sf reference

SuccessFactors Performance

Management System Reference Guide

SuccessFactors Performance Management System

Reference Guide Table of Contents

Page No. Stage Role Content

3 Pre-Planning All Users System Requirements

4 Pre-Planning All Users Accessing SuccessFactors

5 Planning All Users SuccessFactors Electronic Process Overview

6 Planning All Users Logging In to and Out of the System

7 Planning Employee Getting Started

8 Planning Employee Creating Performance Objectives

9 Planning Employee Creating Professional Development Objectives

10 11 Planning Manager Creating New Form Objectives, Competencies, and Professional Development Plans

12 13 Self Review Employee Completing Employee Self Review

14 15 Manager Review Manager Completing Manager Review

16 Discussion All Users Review, Revise, Ratings

17 Signature All Users Electronic Signatures

18 Complete All Users Completion

19 Help All Users HR Contacts for Further Assistance

System Requirements

Initial critical steps: SuccessFactors Performance

Management System requires the latest version of Java & Pop-ups enabled.

Make sure that you: 1. Upload the latest version of Java to

your computer: http://www.java.com/en/download/index.jsp

2. Enable pop ups for SuccessFactors.

3

Note: If you do not implement above steps, you may encounter errors when launching the courses.

Accessing SuccessFactors

Click to enter SuccessFactors Performance Management System through the Training & Organizational Development Portal.

4

SuccessFactors Electronic Process Overview

5

The Planning Phase is where the employee and manager prepare the initial form for the evaluation process based what objectives the employee will accomplish during the year. Insert professional and personal objectives, as well as any additional competencies.

There are 6 Phases in the SuccessFactors Performance Evaluation Process, as shown in the flowchart below. Each form will go through each phase in the process.

The diagram below describes a brief overview of each phase.

The Self Review Phase is where the employee gets an opportunity to rate him/herself on his/her performance objectives for the past year and performance on the competencies. The employee can insert ratings and make supporting comments.

The Manager Review Phase is where the manager rates his/her employees performance for the past year in all areas on the form, including competencies and professional objectives.

The Discussion Phase is where the manager prints the form and sets up a face-to-face discussion with his/her employee to discuss the past years performance. At this phase, employee and manager can discuss and revise ratings.

The Signature & Completion Phases are where the employee and the manager both sign off electronically on the form.

Once both signatures are on the form the performance evaluation is complete. Copies will automatically be available in both the manager and employee folders within the system.

HR will also have access to the form at this stage.

1. Planning 2. Self Review 3. Mgr Review 4. Discussion 5. Signature 6. Complete

At the beginning of each fiscal year, Human Resources will send your Performance Evaluation form to your managers SuccessFactors Inbox. Both the Employee and Manager will be able to work on the form concurrently: Employees will enter objectives through their My Objective tab

and Managers will enter objectives through the employees Performance Evaluation Form.

July 1 June 30 June July July

July August August

Logging In to and Out of the System

6

FOR FIRST TIME USERS 1. From your my.emich

site, select the Employee tab.

2. Click on the link in the Training and Organizational Development window.

1

2

Planning Self Review Manager Review Discussion Signature Complete

IMPORTANT NOTE: You must always access the system through the my.emich portal. You will never need to log into the system using a username or password.

If you see the following screen, DO NOT LOGIN through this means. This is only for administrators during the pilot phase. You must go back into the system through the my.emich portal as indicated above.

There are 6 Phases in the SuccessFactors Performance Evaluation Process as shown in the flowchart above. All forms will go through each phase in the process. This guide

describes all 6 phases and who is responsible for each phase.

1

Employee: Planning Phase - Getting Started

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Getting Started on the Form 1. Create Objectives under Objective Plan using the Wizard or select from the SuccessFactors Library. (For specific instructions see page 8.)

2. Create Development Objectives under Development Plan by inputting courses to be taken through eTraining Learning Management System or other professional development avenues, such as seminars, conferences, or retreats. (For specific instructions see page 9.)

Create Objectives (See page 8)

Create Development Plan (See page 9)


There are two ways to get started on the form:

1. The Employee will initially create personal objectives and a professional development Plan using the Quick links as shown in above diagram. (See pages 8 & 9.)

2. The Manager will initiate the Performance Evaluation Form containing data that the employee will provide. (See pages 10 & 11.)

Note: If desired, the Manager may take initial control of the form and enter Objectives for his/her employee directly onto each Evaluation form.

Key Points: 1. * denotes mandatory form fields. You may not move to the next step in the process until all required fields are completed. 2. Email notifications will be sent to both Manager and/or Employee at each phase of the process notifying you that you need to take action on the form. 3. Do not use the back arrow to navigate within SuccessFactors. 4. SuccessFactors works in all web browsers: Internet Explorer, Mozilla Firefox, Google Chrome, and Safari. Should you encounter problems with Firefox, Chrome, or Safari, exit the browser and re-open SuccessFactors in Internet Explorer.

