type/relationship” should default to “A 010”. Change this box only if does not show A 010. The “Type of related object” should default to “Person”. Change this box only if does not show “Person”.

Step 5: In the box for “ID of related object”, type the substitute manager’s SAP ID number, key enter on your keyboard. The remaining boxes will automatically fill in the associated information. Double check the information to be sure the correct SAP ID was keyed.

Step 6: Click the orange floppy icon or key (Ctrl+S) to save. If the association is created, you are returned to the “Maintain Manager Substitute” screen and will receive a record created message at the bottom left of the screen.

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Note: If this employee has already been setup as a substitute for the Manager, the following box will appear:

Click “No” to exit this window. Step 7: If you have more than one substitute to assign to the Manager continue from here.

Step 8: Click on the “Execute” icon or key F8. You are taken to the “Create Relationships” window. The Position will reflect the position name of the Manager/Supervisor. The “Planning Status” will always be active. The “Valid from” date box defaults to the current date. The “to” date box defaults to 12-31-9999. Different dates can be chosen if necessary. If the dates are incorrect, correct them on this screen.

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Step 9: Key the substitutes SAP ID number in the box for “ID of related object” then key enter. Check the associated information to be sure it is correct.

Step 10: When assigning additional substitutes you use the fast entry icon, which looks like a piece of paper with a pencil, so the previous record is not overwritten. Click on the “paper with a pencil” icon or key (Ctrl+Shift+F5). You should receive a record created message.

Step 11: Continue to assign additional substitutes for this manager. Click in the “ID of related object” box, change the SAP ID to the next person and key enter. Check the associated information to be sure it is correct.

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Step 12: Click the orange floppy icon or key (Ctrl+S) to save. If the association is created you will receive a record created message at the bottom left of the screen.

Continue with steps 11 and 12 until all substitutes for this manager have been entered and saved. Step 13: You can check your work as you proceed by clicking on the “Processed Objects” box at the top of the screen. The “Processed Objects” box opens a table showing what information was just changed. The “Allowed relationships” box will not be used.

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Following is an example of the information from the “Processed Objects” box.

To exit the window click on the green check mark. Step 13: If no other changes are needed, click on the back icon or key F3 until you return to the main SAP screen.

End of Transaction

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Unit 2: Create an Online Performance Evaluation Document

Objective In order to give an annual evaluation to an employee, the initial employee evaluation document must be created. The creation of the evaluation will be completed using the online Employee Self Service (ESS) web site program, NOT SAP. Lesson 1: Creating a Performance Evaluation Document This lesson will provide you with the steps to create an annual employee performance evaluation document. This can be completed by the Manager/Supervisor or substitute. Step 1: Open a web browser to http://uams.edu/ohr/

http://uams.edu/ohr/

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Step 2: On the left side of the page is a listing of useful links, locate the word Employee Self Service and click on these words.

Step 3: This opens the SAP NetWeaver Log on window. Key in your UAMS Domain ID and password, the same as your computer log on.

NOTE: If at any time during your ESS session, you receive the error message “Error while processing your request!” close all ESS windows, except for the main Employee Self-Service page then click on “Log off”. This is located in the upper right corner of the window to the left of the SAP logo. Now log in again.

Step 4: This opens the main Employee Self-Service page.

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Step 5: Locate the “Manager Self-Service” tab and click on the name to view this tab.

Step 6: The Manager Self-Service tab should have changed to dark blue and “Talent Management” should now be on the screen. Click on the blue underlined words “Performance Management”.

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Note: Employee evaluations require pop-up capabilities in Internet Explorer. If a new window does not open, it may have been blocked by a pop-up blocker. A notification usually appears at the top of the window, right click on the message line, and select the words, “always allow pop-ups from this site”. If this does not work, hold down the control key on our keyboard and click on the blue underlined words “Appraisal Documents”, again. If this does not work, please contact “Ask HR” at 686-5650 or the UAMS Help Desk at 686-8555 for assistance.

A new web window opens titled “Employee Documents”. In this window, there are several tabs, numbers may appear on the tabs to the right of the titles. Stay on the first tab titled “Status Overview”. This allows you to see all evaluations no matter what their status.

In the example below are four evaluations. The “Appraisal Status” column lists two evaluations in the preparation stage and two in the planning stage. Do not worry if the other tabs do not reflect the same numbers as the “Status Overview” tab. Each tab reflects how many evaluations are currently in that particular status and the “Status Overview” tab shows all evaluations in every status.

mailto:[email protected]

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Step 7: If the Quick Criteria Maintenance box reads, “Show Quick Criteria Maintenance” click on the words to expand this section.

You should now be able to see all of the Quick Criteria Maintenance section. This section is used to select different view criteria to narrow what information you view in the table below. Always be sure this section is viewable.

Locate the “Category Group ID” and the “Category ID” boxes. Leave “Category Group ID” blank because it will automatically default depending on the chosen selection for the ”Category ID” field. The “Category ID” is used to narrow your view of information displayed in the table below. We can set it to view only certain types of evaluations. If you want to view all evaluations, leave this box BLANK. If you want to view only the 90 day evaluations or one of the annual evaluations click on the sub-window icon in the box to the right of “Category ID”.

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This opens a new window titled “Appraisal Category ID: General Value List”. Choose the evaluation type you want to view by clicking on the grey box to the left of the evaluation title, this highlights the row, and then click “OK”.

The “Appraisal Template ID” box is not used and will remain blank. Due to Managers/Supervisors also being substitutes for other Managers/Supervisors there are different ways to view employee’s evaluations that you have access to assist with or edit. The “Employee”: box is used for increasing or narrowing your view, which depends on if, you are a Manager/Supervisor or a substitute. You can change the view by clicking on the drop down arrow to the right and select a different view.

Employee View Definitions:

Direct Reports to Appraise - This is a list of employees that are assigned to the Manager/Supervisor.

