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A user guide for the 2017 Laureate Global Performance Management Process

Step by step guide

Strategic Human Resources Planning System Step by Step

©2016 Laureate Education, Inc. pg. 2

User guide for the 2017 Laureate Global Performance Management Process

Contents First of all ................................................................................................................................................... 3

Getting started. ..................................................................................................................................... 3

How the Performance Form is composed? .......................................................................................... 3

Manage Performance Evaluations for Employees .................................................................................... 4

Overview of Performance Management Process for Employees ....................................................... 4

Performance Planning .......................................................................................................................... 4

Mid-Year Feedback Employee .............................................................................................................. 7

Year-End Feedback Employee .............................................................................................................. 8

Employee´s Signature ........................................................................................................................... 9

Manage Performance Evaluations for Managers .................................................................................... 10

Overview of Performance Management Process for Managers ....................................................... 10

Performance Plan Approval ................................................................................................................ 11

Mid-Year Feedback Manager ............................................................................................................. 12

Year-End Feedback Manager .............................................................................................................. 13

Manager´s Signature ........................................................................................................................... 14



First of all Getting started.

1. Log in to the Strategic Human Resources Planning System (SHRPS). You receive an email from the Strategic Human Resources Planning System with your log in instructions and the following link for accessing the system:

shrps.laureate.net The first time you log in, the system will prompt you to change your password. Upon successful log in, the Home screen displays your To-Do list.

2. Access your evaluation form by clicking the link “Performance Planning”, which will be different on each step (Mid-Year, Year-End, Signature). When your evaluation form displays, scroll down the form or use the gray left navigation menu to access each section of the form. Tip: The system will time out after 20 minutes of inactivity.

You can always check your form in the system: - Inbox: includes those forms that need your update. - En route: includes those forms that do not need your attention at the moment. Every time a form

gets back to you from someone else, you will receive an email notification. - Completed: includes forms that were finalized during the current year or in the past.

In the case of managers who have many direct reports, make sure you go to the next page to check

everyone’s performance form.

Main Components in the Performance Form PERFORMANCE OBJECTIVES (70% of final rating)

Stage of contribution

OUR BEHAVIORS (30% of final rating)

Movement Expectations

Professional Development Plan

Access Performance

tab from Home page.

Click on the link to Access your or

your employee´s form.



Manage Performance Evaluations for Employees

Overview of Performance Management Process for Employees

Performance Planning: the employee edits the sections and, if needed, uploads supporting documents. Then the employee sends form to manager for performance evaluation.

Mid-Year Feedback Employee: the employee enters Mid-Year comments and ratings and sends the form to the

manager.

Year-End Feedback Employee: the employee reviews the performance evaluation form, enters comments and

ratings, and sends the form to the manager. If this employee has a Matrix Manager, the form will be routed to the

Matrix manager for commentary feedback before it is sent to the manager.

Signature: the employee, after having the Performance Feedback Discussion with the manager, puts in the year’s

overall comments and signs the form. Then the employee sends the form to the manager.

Completed: Once the manager signs the form, the process is complete. Form changes cannot be made. The

employee may print or download the form by using the Print button located in toolbar on the top of the form

screen (PDF).

Performance Planning

1. Enter your objectives. IMPORTANT: Individual Objectives will automatically load from the objectives section of SHRPS when form is launched. The below instructions are to Add/Edit Objectives from inside of the form.

a. Scroll down to the Individual Performance Objectives section, or click the

Individual Performance Objectives link at the top on the navigation menu.

b. Click the Add Objective button.

c. To create objectives by selecting from a list and then customizing them, click Library Objective.

Follow the menus to select all library objectives that apply. Or click on Individual Objective to

write your own objective.

d. Fill out the fields on the objective prompt that appears. Be sure to select the Category which the objective best falls under. Complete the required fields (*) for the objective otherwise it cannot be created.



e. Click Save Changes. f. Repeat the steps for each

objective you would like to add. g. Click the Save icon in the upper right corner of the screen.

You can edit or delete objectives both in “Objective” section and in the “Performance” section of the form.

2. Define your Stage of Contribution. Employee selects the stage of contribution that best reflects your overall performance expectations. The competency stages choices are:

Stage 1 – Contribute Dependently Stage 2 – Contribute Independently

Stage 3 – Contribute Through Others Stage 4 – Contribute Strategically

3. Describe your behaviors: go through each behavior and make your comments. Note: People Manager Competences will appear only if you are a manager with direct report.

4. Movement expectations.

Outcomes will be updated throughout the year.

