Version 1.0. Halogen eappraisal User Guide

Transcription

1 Version 1.0 Halogen eappraisal User Guide Non-Represented And Teamster 2015

2 Please direct your comments and/or questions about this manual to: Bill Howlett, Manager T&OP Susan Vicchairelli, T&OP Analyst II Date Reviser Revision 5/24/2015 Bill Howlett Released V 2

3 Table of Contents Topic Pages Introduction Appraisal Process- Represented/Non-Represented 6 Accessing the Login Screen 7 Login/Resetting Your Password 8, 9 Halogen Home Page Overview 10 My Performance The Electronic Employee/Supervisor File My Performance Tab 11 My Employees 12 Assigning a Secondary Supervisor 13 The Performance Appraisal Non-Rep/Teamster Task Status 14 Overview 15 Working With A Split Screen 16 Non-Represented Appraisal Appraisal Score, IPO Rating Values 17 3

4 Table of Contents Topic Page Non-Represented Appraisal Continued IPOs, Values and Values Rating Values 18 Using Comment Helper in Values Section 19 Attach Quarterly Documented Feedback 20, 21 Teamster Appraisal Evaluated Areas: Performance & Attitude 22 Using Comment Helper 23 Attach Quarterly Documented Feedback 24, 25 The Performance Appraisal Non-Rep/Teamster Development Plan 26 Send for Third Party Review 27 Conduct Third Party Review 28 Process Third Party or Ascending Supervisor Comments 29 Complete - Send for Ascending Supervisor Review 30 4

5 Table of Contents Topic Page The Performance Appraisal (Continued) Ascending Supervisor Review 31 Scheduling a Meeting with the Employee 32 Employee Comment and Signoff 33 Supervisor Signoff 34 Reports Overview Feedback Report, Score, Score Report 35 Status Report, Competency Rating, Goals 36 Development Plan 37 Self Appraisals Examples Teamster Non-Represented

6 The Appraisal Process Represented and Non-Represented Step 1: Employee writes self-appraisal and Supervisor writes the appraisal steps are concurrent. Steps 2-5 are dependent on the step before. An appraisal must be written before an ascending supervisor can approve it. An ascending supervisor must approve it before a supervisor can meet with the employee, etc. A step should be completed before the due date. The appraisal will just move to the next step earlier. If you are late on your step, you will make everyone late on subsequent steps. (i.e. I don t finish writing the employee appraisal until 08/04/2015. Both me and my supervisor (Ascending Supervisor) are already late even though she never had it to work on. 6

7 Accessing the Login Screen a Halogen eappraisal will send you an reminder any time you have a task due or overdue. Each will contain the link to our Halogen eappraisal Login page. a. Click the link to access the Login. Or b. You can also just type the web address above into your URL Address line in Internet Explorer Or c. You can also just click on the link on the SharePoint homepage/city Links. b c 7

8 Login/Resetting Your Password The COH logo should appear in the top left corner of your Login screen. If it doesn t, close the window and restart Halogen by either clicking on the ed link or going to your Favorites. 1. Enter your Username (same as your COH network/coastal sign on) and Password (8-15 characters, at least one uppercase letter and one number) 2. Click Sign In 3. If you forgot your password, click Forgot password? (Don t try more than three times or you ll be locked out) Request Your Password 1.Enter your Username. 2.Click 8

9 Login/Resetting Your Password Request Your Password 1.Answer the security question as you entered it when you set your password. 2.Click 3.If you provide a wrong answer, you can try to answer the other two questions you set up. If all else fails, click Reset your security questions. You ll receive an with a link to reset everything. If you remembered your answer correctly, you ll create a new password. 1.Enter your new password twice. The red x will turn to a green when you enter a valid password The red x on the Reenter password box will turn to a green when the passwords match. NOTE: Password must be between 8 and 15 characters long and also contain at least one uppercase letter and one number. 2.Click 9

