Performance Management Process 2014

Review of the process and system changes

Presented by Gail Ryckman, Manager of Employment Services

Tracey Zang, Human Resources & Information Technology Specialist

Last updated 6/2015

Significant Changes

1. Save – each step it is saved. 2. This is a task-based process now, not workflow. HR does not have

capability to move an evaluation back and forth anymore. Make sure it is correct before marking “Complete”.

3. Employee no longer completes the mid-cycle section. 4. Employee should be prepared to comment regarding mid-cycle progress. 5. If you wait until the end of the evaluation cycle to complete the

evaluation, you still have to process it from the very beginning. This will be very time-consuming– DON’T WAIT.

6. Employee Certification: Once you click on “Acknowledge” at the very end, you are certifying that you have met and completed the process.

BEGINNING OF CYCLE - EMPLOYEE

How do I get there?

https://jobs.oakland.edu/hr

Click on: Go to Employee Portal

Click on

“Go to Employee Portal”.

The Employee begins the Evaluation.

Until May, 2015, access the old TEAMS system under My Links to

print off previous evaluations.

Click on “Employee Establish Goals”

Follow instructions for entering goals.

IMPORTANT MESSAGE

Plan = Goals Focal = Annual

Evaluation

Action Words for Goal Setting

Enter goal - 155 Character Limitation. Enter additional goal information in

Comments section.

Select date within the performance cycle. Date should never go past

March 31, of the performance cycle.

Click “Add Entry” to add additional goals.

Click on “Remove Entry” to remove a goal. When Add Entry is

clicked it is removed.

UHR Recommends Three to Five Smart Goals

Comments are not

required at this time.

Save in Draft if you are

still working on the goals. Otherwise, click Next.

When complete, click on “Complete”

from Actions tab OR “Complete” tab

at bottom.

Review Job Duties. If there are

changes to be made, work with

your supervisor.

Enter note and Save. To add additional notes, click on New

Progress Note.

Progress Notes

An Employee’s personal notebook. Keep track of “anything” that might be related to the performance

evaluation cycle. Your supervisor does not have access to this information.

Once the Plan is complete, you still have the ability to add Progress Notes and print the Plan.

1. Employee has completed their portion of the goal evaluation.

2. Supervisor receives email to review goals. 3. Supervisor can revise, add or delete goals. 4. ENHANCEMENT EFFECTIVE 11/1/2014: Supervisor can

“Return” the goals back to the Employee if revisions need to be made. Employee would then need to mark the goals “Complete” again to move forward.

5. Supervisor schedules meeting to review goals or marks Complete.

6. IMPORTANT NOTE: If each step is not marked Complete, the next task will not open for completion.

Next Steps

Supervisor’s View of Employee Portal and Actions Due.

Click on “Supervisor Review and

Approve Goals”.

View of Employee’s

Goals.

Supervisor can Return, Approve

or Revise.

New Instructions effective November 1, 2014: Review the goals and performance expectations. If you need to make changes, click on “Actions”. You can return, approve or revise the goals. To revise, click on “Revise”. Click “Revise” when the changes are complete and then click “Actions” again and “Approve” or the “Approve” button at the bottom of the page. If you made revisions to the goals and want to send the evaluation back to the employee, click on “Return”. The employee will receive notification. At that point, the employee can review and revise the goals, mark “Complete” again and the evaluation is sent back to the supervisor. The supervisor will still need to “Approve” the goals and have the Goal Review Meeting. Schedule a meeting with your employee to review the goals. Once the goal review meeting has occurred, mark the task “Complete”.

Revise

Revise goal, and change date if

necessary.

Click “Revise” when completed.

Click “Remove” if deleting a goal, then “Revise”.

To add goals, click “Add Entry”.

Add Goal

Once supervisor marks “Complete”, the

document is approved.

NEXT STEP: Goal Review Meeting with employee.

Click on “Home” to access

the evaluation immediately.

Supervisor clicks on “Goal Review Meeting”

Supervisor meets with Employee.

Click “Complete” when meeting is

completed.

IMPORTANT: The Supervisor will have access to modify/add/delete goals until

the end-of-cycle begins.

Progress Notes - SUPERVISOR

A Supervisor’s personal notebook. Keep track of “anything” that might be related to the performance evaluation

cycle for this Employee. The Employee does not have access to this information.

Enter note and Save. To add additional notes, click on New

Progress Note.

Click on “My Reviews”.