Employees to Appraise - These are employees who directly report to the

Manager/Supervisor.

Direct Reports – This is a list of all employees with evaluations assigned to the Manager/Supervisor and/or substitute.

“Valid From” and “To” dates – If the employee’s evaluation falls anywhere within these dates they will appear in the table for review. If the evaluation is outside these dates, they are not shown. Changing these dates can be completed manually using dashes between the numbers or by clicking on the calendar icon to the right of each box and use the calendar to select the dates.

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In the example below, the dates are Valid from 01-01-2011 to 12-31-2012. Because the end date of 12-31-2012 is included within the “Period” and “To” boxes of the listed evaluations, they are shown.

If you change any of the Quick Criteria Maintenance view boxes, you must click on

the “Apply” box to update the view window. You will also need to click on “Refresh”

to update the table below. “Refresh” is located at the bottom and to the far right, you

may need to use your scroll bars to locate it. Evaluations listed may be in various

evaluation statuses.

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Step 8: Check to ensure that the view box reads “UAMS_View”. If not, click on the drop down arrow to the right of the box and choose “UAMS_View”.

Note: Be sure no evaluations are currenly highlighted. In the upper left corner of the table there is an icon which looks like a small table with a pointing arrow. Click on this icon and then click on “Deselect All”. Doing this removes any previous selections.

Step 9: To create an evaluation for the first time, click on the “Create Multiple” button. This opens a window titled “Create Multiple” which has a table listing the employees that are assigned to you as the Manager/Supervisor or as the substitute.

If no employees are listed and you are a substitute, check that you are assigned as a substitute in SAP. If you are a Manager/Supervisor contact “Ask HR” at 686-5650 for assistance.

mailto:[email protected]

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Step 10: Locate the “Category ID” box, click on the dropdown arrow and select the type of evaluation you want to create. The “Appraisal Template” box will default depending on the selected evaluation template.

Evaluation Template Definitions:

90 Day Evaluation: This evaluation should be given to all UAMS new hires within their first 90 days of employment.

CLPR Performance Eval Service Standards: This is the evaluation for the Non-Classified Clinical Division.

UAMS Performance Evaluation: This is the yearly evaluation for classified and non-CLPR non-classified employees.

UAMS RN Evaluation: Use this evaluation only for nurses that are non-classified employees.

Note: If you are using the “UAMS RN Evaluation” template, follow directions for the “UAMS Performance Evaluation”. The process is the same for both and some wording will be different.

Step 11: Locate the Valid “from” and “to” boxes and if necessary change the dates to the chosen employee’s evaluation period. Ask yourself, what period is this evaluation to cover. These dates should reflect the evaluation period. For example; on an annual evaluation the first date could be their first day of work or it will be the day after their last review date (i.e. Hire date of 07/16/12 is the “Valid from” date; the “Valid to” date is 07/15/13).

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Note: To find the correct starting date for an employee’s review period, refer to the employee’s PA20 record using the Infotype “0041 Date Specifications” screen. Automated email notifications are generated based on the “Z6 Review Date”. If the Review Date is questioned, please contact the HR Records department.

Step 12: In the employee-listing table, you may need to scroll down to locate your employee. When you find the employee click in the box to the left of the employee for whom you want to create the evaluation document. This highlights the chosen row. Some employee names are in all upper case letters (GILLESPIE , DENISE M.) and will show alphabetically before the upper lower case names (Gay , Lisa G.). Please see the table below.

Step 13: Click on the “Create” box, located to the lower right of the window.

The message “Appraisal prepared successfully” should appear, click “Close”.

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You are now back to the “Employee Documents” window. The employee’s name and evaluation should now appear in the table. You may need to scroll down to see the newly created evaluation because it will show at the bottom. The Evaluation Status is “In Preparation”. This is the verification stage of the process. Step 14: In the column “Appraisal Document Name”, on the line for the newly created evaluation click on the blue underlined evaluation name.

A new window opens titled “Appraisal Document for LastName, FirstName MI”. Step 15: This is the Verification window. All information must be correct before you define the objectives or essentials of the job and their standards.

Note: The CLPR evaluation has date boxes for “Execution Period” located under the “Validity Period” date boxes. DO NOT key any dates in these boxes, they must be left blank.

There is a timeline for each evaluation. These timelines will be slightly different based on the evaluation selected for the employee. UAMS

CLPR

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Under the time line are several buttons.

Save - Use save often when making changes, especially when experiencing an interruption.

Add attachments such as the job description, PCQ, accomplishments or notes. To add an attachment:

Click on the “Attachments” box.

The “Attachments” window will appear, click on the “Upload” box.

Another window opens titled “Attachments”, click on the “Browse” box.

A window titled “Choose File to Upload” opens. Locate the file you want to attatch then click “Open”.

The file you chose to attach will show in the window. Click the “OK” box.

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The previous window closes and you are taken back to the previous “Attachments” window. If you want to attach another file click “Upload” again, otherwise click the “Close” box.

Your “Attachments” box now shows you have at least one attachment.

Using the “Print” box is not recommended. It will print the full document with

html codes.

The “Action Log” keeps track of who did what and when each time the evaluation is accessed.

Step 16: Locate the Administrative Data Section UAMS

CLPR

Note: Do not enter dates into the “Execution Period” date boxes they must be blank.

Verify that the correct evaluation type is listed. Validity Period date boxes. These are located on the right under the section “Administrative Data”. These dates should reflect the review period that was previously entered when the employee was selected and the evaluation created. If the dates were not previously changed or entered incorrectly now is the last chance to change or correct the “Validity Period” also called the review dates.

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For an annual evaluation, the first date should be the first day of the review period. For example, a new employee is hired, the beginning date of the evaluation period should be their first day of work, and the ending date is 364 days after their hire date for a total of 365 days. The employees hire date is 07-16-12 so the evaluation period is 07-16-12 to 07-15-13.