Employee: Planning Phase - Creating New Objectives

CREATE OBJECTIVES:

Create Objectives using the following two (2) methods:

1. Objective Wizard will take you through the process of writing a SMART objective.

1a. Start typing action or subject words, such as implement, create, safety, facility to see suggestions from the Objective Library,

OR

2. Create a New Objective. You will be given two (2) options:

2a. Create Personal Objectives button allows you to write your own objectives from scratch,

OR

2b. Library Objective allows you to select from the SuccessFactors Objective Library.

Note: Objectives are saved once they have been entered into the system.

8

Performance Objectives: The manager and employee collaboratively define WHAT the employee is going to accomplish on the job. List 2-4 major performance goals for the employee

including the relative weight, specific target date for completion and the results expected.


1

1a

2

2b 2a

Start by Creating My Objective Plan

Employee: Planning Phase - Creating Professional

Development Objectives

Create Professional Development Objectives:

1. Enter Development Objective

2. Enter Measure of Success

3. Start Date, Due Date and Status

4. Select Related Competency

5. Select Learning Activity. You will be given 2 options:

5a. Custom Learning Activity allows you to make up your own development activities,

OR

5b. Select from Learning Catalog to choose activities from the new EMU Learning Management System.

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Professional Development Objectives: The employee may input development objectives to support his or her continued development. Professional Development Objectives are not

required, but are strongly suggested for personal and professional growth.


1 2 3

4

5

5a

5b

Enter keywords to search for specific courses.

Create My Development Plan

After completion of the My Development Plan, the Employee has completed the Planning Phase. The Manager will initiate the form move to the Self Review Phase.

Manager: Planning Phase 1 of 2

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Performance reviews help employees understand how theyve performed and identify development opportunities for the future. On the following pages, learn how to complete

the initial Manager Planning Stage of the Performance Review Form.

1. Click on My Forms tab to view forms for all your direct reports.

2. Click on the specific

Employee form link to access form.

Performance Review Form 3. Route map shows current

phase of process. If not visible, click on + Route Map on left.

4. Use the scroll bar to view

each section of form, OR 5. Select each section

separately. 6. Create New Objectives

from scratch or use the Objective Wizard. (See page 8.)

7. Edit or Delete created

objectives.


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2

3 4

5

6

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Performance Evaluation forms are created for each employee at the beginning of the fiscal year and are sent to the managers SuccessFactors inbox.

*Required* Total weight of all objectives must add up to 100%.

Manager: Planning Phase 2 of 2

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1. Competencies are pre-populated with core competencies based on the employees role.

2. Add additional role based

Competencies from Library, if desired.

3. Add supporting Comments. 4. If extra assistance is needed,

select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window.

5. Create Professional

Development Objectives. (See page 9.)

6. Edit or Delete Professional

Development Objectives. 7. Once the sections are completed

in the planning stage, click the Move to next step button to advance the Form to the Employee Self Review Stage.


1 2

3 4

5 6

NOTE: You MUST click Move to next step in order to advance the Form into the Employee Self-Review stage. The employee will receive an email notification that a form is ready for Self Review.

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Send to employee will only forward the form back to the employee for additional Planning/comments.

Move to next step will prompt Spell check and Legal scan. You may uncheck the boxes if you experience difficulties during this step.

Employee: Self-Review Phase

1 of 2

Planning Self

Review Manager Review Discussion Signature Complete

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Enter SuccessFactors (See page 4.) Click on link to access Form. 1. Route map shows current phase of process. If not visible, click on + Route Map on left. 2. Use the scroll bar to view each section of the Form OR 3. Select each Section separately. Performance Objectives: 4. Add additional Objectives, if desired. (See page 8.) 5. Edit or Delete existing Objectives. 6. Select Self-rating for each Objective (must be completed for each objective). 7. Add supporting Comments, if desired.

Click on link to access Form

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5

6 7

Once the Performance Evaluation form has been

forwarded by the Manager from the Planning Stage to the Self

Review Stage, an e-mail notification will be sent to the

employee.

3 2

4

Required: Total weight of all objectives must add up to 100%.

Select Unable to Rate in the event there is not enough information to objectively rate.

Employee: Self-Review Phase

2 of 2


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1 1

2 2

3 3

4

4

Competencies: 1. Add additional role based Competencies from Library, if desired. 2. Select Self Rating for each Competency (must be completed for each competency). 3. Add supporting Comments. 4. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window.

Professional Development Objective: 5. Add additional Professional Development Objectives, if desired. (See page 9.) 6. Edit or Delete existing Professional Development Objectives. 7. Edit, Launch or Delete existing Learning Activities. 8. Once all sections are completed in the Self-Review stage, click the Move to next Step button to send the form back to the Manager for Manager Review.