Enter a weight for each objective. The weights of all objectives must total 100%.

Status and % completion will be updated throughout the year.



5. Enter your Professional Development Plan. a. Scroll down to the Professional Development Plan section, or click on the link in the instruction

section to access the Professional Development Guide.

b. Click Add Objective to add your development plan. c. Complete the required

fields (*) for one of your Professional Development activities. You may also want to enter the Start Date, the Due Date, and your Action Plan. Outcomes will be updated throughout the year.

d. Click Save Changes. e. Repeat the steps for each development goal you would like to add. f. You can click the Save icon in the upper right corner of the screen.

6. Supporting Documentation (optional).

a. Click Attachments. The Supporting Documentation window displays.

b. Click Edit and then Add a row.

c. Click the blue link Upload Attachment.

d. Browse to locate the file. Then click Upload.

e. Click Save.

f. To attach another document, repeat steps b through e.

g. When you are finished attaching documents you can close the window.

h. Enter Comments that identify the attached files to your manager.

i. To attach a link to a web site, click the hyperlink icon.

j. Enter the URL, or browse to the site and copy and paste the URL. The URL displays in the

Comments box of the Supporting Documentation section.



Tip: 5 Mb Maximum for each attachment: The size of each attached documents may not exceed 5 megabytes.

7. Send your evaluation from your manager for approval. When you have entered your objectives, behaviors

and professional development plan, send your evaluation form to your manager. Click the Send to Manager for Approval button.

After that, you can enter comments in the email notification sent to your manager.

If you want to see the form you just sent, click En Route in the left navigation menu.

NOTE: “Currently with …” displays at the top of the form to indicate the form is with your manager.

Mid-Year Feedback Employee

1. The Mid-Year Feedback step is a way to help employees and managers document their performance progress and feedback throughout the year.

After your manager approves your evaluation form, you may enter the Mid-Year comments at any time of the year (preferably in the middle of the performance year). Log in to SHRPS and access the Performance form on your To Do list on the home screen and scroll down on the form. Tip: As you enter your self-evaluation, you may click Save and Close at the bottom of the page to complete it at a later time.

Scroll down the form or use the left navigation menu to access the following sections of your form and enter your self‐evaluation. You can edit the information in each section, if needed.

OBJECTIVES:

• Click on “Edit” to change the status. • Update comments. • Insert your own rating for that objective, given the mid-year time.

IMPORTANT: This rating is not mandatory at this Mid-Year step. In case of addition, it will remain on the Year-End and the employee will be able to change it.



BEHAVIORS:

• Update comments • Insert your own rating for that behavior, given the mid-year time.

IMPORTANT: This rating is not mandatory at this Mid-Year step. In case of addition, it will remain on the Year-End and the employee will be able to change it.

PROFESSIONAL DEVELOPMENT PLAN: • Click on “Edit” to change the status. • Update comments.

2. Send your evaluation to your manager for evaluation.

a. Click the button at the bottom of the screen. b. Enter Comments to include in the email notification your manager receives.

c. Click the button again to send the form.

3. Meet with your manager for Mid-Year performance review discussion. After the performance review discussion, your manager will send your performance evaluation form

to you for Year End Review. This section will be completed at or soon after the end of the year.

Year-End Feedback Employee

1. In this step, this is your last opportunity to update the Performance form to document all the achievements you have accomplished for the year.

After you meet with your manager for your Mid‐Year Feedback discussion, your manager sends

your evaluation form to you for Year‐End Review. This step occurs at the end of the year when

you are ready to update your Objectives, Behaviors, Development Plans, and ratings for the last

time. You can also enter final comments for each specific item in your form.

a. On the Home screen, click the activated link for Year-End Review in your To Do List.

b. Review your Objectives, Behaviors, Development Plans, ratings, comments, and your



manager’s ratings and comments from Mid-Year review by scrolling through the form or

by using the left navigation menu to access each section of the form.

c. Following the same instructions as the Mid-Year step, update your fields to reflect

the updated status of your form since Mid-Year.

d. Enter your self-ratings for each objective and behavior. e. Make sure to check all boxes in the Movement Expectations section which is mandatory at

this step.

f. Upload any relevant documents to support your performance evaluation such as

course certification, journal publication, etc.

g. Please enter final comments for each specific item on your form to be saved with

your evaluation form.

2. Send the form to your manager. a. Click the Send to Manager to Enter Year-End Review button.

b. Enter Comments to include in the email notification your manager receives. c. Click the Send to Manager to Enter Year-End Review button.