Note: To find the correct starting review date for an employee’s review period, refer to the employee’s PA20 record using the Infotype “0041 Date Specifications” screen. Automated email notifications are generated based on the “Z6 Review Date”. If the Review Date is questioned, please contact the HR Records department.

The Manager box should reflect the employees correct manager or supervisor. If you are a substitute and creating the evaluation for a Manager/Supervisor, check to be sure that the “Manager” box shows their name and not yours. If this is the case, change this box to the Manager/Supervisor’s name and add yourself as a substitute.

To change the Managers name click on the sub-window icon to the right of the box. A “Search Help for Appraiser” window opens. In the “Manager” box key in either the SAP ID or the last name of the manager, without a comma or a space, and then click “Start” to search.

In the same window, a table appears below with your choices. To select a person click on the box to the left of the person’s name which will highlight the row and then click “OK”.

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The chosen manager will show in the “Manager” box.

Ensure that the “Employee” box shows the correct employee that was selected. If the template has the “Execution Period” boxes, they must be left blank. If not, you will not be able to edit the evaluation.

Step 17: Depending on the evaluation selected, locate the “Manager Substitute” or “Substitute/Further Participant” section. This is the location to add any Manager/Supervisor substitutes for this employee. In certain evaluations, it would be helpful to have another Manager/Supervisor present to assist. Only during the “In Preparation” status also called the “Verification” stage can you add a Manager/Supervisor substitute and/or another participant to this employee’s evaluation. In the “Manager Substitute” ” or “Substitute/Further Participant” section, click on the “Add” box.

OR

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Step 18: The “Search Help for Additional Appraisees” window appears. Key in either the approved substitute person’s SAP ID number or search by their last name, without a comma or space, and click the “Start” box to search.

OR

Step 19: Either one person is listed or a list of people appear in a table below from which you can select depending on how you searched for the person. Select a person by clicking on the box to the left of their name then click “OK”. You can only select one person at a time. More than one person can be assigned as a substitute on an evaluation. If more substitutes need to be added to this evaluation repeat steps 17 through 19 until all approved substitutes are added.

Step 20: Once the Manager Substitute shows in the table, the appraisal role defaults automatically. This box may default to blank, if so you can leave it blank. If you prefer a selection can be made by clicking on the drop down arrow to the right and then clicking on your selection.

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NOTE: This is the last chance you will have to check and change the evaluation dates and add or remove a

Manager/Supervisor substitute and/or participant! Please double check these before choosing to “Define

Objectives”. Also remember that even if a person is entered at this time, IF THEY HAVE NOT BEEN

ENTERED IN SAP AS A SUBSTITUTE THEY STILL WILL NOT BE ABLE TO OPEN, EDIT OR VIEW THE

EMPLOYEES EVALUATION.

Step 21: If the Manager Substitute(s) or the evaluation period needs confirmation, click in the circle next to the words “Save and Exit Document” so that a dot appears in the circle and then click “Continue”. This saves the information that has been entered so far and closes the window. Once the information is verified, repeat the needed steps to select and open the employee evaluation which should still be in the “in Preperation” status.

Step 22: If you are sure of the dates and Manager/Supervisor addition(s) click in the circle next to the words “Define Objectives” then click “Continue”. When this happens the current window will update and close and you are returned to the “Employee Documents” window.

The verification process is completed. The evaluation status is now “In Planning”. During this next process you will continue to input vital information into the evaluation. This includes the job title and summary, job responisbilities and their standards and if applicable goals for the year.

Step 23: Locate the employee and the correct evaluation. In the column “Appraisal Document Name”, click on the blue underlined evaluation name. (Refer to Unit 1, Steps 7 and 8 for details)

Step 24: The Appraisal Document for the employee opens.

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There are new buttons depending on the selected evaluation.

The “Display Qualifications” is on the CLPR, UAMS, and 90 Day Performance Evaluations. Not all employees have this information populated. This shows the minimum qualifications for the posted position and the answers the employee provided to the application qualification questions. It may also show any additional skills the employee gained thru training or additional educational opportunities if recorded in SAP.

The “Display Job Description” is only available on the UAMS Performance Evaluation template and it will display the latest job description for the employee. Please note that not all employees will have this information at this time.

On the left is the “Process Description” section. Depending on the evaluation selected, this area will be different.

For the CLPR and RN evaluation templates, this area will have instructions.

For the UAMS, and 90 day evaluation templates, this area will have instructions, ratings, and their standards.

The “Administrative Data” section is the main document. It is divided into different tabs and is slightly different depending on the selected evaluation.

UAMS

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Or

CLPR

Step 25: The first tab is the “Overview” section of the document. The overall score and notes are a part of this section. For the CLPR template, the rating scale is located on this tab. Scroll down for the following information.

The “Performance Score” & “Note Overall Evaluator Comments” or “Note Performance Score” areas are completed later in the process

Locate the "Note Employee Job Title” box. In this box type the employee’s job title, this is required. It is highly encouraged that you also add the job title summary in this box.

UAMS

CLPR

Note: How to copy information from a document to this evaluation. Use the mouse to select the information, right click, and then navigate to and click on Copy or use the keyboard shortcut (Ctrl+C) to copy.

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The only way to paste your selected information into the evaluation is by using the keyboard shortcut (Ctrl+V). Click in the box where you want to copy the selected information, and then key (Ctrl+V) to paste.

Step 26: Click on the second tab. Depending on the evaluation the title will be: UAMS - “UAMS Mission and Values”

CLPR – “Circle of Excellence”

This tab has predefined criteria and weightings; nothing has to be entered or changed in this tab at this time. The overall weighing of this tab is predefined at 30% of the overall score. This tab will be scored during the Manager review in Unit 5. Step 27: Click on the third tab of the evaluation. Depending on the evaluation the title will be: UAMS - “Employee Performance”

CLPR – “Performs the Role of”.

This section is free text. Depending on the evaluation, the section titles are titled differently.

