LCPS: HOW TO INITIATE AND COMPLETE A QUARTERLY APPRAISAL

Transcription

1 LCPS: HOW TO INITIATE AND COMPLETE A QUARTERLY APPRAISAL Summary In this module you will learn how to initiate and create a quarterly appraisal. Steps 1. Welcome to the training module on How to Initiate and Complete a Quarterly Appraisal. 2. This module covers the entire quarterly appraisal process, including steps for both managers and employees. 1

2 3. Step 1 in the process is when the employee s main manager creates a Quarterly Appraisal for the fiscal year. 4.. In this scenario, you are supervisor, Sean Supervisor. You are creating a quarterly appraisal for your employee, Eleanor Employee. To begin, log in to the Oracle system. 5. Let s create an appraisal for Eleanor Employee. To begin this process, select GOV Manager Self-Service. 2

3 6. Now, select Performance Management. 7. The Performance Management Task List page displays. This page allows you to access worker development functions and view performance management notifications. The Quick Links section displays a list of tasks that supervisors must perform for employees. Select the Create Standard Appraisal link. 3

4 8. The Create Standard Appraisal: People in Hierarchy page displays. This page shows all people for whom appraisals are needed. Select the Action icon for your employee, Eleanor Employee. 9. Then, select the Appraisal Purpose drop-down menu. 10. Select Quarterly Feedback. 4

5 11. Then, select the Period Start Date field. 12. Type 10/01/2017 into the field. 13. Select the Period End Date field. 5

6 14. Type 12/31/2017 into the field. 15. Now, select the Template drop-down menu. 16. Then, select the Search By search field. 6

7 17. Next, select the Quick Select icon for Quarterly Feedback Appraisal. 18. Select the Next Appraisal Date field. 19. Type 04/15/2018 into the field. 7

8 20. Select Next. 21. The Additional Appraisal Details page displays. This begins the overview and review process for completing appraisals. The Competencies section lists by default the core competencies. You can add additional job competencies to measure performance by selecting Add Competencies. 8

9 22. The Add Competencies page displays. From here, you can search for competencies to add to the appraisal. Select the Competency Type drop-down menu. 23. Now, select Animal Services. 24. Select the Name field to search for competencies within this type. 9

10 25. Type in 200.Handles. 26. Then, select Go to display all search options. 27. A list of competencies matching the search criteria displays. Choose the appropriate competency by selecting its corresponding checkbox. 10

11 28. Select Apply. 29. We are returned to the Create Standard Appraisal: Overview page. To add another job competency select Add Competencies. 30. The Add Competencies page displays. Select the Competency Type drop-down menu. 11

12 31. Select Animal Services again. 32. Select the Name field. 33. You can use the wildcard character, %, before and after a word to search for competencies that include the word used. This time, type in %animal%. 12

13 34. Then, select Go to display all search options. 35. A list of competencies matching the search criteria displays. Select the checkbox for the first competency you wish to include in the appraisal. 36. Select the checkbox to choose the next competency. 13

14 37. Then, choose the next competency. 38. Finally, choose the last competency for this type 39. At any time, you can choose one or more competencies by selecting the checkbox for each competency you wish to include in the appraisal. 14

15 40. Select Apply. 41. We will again search for more competencies. To add another job competency select Add Competencies. 42. The Add Competencies page displays. Select the Competency Type drop-down menu. 15

16 43. Select General County Competency Bank. 44. Select the Name field. 45. We will search for everything that begins with the name entered. Type in 000.Assists. 16

17 46. Then, select Go to display all search options. 47. Select the checkbox to choose one or more competencies to include in the appraisal. 48. Select Apply. 17

18 49. The Create Standard Appraisal: Overview page displays with the list of all added competencies. 50. To evaluate the employee, begin by selecting the Appraiser Proficiency Rating drop-down menu. 18

19 51. Choose the proficiency rating that matches your assessment of the employee s performance in the specific competency. You can select any of the following as the proficiency rating: 0-Does Not Meet Expectations, 1-Fully Successful, or 2-Exceeds Expectations. For this example, select 1-Fully Successful for the first competency, Completes Special Projects. 52. Navigate down the list to rate all available competencies to match the ratings shown. 19

20 53. Select Next 10 to continue with the proficiency ratings. 54. Proceed to select the proficiency ratings for the remaining competencies. You can provide a detailed assessment of a specific competency by selecting the Update Details icon for the competency. 55. Select the Comments field. 20

21 56. In this field you can provide narrative feedback on the competency. For this example, type Eleanor demonstrated competency in this area. 57. Select Apply. 58. Then select Save as Draft to save your changes. 21

22 59. Select the Home icon to return to the Home page. 60. From the Navigator, select Performance Management once again. 61. The Performance Management Task List displays. Select the Appraisals tab to conduct a final review of all data. 22

23 62. Notice that the status for the employee s appraisal is set to Saved. 63. To review the appraisal, select the Update icon for the employee 23