The form will now go to your manager for Year-End review. After you and your manager have had

the Year-End Feedback discussion the form will be returned to you for the Employee Signature

step. There you will enter final overall comments for the year and finish your final step in the

process.

Note: In case you have a Matrix Manager, the form will go to him/her and then, to your direct

Manager. After that, you will receive it for signature.

Employee´s Signature

1. Sign your evaluation form electronically and send the form to your manager.

After you meet with your manager for the Year‐End Feedback Discussion, your manager sends

the evaluation form to you for electronic signature. You should also enter final overall feedback

comments for the year at this time.

a. On the Home screen, click the activated link for Employee Signature.

b. Review your manager’s ratings and comments by scrolling through the form or by

using the top navigation menu to access each section of the form.

c. Access the Signature section.

d. Enter final overall Comments for the year to be saved with your evaluation form in the

Signature section at the bottom of the form.

e. To sign the form, click the Sign button at the bottom or the top of the form.

f. Enter Comments to include in the email notification your manager receives.

g. Click Sign. This sends your evaluation form to your manager and completes your role in your performance review process.



Congratulations!

Manage Performance Evaluations for Managers

Overview of Performance Management Process for Managers

Whenever an employee of yours sends you his/her performance form, you will receive an email notification

from the Strategic Human Resources Planning System (SHRPS).

You can find an activated link in the “To Do”

section on the Home screen, there should be

one link per team member at each level:

- Performance Approval: to verify an employee´s objectives, behaviors and professional development plans.

- Mid-Year Feedback: to enter your feedback of an employee´s performance at Mid-Year. - Year-End Feedback: to have performance discussion and to enter final ratings. - Signature

On the top of the review form you can use the navigation menu to quickly jump to each section of the form.

The route map is set up as follows:

Performance Plan Approval: the manager reviews employee’s objectives, behaviors and professional

development plan. The manager approves and sends it to the Employee for Mid-Year Feedback.

*If Manager doesn’t approve the objectives, they can send t h e form back to Employee for revision.

Mid-Year Feedback Manager: the manager reviews employee’s Mid-Year comments.

• If Manager wants changes to be done, they can send form back to employee for revision.

• If the manager approves they fill out Mid-Year comments, enter Mid-Year discussion date and check discussion checkbox, then send form to the employee for Yearn End review.

• Year-End Review Manager: the manager does the final review of the form content and employee’s self-ratings.

The manager has Year-End discussion with the employee, enters discussion date on the form and checks discussion

checkbox.

• If the manager approves they input their final comments and ratings.



• If not, form is sent back to Employee for changes.

Signature: the manager, after receiving the signed form from the employee, puts in overall comments for the

year before signing the form themselves thus completing this year’s Performance Management process.

Completed: once the manager signs the form the process is complete and any changes can be made. Employee

and Manager may print or download form by using the Print button located in toolbar on the top of the form

screen (PDF).

Performance Plan Approval

1. Verify employee’s objectives, behaviors, and professional development plan.

Objectives

a. Scroll down to the Individual Performance Objectives section, or click the

b. Individual Performance Objectives link in the left navigation menu.

c. Review the employee’s objectives.

d. If desired, enter Comments for the objectives.

Stage of Contribution

a. Scroll down to the Stage of Contribution section, or click the

b. Stage of Contribution link in the left navigation menu.

c. Review the employee’s choice.

Our Behaviors

a. Scroll down to Our Behaviors section, or click the b. Our Behaviors link in the left navigation menu. c. If desired, enter Comments.

Professional Development Plan

a. Scroll down to the Professional Development Plan section, or click the b. Professional Development Plan link in the left navigation menu. c. Review the activities listed. d. If desired, enter Comments for the activities.

The form is not available to the employee for entering Mid-Year feedback until you approve the form and send it forward to the Mid-Year Feedback step. Tip: As you work on an evaluation, you may click Save and Close at the bottom of the page to complete it at a later time.

2. If needed, return the form to the employee for changes (before moving the form to the next step). If you want the employee to make changes to the objectives, business competencies, or professional development activities, click on "Send to Previous Step" to send the form back to the employee.

a. Click the Send to Employee to Enter Mid-Year Feedback button.

b. Enter Comments to include in the email notification the employee receives. For example, include details of the changes/additions you are requesting.

c. Click the Send to Employee to Enter Mid-Year Feedback button.



After the employee enters changes, the employee will send the form to you so you can verify the form again.