In both evaluation templates, the “Performance Score” will automatically calculate after the manager scores the evaluation. The “Weighting” of this tab is predefined at 70% of the overall score and cannot be changed. During the scoring phase, the “Note Evaluator Comments” boxes will be completed. During the scoring phase, the “Employee Self Score” and “Performance Score” boxes reflect the chosen score of either the employee or the evaluator. Following are differences between the two evaluation templates, which are worth noting.

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UAMS The template automatically includes one “Job Responsibility/Standard” section. Use the employee’s job description or PCQ to determine how many Job Responsibility/Standard sections need adding and what the contents of each box should be. To add additional Job Responsibility/Standard sections for the employee to be evaluated on, click the “Add” button once.

Use the copy and paste keyboard shortcuts (Ctrl+C) (Ctrl+V) to complete the “Note Job Responsibility” box. In the “Note Standard” type, or use the copy and paste keyboard shortcuts to enter the job standard for this responsibility. It should reflect what must be done to receive a satisfactory score for this responsibility.

CLPR Never click on the delete next to the add box at the top of this tab. It will erase the entire tab and you will need to delete the evaluation and start over!

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The template automatically includes one “Performs the Role of” section. Use the employee’s job description or PCQ to determine how many “Major Job Responsibilities” sections need adding and what the contents of each box should be. To add additional “Major Job Responsibilities” sections for the employee to be evaluated on, click the “Add” button once. In this CLPR template in the “Note Performs the Role of” box, both the major job responsibility and the standard must be entered into this same box.

Note: Leadership competencies must be added to all leadership positions such as Chancellor, Vice Chancellors, Asst. & Assoc. VC, Deans, Asst. & Assoc. Dean, directors, managers, supervisors, and team leaders. The Leadership Competencies are as follows:

Models integrity and ethics

Inspires a shared strategic vision and purpose

Empowers others to act

Fosters effective communication and collaboration

Cultivates accountability

Challenges the process These can be added at the beginning or after the job responsibilities have been added. Each Competency must have a separate score. Minimally a person in a leadership role must have 7 “Job Responsibility/Standard” or “Performs the Role of” sections. This includes the 6 leadership competencies.

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Step 28: Not all Job Responsibilities or Roles of are of equal importance. The weight for each Job Responsibility or Role can and most likely will be different, but the total must add up to a 1.00. If you have three Job Responsibilities or Roles, you could weigh the first two at .33 and the last one at .34 and when added together they equal 1.00. You could also weigh the first one at .65, the second at .25 and the third at .10 for a total of 1.00 Change the weighting for each individual Job Responsibility or Role by replacing the 1.00 with the appropriate weight starting with a decimal and then the number. Each added section will automatically have a default weighting of 1.00. If the weightings do not equal 1.00 for this tab, the evaluation will not calculate correctly and the overall score will be incorrect. Please check your weightings again and make corrections where needed.

Step 29: The evaluation must remain “In Planning” until the reminder email is received reminding you the employee’s evaluation is due within sixty days. On the bottom left locate and verify the circle to the left of the words “Save and Exit Document” has a dot in it and then click on the “Continue” box.

You are taken back to the “Employee Documents” window. To copy this evaluation to other employees with the same job title, continue to Unit 3. Also, continue to Unit 3 if this evaluation needs to be copied to the same employee for the coming year.

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Step 30: Schedule a meeting with the employee to review and discuss the evaluation to ensure they are aware of what and how they will be evaluated on over the next year. Open the document as stated above to review it with the employee. Step 31: If appropriate, individual goals can be set for the employee. The goal or goals are not part of the overall score calculation however it is noted if these goals are attained.

While you are showing the employee their individual evaluation, locate the “Goals for the Year” tab and click on it. This tab works very similar to the “Performance Expectations” and the “Performs the Role of” tabs. Clicking on “Add” will add additional sections adding more than one goal to the employee’s evaluation.

Step 32: After the evaluation is reviewed with the employee and goals set, verify there is a dot in the circle next to the words “Save and Exit Document” and then click “Continue” so that it will stay in the “In Planning” status.

Once the email notification is received, by the Manager/Supervisor and substitutes’ stating the employee’s evaluation is due within the next sixty days you will continue to Unit 4.

End of Transaction

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Unit 3: Assign/Copy an Evaluation to Employees

Objective In cases where several employees within a department have the same or similar job title and responsibilities, recreating an evaluation document for each employee can be time consuming. You can create one evaluation and then assign/copy it to other employees. You can also assign/copy the same persons evaluation to them for the coming year. If an evaluation has not been created, see Unit 2. Lesson 1: Copy an evaluation document to other employees or to the current employee for the coming year

This lesson will provide you with the steps to assign/copy an employee evaluation document to other employees or to the same employee with different dates. When an evaluation is assigned/copied any ratings and/or goals are not copied to the newly created evaluation.

This process can be completed by the Manager/Supervisor and/or a substitute.

Step 1: Locate the employee that has an evaluation that needs to be assigned/copied to another employee or take the current employee’s review and assign/copy it for the upcoming year. (Refer to Unit 2 for details) Note: To view all types of evaluations, click in each of the following boxes and delete any numbers to leave these boxes blank: “Category Group ID”, “Category ID”, and the “Appraisal Template ID.

Highlight the complete line by clicking on the box to the left of the person whose evaluation you want to assign/copy.

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Step 2: Click on the “Create Multiple” button. This opens a window titled “Create Multiple”.

Step 3: Ensure the “Category ID” box shows the correct evaluation type you want to copy.

Step 4: Locate the Valid boxes.

If all of the selected employees have the same evaluation date period, change the Valid dates to the evaluation period.

If they have different evaluation dates, you can either, select those with the same date, change the Valid dates and click on create and repeat the process for the next group OR change each employee’s date during the ”In Preparation” stage.

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Step 5: Click in the box to the left of the employee or employees to be assigned/copied from this evaluation. To select more than one employee, hold down the Ctrl key and click on the box to the left of the additional employees.