10 Halogen Home Page: Overview 1.Your Home Page will Welcome you by name. The menu bar provides links to the different areas you ll need to support the performance appraisal process. NOTE: Supervisor and Employee home pages will look different. Employees will only have My Performance and Mine tab on Activity Tracker. 2.The Feedback dropdown allows you to enter notes quickly into Halogen. 3.My Tasks displays any new or outstanding tasks that are due for your or your direct reports performance appraisal. The Task area will be grouped by open processes (i.e. Annual Review, Transfer Review) to help clarify what tasks are due. 4.The Legend provides descriptions of the Task Status icons. 5.Halogen Training Materials provides quick access to manuals and video based COH tutorials for Halogen. 6.The Activity Tracker provides an audit trail of activity on your performance file (Mine Tab) and your direct reports (1 st Level). 10

11 My Performance Overview The Electronic Employee/Supervisor File Individual Performance Objectives: Also known as IPOs. These are used only by Non-Represented employees. Development Plans: Used to assign and update your progress on any employee goals that were set as part of Career Counseling during the completion of your previous appraisal. Automatically populates from the Career Counseling section of your Annual appraisal. Feedback: Used to add, read, revise Notes by an Employee or Supervisor to be used during the writing of your performance appraisal. Evaluations: Once an appraisal is finalized, it s stored (along with selfappraisal) under the Evaluations tab in a.pdf format. No more trips to HR to view a copy. Documents: View any documents loaded by the Employee or Supervisor (i.e. Letters, certificates, etc.). Remember: Everything in the My Performance section is accessible in a split screen view when writing the self-appraisal or appraisal. 11

12 My Employees Overview The My Employees page provides you access to work with each of your direct reports My Performance pages. Clicking on (if present), gives you access to your direct report s direct reports. You can drill down through your chain of command in this way. To go to an employee s specific area, click on the number under the Area with which you wish to work: Area Individual Performance Objectives Development Plans Journal Notes Evaluations Documents Rights Review, Add, Revise, Delete Review, Add, Revise, Delete Review, Add, Revise, Delete Review Review, Upload, Delete 12

13 My Employees: Assigning / Configuring A Secondary Supervisor As a supervisor you can give a secondary supervisors specific access to the records of your direct reports. For example, you can allow a secondary supervisor to create journal notes, but not development plans. Assigning a Secondary Supervisor 1. Under My Employees click the employee s name. 2. Click on Secondary Supervisors 3. Click 4. In the Last Name or the First Name box, enter the first few letters of the name of the employee whom you want to add as a secondary manager, and then click Search. 5. Select a person, and then click Add and then click 6. You must now configure.. 13

14 Task Status: Overview Writing/Editing the Performance Appraisal 1. If you have only one appraisal that is ready in a step, clicking on the blue link will open that appraisal. 2. When there is more than on, clicking on the Write appraisals for your direct reports (2 To-Dos) will bring you to the page. 3. Click on Edit Appraisal to write or edit. Overview of the Appraisal Process Steps and Status of items in each step. Click on Edit Appraisal for the employee to be reviewed. 1. To avoid the Task Status page, click on the Quick Selector button 2. Click 14

15 The Performance Appraisal: Overview Close/Open Form Navigator Print Appraisal Convert to PDF Spell Check Language Check Split Screen Save the document and work on it over time. Send to other supervisors for comment.. Send to your ascending supervisors for approval Appraisal Window: Scroll through the different sections. Form Navigator: Links to jump to different sections in the appraisal form quickly. Next Employee: Quickly navigate to next employee s appraisal. 15

16 The Performance Appraisal: Working With The Split Screen Access the Development Plan, Feedback, Past Appraisal, Documents, etc. by selecting the appropriate item from the drop down menu. Your selection will open in a split screen view allowing you to copy,paste and edit from your electronic supervisor file directly in to the appraisal window. Close the Split Screen Each view functions exactly the same as it does when accessed through My Performance. 16

17 The Performance Appraisal: Non-Represented Appraisal Score: The Overall Score is automatically calculated by averaging 70% of the ratings you gave the IPOs and 30% of the Values. This is the score used to determine a pay for performance increase. Employee Appraisal Information: Automatically populated from PeopleSoft. Takes the place of the sticker that was attached to your old form. Exceeded Met Rating Values 6 points 4 points Needs Improvement Did Not Meet 2 points 0 points 17