Core Competencies based on employee role

5 6

7

8

The Manager will receive an email notification that a form is ready for Manager Review.

Move to next step will prompt Spell check and Legal scan. You may uncheck the boxes if you experience technical difficulties during this step.

Manager: Manager Review Phase

1 of 2 Planning Self Review Manager Review Discussion Signature Complete

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Enter SuccessFactors (See page 4.) Click on link to access Form. Performance Objectives:

1. Add additional Objectives, if desired. (See page 8.) 2. Edit or Delete existing Objectives.

3. Select Rating for each Objective (must be completed for each objective). 4. Add supporting Comments, if desired.


2 1

3

4

Once the Performance Evaluation form has

completed the Employee Self Review stage, an e-mail

notification will be sent to the Manager.

Note: Evaluation Form may be forwarded to other Managers for feedback by clicking on Get Feedback.


Manager: Manager Review Phase

2 of 2 Planning Self Review

Manager Review Discussion Signature Complete

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1 1

2 2

3

3

4 4

Competencies:

1. Add additional role based Competencies from Library, if desired.

2. Select Rating for each Competency (must be completed for each competency).

3. Add supporting Comments. 4. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window.

Professional Development Objective:

5. Add additional Professional Development Objectives, if desired. (See page 9.)

6. Edit or Delete existing Development Objectives.

7. Edit or Delete existing Learning Activities.

8. Once the sections are completed in the Manager Review stage, click the Move to next Step button to send the form into Discussion Stage.

Core Competencies based on employee role

5 6

7

8

Note: Once Manager Review stage has been completed, you are now ready to initiate a face-

to-face Discussion with your employee.


All Users: Discussion Phase


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Enter SuccessFactors (See page 4.) Click on link to access Form.

1. An Overall Performance Section will now appear at the Discussion Stage. 2. You can view a summary of ratings from the Objectives and Competencies section. 3. Overall Performance is calculated based on: 60% Performance Objective and 40% Competency ratings. 4. The Manager must Send to next Step to procure employee Signature once face-to-face discussion is complete.


1 2

4

Discussion Phase: the manager and employee will meet face-to-face to review and discuss the ratings and comments.

The Manager has the ability to make necessary changes to

ratings and provide comments in the Objectives and Competencies

section.

Average rating for each section is automatically calculated.

The Employee will receive an email notification that a form is ready for Signature.

Note that after moving the form from the Discussion phase, you will not be able to make any further changes.

3

All Users: Signature Phase


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Employee:

1. The employee will have the opportunity to provide comments in the Comment Section. 2. The employee Signs the form to forward to Manager for signature.

Manager: the Manager will receive email notification that the Employee has signed the Performance Evaluation.

3. The manager will have the opportunity to provide comments in the Comment Section. 4. By selecting the Reject button, you will send the Form back to the Discussion stage for review and revision, OR 5. The Manager Signs the form and the Form is now Complete.


3

1 2

4 & 5

Once the Discussion Stage is complete, the employee will receive an email notification. Note that you will NOT be able to make any changes at this

point in the process.

All Users: Form Completion Phase

Planning Self

Review Manager Review Discussion Signature Complete

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1. Both the Employee and the Manager have access to the completed Form in their Completed folder on the My Forms tab. 2. You can send a copy of the completed Form to another person within EMU (if necessary).

Click on Completed to access Completed Forms

1

2

The Form is complete once both the employee and the

manager have provided their electronic signatures.

Note: Completed Form with electronic signatures.

You will not need to forward Completed Forms to HR.

The system will automatically notify HR of

completions.

Further Assistance

Anita Schnars, Director, Training & Organizational Development Ext. 7-1862 [email protected]

Lauren Hansbarger, Training & Development Consultant Ext 71490 [email protected]

Erica Ginyard, Administrative Assistant

Ext. 7-1863 [email protected]

Allison Gordon, Graduate Assistant Ext. 7-3430 [email protected]

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SuccessFactors Performance Management System Reference GuideSuccessFactors Performance Management SystemReference Guide System RequirementsAccessing SuccessFactors SuccessFactors Electronic Process OverviewLogging In to and Out of the SystemEmployee: Planning Phase - Getting Started Employee: Planning Phase - Creating New Objectives Employee: Planning Phase - Creating Professional Development Objectives Manager: Planning Phase 1 of 2Manager: Planning Phase2 of 2Employee: Self-Review Phase1 of 2Employee: Self-Review Phase2 of 2Manager: Manager Review Phase1 of 2Manager: Manager Review Phase2 of 2All Users:Discussion PhaseAll Users:Signature PhaseAll Users:Form Completion PhaseFurther Assistance

sf reference

Documents

planning employee

planning manager

manager review manager

self review employee

employee self review

manager review phase

users review

planning phase