Step 6: Click on the “Create” box, located at the lower right of the window. A window titled “Appraisal prepared successfully” should appear, click “Close”.

The status of the newly created evaluation(s) is/are “In Preparation”.

If you would like to continue on to the “In Planning”/”Verification” stage with a newly created evaluation please refer to Unit 2, Step 14 on Page 24 for details.

End of Transaction

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Unit 4: Whose Evaluation is Due and Notification Process

Objective Understand the notification process for upcoming employee reviews. This includes how the Manager/Supervisor and/or substitute receive notifications of an upcoming evaluations and how they notify the employee. Lesson 1: Notification of upcoming evaluations

This lesson will provide you with the notification process. This section can be completed by the

Manager/Supervisor or the substitute.

Due dates

All review dates are located in the employee’s record in SAP. Refer to the employee’s PA20 record using the Infotype “0041 Date Specifications” screen locate the “Z6 Review Date”.

For Annual Evaluations – On the first of each month, the Manager/Supervisor and their substitutes will receive an email via Outlook. This email will have an attachment, which has a list of employees whose evaluation is due within 60 to 90 days.

Example: On September 1, an email is sent with an attachment. This attachment has a listing of employees whose evaluations are due between the 1st and 30th of November for the current year.

The following employee information is included in the email attachment: personnel number, name, organization unit, organizational unit name, position number, position title, and evaluation due date.

For the 90 Day Evaluations, a daily email is generated and sent to the manager or supervisor who

has a new employee with a 90 day evaluation due date within thirty days.

The steps to process a 90 Day Evaluation are covered in Unit 6.

Once the Manager/Supervisor or substitute receives the notification that it is time for the employee’s

annual review, the following steps must be completed to start the process.

Step 1: Locate the employee’s name and ensure you have selected the correct evaluation and

date. Click on the blue underline appraisal name to open the evaluation. This opens the employee

evaluation in a new window. (Refer to Unit 2 for instructions to reach this point)

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Step 2: Look on the left side of your screen and locate the “How would you like to continue?” section. Click in the circle next to the words “Employee Notification of Self Evaluation” and then click “Continue”.

This sends an email notification to the employee via Outlook informing them that their self evaluation is due. They will receive this email each week for three (3) weeks until the self evaluation is completed or at the end of the 3 weeks, if it has not been completed, an email will be sent to the Manager/Supervisor and substitutes informing them that the employee has not completed their self evaluation. It may be necessary for the Manager/Supervisor or subtitute to also verbally notify the employee of their need to complete their self evaluation. If after three weeks the self evaluation is not complete and advisement is needed, please contact the Human Resources department.

End of Transaction

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Unit 5: Manager Scores the Employees Evaluation

Objective The Manager/Supervisor scores the employee’s evaluation and adds comments where needed. This must be completed by the Manager or Supervisor Only.

Lesson 1: Scoring the employee’s evaluation

This lesson will provide you with the steps to score an employee’s evaluation.

The Manager/Supervisor has received an email via Outlook stating that the employee has

completed their self-evaluation.

Step 1: Open the “Employee Documents” window. (Refer to Unit 2 for instructions to reach this point) Step 2: Locate the employee for which you received the email stating that they have completed their employee self-evaluation. The evaluation will be in the “In Process” status. In the “Appraisal Document Name” column, locate the line for the employee, click on the blue underlined evaluation name.

A new window opens titled “Appraisal Document for LastName, FirstName, MI.

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The first tab has a box titled “Note Employee Job Title” which should already have the title and possibly the job summary entered. Locate the words “Performance Score” there is a box to the right. When the evaluation is scored, the overall score will appear here. After scoring the evaluation and at the end of your meeting with the employee, you will return to this tab. In the “Note Overall Evaluator Comments” or the “Note Performance Score” box, enter any additional overall comments, discussed during the evaluation meeting with the employee.

Remember to use the “Save” box to the top left, especially when interruptions occur.

UAMS

CLPR

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Step 7: Score the second tab titled “UAMS Mission and Values or “Circle of Excellence”. The Employee’s Score and comments will show however, they cannot be changed. The Manager/Supervisor must score each section, if not an error message will appear when you attempt to send it to the employee for their final sign-off. As you score this tab and the third tab the overall score located on the first tab titled “UAMS Performance Evaluation” or “Performance Eval Service Standards” is automatically updated. UAMS

CLPR

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Step 8: To the right of the words “Performance Score” is a box with a drop down arrow. To choose a score click on the drop down arrow, highlight the chosen rating, then click to select.

Note: If using the UAMS template and a rating of either “1 Unsatisfactory” and/or “4 Exceeds Standards” is given, a reason must be noted in the “Note Evaluator Comments” box located at the bottom of each section.

UAMS

CLPR

Step 9: At the bottom of each section is a “Note Evaluator Comments” box that allows the Manager/Supervisor to enter additional comments regarding the ratings given. The employee has a box, which they have already added their comments and these comments cannot be changed by the Manager/Supervisor. The order of these boxes are different on the UAMS and CLPR templates, please see below. UAMS

CLPR

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Step 10: Click on the third tab. Score each section for the employee’s performance. As you score this tab, the overall score for this tab is located near the top in the “Performance Score” box. On the first tab, titled “UAMS Performance Evaluation” or “Performance Eval Service Standards” the total overall score is automatically updated in the “Performance Score” box. UAMS

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CLPR

Step 11: The UAMS template on the “Performance Expectations” tab, there is a “Note Evaluator Comments” box at the end of each section to enter comments regarding the ratings given that will be beneficial to both the Manager/Supervisor and employee during the review process. On the CLPR template at the top of the “Performs the Role of” tab, there is one “Note Evaluator Comments” box for this tab which allows the Manager/Supervisor to enter helpful comments concerning given ratings.