24 64. You are now at the Update Standard Appraisal: Review page. Review all of your choices, such as Setup Details. This section displays details about the quarterly appraisal such as the appraisal initiator, main appraiser, start and end dates, and the next appraisal date. 65. You can review all competencies being rated. 24

25 66. You can also review the Overall Rating and Comments provided. After reviewing all input, select Continue. 67. The Update Standard Appraisal: Review page displays. Select Share With Appraisee. 68. The Share Appraisal Details with Appraisee page displays. Select or de-select the appraisal details to be shared with the appraisee. 25

26 69. Indicate if the appraisee can update, provide feedback for, or add participants to the appraisal. In this instance, select Update Appraisal. 70. Select the Notification Message to Appraisee field. 71. Send your employee a message regarding the appraisal. Type Please review your Quarterly appraisal. 26

27 72. Now, select Submit. 73. The Confirmation page displays, showing that the appraisal has been transferred to the appraisee. Select the Logout icon to complete the appraisal assignment process. You have now completed Step 1 to create a quarterly appraisal. 74. In Step 2 of the process the employee completes his self-appraisal. 27

28 75. In this scenario, you are the employee, Eleanor Employee, and you are completing your self-appraisal. To begin, log in to the Oracle system. 76. From the Navigator on the Home page, select GOV Employee Self-Service. 77. Select Performance Management. 28

29 78. From the Performance Management tab, you can view all notifications that require action from you. Select the Update icon for the notification regarding your appraisal. 79. The Details: Appraisee page displays. This page shows appraisal details including the appraisal purpose, its initiator, and all competencies being evaluated for the employee. 29

30 80. Move down the page to display all competencies being evaluated and the proficiency ratings assigned for these competencies by your Main Appraiser. The buttons at the top and bottom of the page allow you to perform the following actions: generate a Printable Page, Update to conduct the self-appraisal, Share with Main Appraiser to return your feedback to your supervisor, or Back to return to the previous page. Select Share with Main Appraiser to send your feedback to your supervisor. 81. Select the Notification Message for Main Appraiser field. 30

31 82. Type the message for your main manager, Thank you. 83. Select Submit to send your changes to your main manager and return to the Home page. 84. Select the Logout icon to log out of the Oracle system. Step 2 of how to complete a Quarterly Appraisal is now complete. 31

32 85. Step 3 in the process is when the employee s main manager sends the employee s Quarterly Appraisal to any previous managers for their input. 86. In this scenario, you are Eleanor Employee s supervisor, Sean Supervisor, and you are finalizing your employee s quarterly appraisal. You will then submit it for approval. To begin, log in to the Oracle system. 32

33 87. From the Home page, the Worklist displays a new notification message. To finalize the appraisal, you must select the notification. 88. The Information page displays a notification that Eleanor Employee s appraisal requires attention. Scroll down the page. 89. Then, select Update Action. 33

34 90. The Details: Main Appraiser page displays with a notification. All appraisal details appear here. Select Update to update the appraisal. 91. Notice that the Main Appraiser Review page displays. Move down the page to review final details. 92. Review Main Appraiser Proficiency Ratings for competencies shown. 34

35 93. Select Give Final Ratings. 94. The Give Final Ratings: Main Appraiser page displays. It shows each competency and the competency proficiency ratings and comments from all participants. To provide a final assessment, select the New Proficiency Level drop-down menu for the first competency. 35

36 95. Choose the proficiency rating that matches your assessment of the employee s performance in the specific competency. You can select any of the following as the proficiency rating: 0-Does Not Meet Expectations, 1-Fully Successful, or 2-Exceeds Expectations. For this competency, select 2-Exceeds Expectations. 96. Select proficiency levels for all competencies on this page to match the ratings shown. Select Next to continue rating the remaining competencies. 36

37 97. Navigate down the list to rate the remaining competencies as shown. 98. Now select the Comments field in the Overall Competency Information section. 99. Type your overall feedback on the employee s performance of the competencies. Then scroll down to the next section. 37

38 100. Now, select the Overall Comments field in the Overall Rating and Comments section Type in your comments on the overall appraisal and the overall rating calculation Now select Continue. 38

39 103. N The Give Final Ratings: Review page displays to give you a chance to review the entire appraisal before final submittal. Review the competency ratings, and then scroll down the page Review the remaining sections, including Overall Rating and Comments, Details to be Shared with Appraisee, and Appraisee Feedback. Scroll down the page. 39

40 105. Select one of the following buttons in the bottom-right corner of the page: Select Cancel to cancel any changes made during this session; select Printable Page to expand all sections in a separate window so that you can print the appraisal; select Back to return to the previous page; or select Submit. For this example, let s select Submit to send your changes to your "one up" supervisor for approval A popup window appears indicating that you have chosen to complete this approval and notifying you that you cannot update a completed appraisal. It then asks if you want to continue. Select Yes. 40

41 107. Select the Logout icon to log out You have now completed the entire quarterly appraisal process. You have completed the training module on How to Initiate and Complete a Quarterly Appraisal. 41

42 Key Points and Best Practices 42