Click on Evaluation.

Employee’s view of evaluation after Goal Review Meeting

Click on “Plan” to

see Goals.

Scroll down to review Goals.

Mid-Cycle Check In

1. Employee should review their Goals and send email with comments to Supervisor.

2. Supervisor will review the information and can add those comments along with their comments in the Comments section of the Plan.

3. Supervisor conducts Mid-Cycle Check In. 4. Supervisor meets with Employee to discuss mid-year status. 5. Employee no longer completes a mid-year goal completion in the

evaluation. 6. Supervisor can still modify/add/delete goals at this stage. 7. Employee can VIEW any changes when they log into the

evaluation.

New to the Evaluation Process

Supervisor clicks on “Mid-Cycle Check In”.

Supervisor should review instructions for completing

Mid-Cycle Check In.

Click on Plan to access goals.

Click on “Revise” to open goals for editing.

Supervisor can modify, add or delete a goal.

Supervisor can add comments to the goals. Supervisor can copy/paste information sent by Employee OR during Mid-Cycle Check In meeting, enter the comments at that time.

Supervisor clicks on “Home” to access the Mid-Cycle Check In to mark it Complete

when completed immediately.

OR if Supervisor has exited the system and re-enters, click on

Mid-Cycle Check In.

Supervisor marks the Mid-Cycle Check In Complete

End of Cycle Evaluation

Employee begins the End-of-Cycle Evaluation

Click on “Employee Evaluation”.

IMPORTANT MESSAGE

Select from: Progress Made Accomplished Not Started Goal on hold or Replaced by another goal

Add comments

“Save Draft” for completion late; OR click on “Next”.

NOTE: When you click on “Next” any information entered is saved.

Employee completes comments on each goal.

Supervisor will complete their

own evaluation of goals.

Accomplishments on Job Duties

Enter comments. Click “Save Draft” or “Next”.

Employee Summary of Performance

Complete each section Click on “Save Draft” or “Complete”.

Once marked Complete, the Employee portion of the Evaluation process is complete.

IMPORTANT Once marked Complete, the evaluation cannot

be returned to the Employee – Not even by University Human Resources!

Summary of Completed Evaluation

Complete

Supervisor receives notice of completed evaluation

Click on “Supervisor Evaluation”.

The system automatically opens to the Supervisor

Evaluation section for the Supervisor to start.

Review and follow instructions.

IMPORTANT MESSAGE

The Supervisor should review the Employee evaluation before completing their evaluation of the Employee

Click on “Employee Evaluation”.

Supervisor can only view or print the Employee evaluation

Once the Supervisor has reviewed the Employee’s evaluation, they should return to Supervisor Evaluation

Click on “Supervisor Evaluation”.

Complete the evaluation of goals.

Select from: Progress Made Accomplished Not Started Goal on hold or Replaced by another goal

Enter comments

Click “Save Draft” or “Next”.

Supervisor rates the Employee on Job Duties ONLY

Select Rating

Supervisor rates the Employee on Overall job performance

The Overall Rating is the rating used for reporting and increases. The Overall Rating could be different than the Accomplishment on Job Duties rating.

Select the Overall Rating.

Enter Comments

Click on “Save Draft” or “Complete”.

Suggestion for Supervisor: Save Draft at this point, and schedule meeting with Employee. A change to the rating or comments can be made,

if necessary, before marking the evaluation Complete.

Once marked Complete, the Supervisor portion of the Evaluation process is complete

IMPORTANT Once marked Complete, the evaluation cannot

be returned to the Employee – Not even by University Human Resources!

NEXT STEP: Meeting with Employee.

The evaluation is marked “Complete”.

Supervisor should schedule the Review Meeting

Click on “Supervisor/Employee Review Meeting”.

Review Instructions

Review Employee Evaluation and Supervisor Evaluation with Employee during meeting.

Click on “Complete”.

Employee reviews Supervisor evaluation

Click on “Employee Evaluation Acknowledgement”.

Review of Supervisor’s Evaluation

JUST A THOUGHT You may want to create a Word

document to prepare your comments before entering and acknowledging this evaluation. There is no “Save

Draft” to this section.

Enter Comments (optional) and click on “Acknowledge”.

Employee At any time you can click on Plan, Supervisor Evaluation, Employee Evaluation or Progress Notes from either the left side panel or the

picture boxes to review your evaluation.

For additional information contact UHR at 3480