UAMS

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CLPR

Step 12: Click on the “Goals for the Year” tab. More than one goal may have been entered for the employee to accomplish during the past year. To the right of the words “Supervisor Comments” is a box with a drop down arrow. To choose the appropriate value click on the drop down arrow, highlight the value, then click to select. Please be sure to explain why the goal was not fully attained or not attained. Also add any positive comments about the process of obtaining the goals. These comments are entered in the “Note Evaluator Comments” box. UAMS

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CLPR

Step 13: Click on the first tab again. Here the Manager/Supervisor will review the employee’s overall performance score and add any overall notes for the evaluation. UAMS

CLPR

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Step 14: If any additional attachments need to be included, such as notes, competencies, or certificates click on the “Attachments” box. (Refer to Unit 2 for complete instructions)

Step 15: Click in the circle next to the words “Save and Exit Document” and be sure there is a dot inside the circle, and then click “Continue”.

Step 16: Notify the employee that it is time to schedule their evaluation review and schedule a meeting. Step 17: Review the evaluation with the employee. The Manager/Supervisor must conduct this meeting. Step 18: Review each tab with the employee, make additional comments on the appropriate tab and sections, if needed. At the end of the meeting, click on the first tab again. In the “Note Overall Evaluator Comments” or the “Note Performance Score” box, enter any additional overall comments concerning what was discussed during the meeting.

Step 19: Once the evaluation is reviewed with the employee and the employee is still in the office, click in the circle next to the words “Mgr Reviewed with Employee/Empl Sign Off”, and then click “Continue”.

This sends an email notification to the employee via Outlook informing them they need to sign-off on their evaluation. Until the sign-off is completed they will receive this email each week for three (3) weeks. At the end of the 3 weeks if the sign-off has not been completed an email is sent to the Manager/Supervisor and substitutes informing them that the employee has not completed their sign-off by the due date. It may be necessary for the Manager/Supervisor or subtitute to also verbally notify the employee of their need to complete their sign-off. If after three weeks the sign-off is not completed it might be wise to seek advisement. Please contact the Human Resources department for this advisement.

Step 20: It is now time to create the evaluation for next year and set next year’s goals with the employee. If applicable, goals for the upcoming year may have been discussed and decided upon at the end of the evaluation meeting with the employee. Continue to “Unit 3: Assign/Copy an Evaluation to an Employee”.

End of Transaction

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Section 2: 90 Day Evaluations Unit 6: 90 Day Evaluations

Objective Manage the review process for upcoming employee 90 Day evaluations and know how the Managers/Supervisors, substitutes, and employees are notified. Lesson 1: Notifications and scoring of upcoming 90 Day evaluations

This lesson will enable you to view and score a 90 Day evaluation and determine whose 90 Day

evaluation is due. Thirty (30) days before an employee has a 90 Day evaluation due, an automated

email notification is sent via Outlook to the Manager/Supervisor and substitute (if assigned). This

email will list the following information concerning the employee: personnel number, name,

organization unit, organizational unit name, position number, position title, and evaluation due date.

You will also learn how to score the 90 Day evaluation and send it to the employee for their final

sign-off.

Sixty days after the employee is hired, the 90 Day evaluation is automatically created along with a work flow process.

Definition:

90 Day Evaluation: This evaluation should be given to all UAMS new hires within their first 90 days of employment. If this is not done, it is assumed the employee passed the 90 day evaluation period satisfactorily.

Due dates

All new employees have been assigned a 90 Day evaluation date.

Note: A 90 Day evaluation is not done on transferred or promoted employees.

Step 1: Locate the “Employee Documents”. (Refer to Unit 2 for detailed instructions)

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Step 2: You can change the “Category ID:” to 90 Day Evaluations if you want to see only the 90 days evaluations. Otherwise, ensure all boxes, except dates are blank. Step 3: Locate the employee that has an upcoming 90 Day evaluation. The newly created 90 Day evaluation will have a status of “In Preparation”. This view is a list of all your employees who have a 90 Day Evaluation assigned to them based on the “Valid From” and “To” dates.

Step 4: In the column “Appraisal Document Name”, on the line for the employee to be appraised click on the blue underlined words “90 Day Evaluation”.

A new window opens titled “Appraisal Document for “LastName, FirstName, MI.). Maximize this window.

Step 5: Verify the information and add any Manager/Supervisor substitutes for this employee, if needed.

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Step 6: When all information is verified click in the circle next to the words “Execute” then click “Continue”. When this happens, the current window will update and close and then you are returned to the “Employee Documents” window.

The evaluation status is now “In Process”.

Step 7: Reopen the “90 Day Evaluation” document.

Step 8: At the top of this window, your status listing is under the employee name and informs you the evaluation is “In Process”. In the “Administrative Data” section you have only one tab listed and it is titled “90 Day Evaluation”. The “Overall Score” shows in the “Performance Score” box. To the left under the section titled “Process Description” you have the ratings and their definitions for reference and instructions.

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Under the title “Overall Score (manager to complete)”, the box “Performance Score” is the overall score and will be automatically calculated depending on scores given below. If a score of 1 or 4 are given in any category, documentation as to why this score was given must be entered in the “Note Evaluator Comments” box. In the box “Has Completed 90 day evaluation period”, you can choose either yes or no by clicking on the arrow to the right of the box and then clicking on your choice. The next box is the “90 day evaluation period extended”. Click on the drop down arrow and choose either ”No” or “Add 90 days”. If the 90 day evaluation is extended the reason must be noted in the “Note Evaluator Comments” box.

Note: At this time, when using extended days the Manager/Supervisor will need to manually create a new 90 day evaluation. Refer to the Unit 7 titled “Create a 90 Day evaluation”.

The Manager/Supervisor can also choose to terminate the employee. The reason for termination must also be noted in the “Note Evaluator Comments” box. This box allows for several paragraphs of text.

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Step 9: Continue by scoring the five (5) sections and adding comments where appropriate in the “Note Evaluator Comments” box.