3. Approve the form for the review phase. When the employee’s form is set up with correct and complete objectives, behaviors and professional development plans, you approve the form and move it forward to the Mid-Year Feedback phase. Then the employee can enter Mid‐Year comments and ratings.

a. Click the Send to Employee to Enter Mid-Year Feedback button. b. Enter Comments to include in the email notification the employee receives. c. Click the Send to Employee button. This moves the form to the next phase. Now the employee

has the form and can enter his/her Mid‐Year self-evaluation.

Mid-Year Feedback Manager

1. The manager enters comments of the employee’s Mid-Year performance.

After an employee enters his/her Mid-‐Year comments and sends the form to you, you enter

your evaluation of the employee’s performance.

On the Home screen, click the activated link for Mid-Year Feedback, click the link for the employee’s

evaluation form. Scroll down the form or use the left navigation menu to access each section of the

form. Verify the employee has completed the self-evaluation for objectives, behaviors, and

professional development plans. Access the following sections of the form to enter your evaluation,

Mid-Year comments and ratings of the employee.

IMPORTANT: Mid-Year ratings can be edited at the Year-End step and aren´t mandatory at Mid-Year.

a. Individual Performance Objectives. You can edit, add or delete each objective.

b. Our Behaviors. c. Professional Development Plan.

You can edit, add or delete each plan. d. Supporting Documentation (if attached by the employee).

To review attached documents and web sites if provided by the employee, click the Attachments link. To review an attached document, click the document title. If the employee attached a URL to a web site for supporting documentation, click the URL in the Comments box to access the web site. When you finish reviewing the supporting documentation, click Close Window.

2. Once all your comments are in, it is time to have the Mid-Year Feedback discussion with your employee. After the discussion, enter the date and check the discussion checkbox. To move the form to Year‐End Review,

a. Click the Send form to Employee in Year-End Review button at the bottom of the form.

b. Enter Comments to include in the email notification the employee receives. c. Click the Send to Employee to enter Year‐End Review again and form will go to Employee for

final updating and self-evaluations.



Year-End Feedback Manager

1. In this step, this is the manager’s last opportunity to reviews and updates Performance form. Then the manager has Year‐End Feedback discussion with employee where the final discussion on this year’s Performance Management form occurs. After your employee has updated his/her form for year-end, the form is sent to you. If your employee has a Matrix manager, the form will be routed to the Matrix manager for comments before it is sent to you. This step occurs at the end of the year when you will update your comments and ratings on Objectives, Behaviors, and Development Plans for the last time. This is the last step that you will be able to make modifications to the form.

a. On the Home screen, click the activated link for YearEnd Review.

b. Review Employee’s updated Objectives, Behaviors, Development Plans, ratings, and

comments by scrolling through the form or by using the left navigation menu to access each

section of the form.

c. Please enter final comments for each item on the form to be

saved with the evaluation.

d. Enter your rating on each objective and competency. You may

refer to the job aid in the Introduction section to see the performance

rating definition.

Click “Save” to save the form in the system but DO NOT click “Send to Employee for Signature”

until you have a discussion with your employee about his/her performance review.

2. Manager schedules and conducts Year‐ End Feedback discussion with Employee.

Once you have scheduled your Year‐End feedback discussion with your Employee you must go back

into the form and enter the date the discussion will occur.

a. On the Home screen, click the activated link for Year‐End Review.

b. On the Performance Screen, click the link for the employee’s evaluation form.

c. Scroll down the form or use the left navigation menu to access the Year‐End Feedback

section.

d. In the date box provided enter the date the discussion will occur.

e. Then after discussion has occurred update the form by clicking the check box.

f. To move the form to Employee Signature, click the

Send Form to Employee for Signature button at the

top or bottom of the form.

g. Enter any comments you want included in the email notification sent to your employee and

send the form.



Manager´s Signature

1. Manager signs the Employee’s evaluation form electronically.

After your Employee signs their evaluation the form will be sent to your inbox for your electronic

signature. You should also enter final overall feedback comments for the year at this time.

a. On the Home screen, click the

activated link for Manager Signature.

b. Review the form for the last time by

scrolling through the form or by using the left navigation menu to access each section of the form.

c. Access the Signature section.

d. Enter final overall Comments for the year to be saved with the evaluation form.

e. To sign the form, click the Sign and Complete Review button at the bottom or the top of the form.

f. Enter Comments to include in the email notification your Employee receives. IMPORTANT: When you complete the next step, the performance review process is complete.

Click Sign. This completes the performance review process.

Congratulations!

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