Step 10: After the ratings are given, click in the circle next to the words “Save and Exit Document” in the lower left then click “Continue”.

Step 11: Schedule a meeting with the employee prior to the 90th day at UAMS to meet and review the evaluation with them. Step 12: After the review process is completed with the employee and the employee is still in the office, the Manager/Supervisor will click in the circle next to the words “Mrg Reviewed with Employee/Empl Sign Off” then click “Continue”. The information is saved, the window closes, and you are taken back to the “Employee Documents” window.

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The appraisal status will show “In Process” on the “Status Overview” tab, if the appropriate criteria are selected. The “Substatus” column will read “Employee Review”.

This action automatically sends an email to the employee via Outlook to inform them that it is time for them to sign-off on their 90 Day evaluation. The Employee sign-off can be done from any computer. If an employee does not have easy access to a computer to complete their sign-off, the Manager/Supervisor could allow the employee to use their computer. Directly after the meeting the Manager/Supervisor can log out of ESS and have the employee log in and complete their sign-off. Two other alternatives are for the Manager/Supervisor to arrange a time for the employee to use their computer at a later date and time or give them locations of computers they may use near their work location. If the employee is terminated, they most likely will not complete the employee sign off part of the evaluation. If this is the case, the manager will need to open the evaluation and in the “Note Evaluator Comments” box enter a comment stating why the employee will not sign off on the evaluation. Also, add the date and your initials to the comments. On the left under “Process Description” click in the circle to the left of the words “Employee Sign-Off” and then click “Continue”.

This action, whether completed by the employee or the Manager/Supervisor, closes the evaluation and an automated email is sent to the Manager/Supervisor informing them this evaluation is complete. The status will now show “Completed” in the “Employee Documents” window.

End of Transaction

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Unit 7: Create a 90 Day Evaluation Document

Objective

Normally the 90 Day Evaluation document is automatically created. If the Manager/Supervisor extends the 90 Day evaluation period, a new 90 Days Evaluation document must be manually created. The new dates will need to be manually entered and tracked. This creation will be completed through the Employee Self Service web site and NOT in SAP.

Definition:

90 Day Evaluation: This evaluation should be given to all UAMS new hires within their first 90 days of employment. If this is not done it is assumed the employee passed the 90 day evaluation satisfactorily.

Lesson 1: Creating a 90 Day Evaluation Document

This lesson will provide you with the steps to create a 90 Day employee evaluation document for

evaluation extension purposes.

This can be completed by the Manager/Supervisor or substitute.

Step 1: On the Employee Documents window, locate the employee that has the 90 Day evaluation that needs to be extended. Step 2: Click on the box to the left of the employee’s name to highlight the line.

Step 3: Click on the “Create Multiple” box.

This opens a window titled “Create Multiple” which has a listing of the employees that have been assigned to you.

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Step 4: Locate the “Category ID” box, click on the dropdown arrow, and select “90 Day Evaluation”.

Step 5: Change the “Valid to” date to the extended evaluation period. If the original dates for the 90 day evaluation are from 06-07-2012 to 09-04-2012. The extended dates would be from 09-05-2012 to 12-03-2012. Be sure to the count the actual days; do not count from the date of one month to the next. Step 6: In the table below locate the employee who needs their 90 Day evaluation created. Click in the box to the left of the employee’s name. This highlights the row selecting them for creation of the 90 Day evaluation document.

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Step 7: Click on the “Create” box, located at the lower right of the “Create Multiple” window.

Step 8: The message “Appraisal prepared successfully” should appear, click “Close”.

Step 9: You are back to the main Employee Documents window. You have an additional new line. Notice the new 90 Day evaluation status is “In Preparation”. You may need to scroll down to find the newly created evaluation if you have many employees to appraise during the selected period.

The 90 Day Evaluation document is created for this employee. You will need to place a reminder on your calendar to process this evaluation thirty days before it’s due. When the new 90 day evaluation is thrirty days from the due date repeat Unit 6.

End of Transaction

Evaluation Process Cheat Sheet

Employee Self Service – Employee completes their self-evaluation Manager Self Services – Manager/Supervisor develop and scores the employee’s evaluation

Criteria Maintenance – Controls what you see in the table.

If you do not see employees listed check to ensure the “Statues Overview” tab is selected, the dates are current, the Employee is set to “Employees to Appraise” and/or

remove the numbers in “Category Group ID” and “Category ID.”

Create Multiple Window – Used to create a new “Employee Evaluation” or to assign/copy a previously developed evaluation to other employees doing the same job.

Category ID – Pick the evaluation you want to create.

Valid From – The first day of the review period.

Valid To – The last day of the review period. (the day before the next review date)

o Example – Today is May 2012, employee has a review date in July 12. Create, or assign/copy a review for the employee from July 12, 2012 to July 11, 2013.

Use “Ctrl” key to select multiple employees when assigning/copying a template to other employees.

Status – Annual Evaluations

In Preparation – Verifying the employee’s information.

In Planning – Remains in this status until you need to notify the employee to complete his/her self-evaluation. Managers/Supervisors can change essentials and goals.

In Review – The employee is reviewing and scoring his/her self-evaluation. No changes can be made to the essentials or goals.

In Process – The employee has completed his/her self-evaluation. Managers/Supervisors can now score the evaluation. Evaluation stays in this status until the

Manager/Supervisor reviews evaluation with employee in person.

In Process / Employee Review – Employee reviews and signs off that s/he received the evaluation.

Completed – The employee has verified that s/he received the evaluation and the evaluation cycle is complete.

Annual Evaluation Steps to Start Process

1. Create Template/Employee evaluation. (In Preparation)

2. Verify Employee information. Select Define Objectives and continue.

3. Define Objections – The essentials of the job duties, setting the standards and weightings. (In Planning) Save & Exit.

4. Review with employee and set goals if appropriate. Save & Exit.

5. Receive an email that the employee’s evaluation will be due, notify the employee to complete the self-evaluation. (approx. 10 -11 months later, however

during rollout, 10 -6 months later) Employee Notification of Self-Evaluation. (In Review)

6. Employee receives email that is it time to complete their Self-Evaluation; Employee completes the self-evaluation. (In Process)

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7. Manager/Supervisor receives email that employee has completed their self-evaluation; Manager/Supervisor scores evaluation. Save & Exit.

8. Review with Employee.

9. Manager Signs off on evaluation. (In Process / Employee Review)

10. Reassign/copy same evaluation to employee and set goals right after completing the current evaluation. Assign goals if needed.

11. Employee receives email to sign off on evaluation; Employee signs off that they received the evaluation. (Completed)

12. Repeat starting at step 2, and skip step 3.

Assigning Evaluation to new hire, current employee or other current employees

1. Select a previous created evaluation for an employee that has same or similar duties.

2. Verify Employee information.

3. Assign it to the employee by using Create Multiple.

4. If duties are similar but not same, change the essentials of the job duties, setting the standards and weighting the essentials.

5. Go to “Annual Evaluation Steps to Start Process” step 4.

Status – 90 Day Evaluations

In Preparation – Verifying the employee’s information.

In Process – The Manager/Supervisor now scores the evaluation. It stays in this status until the manager or supervisor reviews with employee in person.

In Process / Employee Review – Employee reviewing and signing off that they received the evaluation.

Completed – the employee has verified that they received the evaluation and the evaluation cycle is complete.

90 Days Evaluation Steps

1. Manager/Supervisor receives email that the 90 Day evaluation is due; Verify Employee Information. (In Preparation)

2. Manager/Supervisor scores evaluation. (In Process)

3. Review with Employee. (In Process / Employee Review)

4. Manager Signs off on the evaluation. (In Process / Employee Review)

5. Employee receives email to remind them to sign off on the evaluation; Employee signs off that they received the evaluation. (Completed)

90 Days Evaluation Extension Steps

1. Create a new 90 Day with the extension dates. (In Preparation)

2. Manager/Supervisor scores evaluation at the end of the extension period. (In Process)

3. Review with Employee.

4. Manager Signs off on the evaluation. (In Process / Employee Review)

5. Employee receives email to remind them to sign off on the evaluation; Employee signs off that they received the evaluation (Completed).

Online Performance Evaluation Manager Instruction Sheet

Manager Self Service (ESS/MSS) – Evaluator develops and scores the employee’s evaluation.

Criteria Maintenance – Controls what you see in the table.

If you don’t see employees listed – check to ensure the “Status Overview” tab is selected, the dates are current,

the employee is set to “Employees to Appraise” and/or remove the numbers in “Category Group ID” and “Category

ID.”

Create Multiple - Used to create a new “template/employee evaluation” or to assign a previously developed evaluation

to other employees doing the same job.

Category ID – Pick or confirm the type of template you want to create or copy

Valid From – the first day of the review period.

Valid To – the last day of the review period (the day before the next review date).

Example – today is May 2012, employee has a review date in July 12. Create an evaluation for the employee

from July 12, 2012 to July 11, 2013.

Use “Ctrl” key to select multiple employees when assigning a template to other employees.

Annual Evaluation Steps to Start Process

1. Create Employee Review\Template. (In Preparation) Refer to Unit 2 on page 14. 2. Verify Employee information. Select Define Objectives and Continue. Refer to Unit 2, Step 15, on page 24. 3. If a substitute is creating the evaluation, they must be sure to change the “Manager” field from their name to the

actual Manager/Supervisor’s name. Refer to page 21. 4. Define Objectives - Enter the job title and job summary, determine essential job duties, job standards and

weighting for each essential job duty. (In Planning) Save & Exit. Refer to Unit 2, Step 25 on page 32. 5. Review the online evaluation with the employee and set goals, if appropriate. Save & Exit 6. Manager/Supervisor receives an email stating that the employee’s evaluation is due within 60 days. The

Manager/Supervisor will notify the employee to complete their self-evaluation by selecting “Employee Notification of Self Evaluation”. (In Review) Refer to Unit 4, Step 4, on page 41.

7. Employee receives an email stating that is it time to complete their self-evaluation. (In Process) 8. Once the Employee completes their self-evaluation, their Manager/Supervisor and substitute(s) receive an email

stating this is done. Refer to Unit 5 on page 43. 9. Manager/Supervisor rates the employee’s performance, adds comments (examples) and attachments. Save & Exit

Refer to Unit 5 on page 43. 10. Manager/Supervisor schedules a meeting and reviews evaluation with the Employee. 11. Manager/Supervisor confirms the evaluation has been reviewed with the employee. (In Process/Employee Review)

Refer to Unit 5, Step 19, on page 51. 12. The employee receives an email requesting they electronically sign off on their evaluation. This confirms the

employee met with their Manager/Supervisor and reviewed their evaluation. (Completed) 13. After completing the current evaluation, the Manager/Supervisor will reassign/copy the same evaluation to the

employee for the upcoming year and copy current goals. Refer to Unit 3 page 38.

Assigning (Copy) Evaluation to New Hire, Current Employee or Other Employees

1. Select a previously created evaluation for an employee that has same or similar duties.

2. Verify employee information.

3. Assign it to the employee by using Create Multiple.

4. Verify the employee’s information and update if necessary.

5. If job duties are different or changed, update each responsibility, standard, and weighting.

90 Day Evaluation Steps

1. Evaluator receives an email that the 90 Day evaluation is due; verify employee information. (In Preparation)

2. Evaluator scores evaluation. (In Process)

3. Review with Employee. (In Process / Employee Review)

4. Evaluator signs off on review. (In Process / Employee Review)

5. Employee receives email to remind them to sign off on the evaluation; employee signs off that they received the

review. (Completed)

6. If probation is extended, create a new 90 Day with the extension dates. (In Preparation)