18 The Performance Appraisal: Non-Represented Past Year s IPOs: Pre-populated from the employee s Halogen My Performance section (20 max). Only those from the last fiscal year will populate. Rate each IPO and enter any comments. This should reflect the entire year s work. This is a required field, so if all the accomplishments are in the Description, you can enter, See Description. As you rate each IPO, the points are averaged into the overall score. Remember: IPOs account for 70% of the overall score. Living the Values Rating Values 6 points Needs Improvement Unacceptable 3 points 0 points Rate each Value and enter any comments. As you rate each Value, the points are averaged into the overall score. Remember: Values account for 30% of the overall score. 18

19 The Performance Appraisal: Non-Represented Using Comment Helper Only the Values section has Comment Helper. IPOs are too specific for general comment help. Click The Suggested Comments Dialogue opens to the Rating you gave this Value You can select additional categories with different levels and nuances and build the total comment. Select the Employee s Gender (this automatically use he or she appropriately in the comment). Then adjust the comment level and nuance for the selected category. Click You can edit the comment in the Your Comment box or edit it once you ve added the total comment to the actual appraisal. Click when finished. 19

20 The Performance Appraisal: Non-Represented Attaching Quarterly Documented Feedback In the Quarterly Documented Feedback section, Click Attach Feedback You can sort each column to make it easier to select the Quarterly Documented Feedback. If you updated your note s title with the number of the Quarter, sorting on the name will put the notes in order. Select the Quarterly Documented Feedback notes by clicking on the selection box. Remember: Only attach Quarterly Documented Feedback. All other notes can be copied and pasted in the split screen view into a comment box. Click 20

21 The Performance Appraisal: Non-Represented Attaching Quarterly Documented Feedback The notes come in as written, date stamped and author s name. If you revised the note during the year, the revision date will show. Remember: If you bring a in a note by error, just click on the X next to the note to remove it. 21

22 The Performance Appraisal: Teamster Employee Appraisal Information: Automatically populated from PeopleSoft. Takes the place of the sticker that was attached to your old form. Evaluated Areas: This represents the employee s fourth quarter feedback and overall rating. The rating should be consistent with all feedback. 22

23 The Performance Appraisal: Teamster Using Comment Helper Both Performance and Attitude have Comment Helper. Click The Suggested Comments Dialogue opens to the Rating you gave this Evaluated Area. You can select additional categories with different levels and nuances and build the total comment. Select the Employee s Gender (this automatically use he or she appropriately in the comment). Then adjust the comment level and nuance for the selected category. Click You can edit the comment in the Your Comment box or edit it once you ve added the total comment to the actual appraisal. Click when finished. 23

24 The Performance Appraisal: Teamster Attaching Quarterly Documented Feedback In the Quarterly Documented Feedback section, Click Attach Feedback You can sort each column to make it easier to select the Quarterly Documented Feedback. If you updated your note s title with the number of the Quarter, sorting on the name will put the notes in order. Select the Quarterly Documented Feedback and Acknowledge/Rebuttal notes by clicking on the selection box. Remember: Only attach Quarterly Documented Feedback and Acknowledge notes. All other notes can be copied and pasted in the split screen view into a comment box. Click 24

25 The Performance Appraisal: Teamster Attaching Quarterly Documented Feedback The notes come in as written, date stamped and author s name. If you revised the note during the year, the revision date will show. Remember: If you bring in a note by error, just click on the X next to the note to remove it. 25

26 The Performance Appraisal: Development Plan Development Objectives: You can type development objectives directly into the Development Plan section, or copy in Citywide Training available by clicking Filter you choices by selecting the Category from the dropdown menu. Select the course and click You can add additional Development Plans by clicking 26

27 The Performance Appraisal: Send for Third Party Review (Non-Ascending Supervisor) At times you may want another supervisor s feedback on your employee.. Click Enter their Last and or First Name Click Scroll and select the reviewer Click The status on this appraisal is updated. You can also cancel this request by clicking on the appraisal. 27

28 The Performance Appraisal: Conduct the Third Party Review If you re selected as a Third Party Reviewer, you ll receive an alerting you to a due task. In you re My Tasks, click on the appropriate link. Select Edit Appraisal for the target individual. To add a comment to any area, click and enter your comments in the dialogue box. Click OK to close the dialogue box. Once finished with all your comments, click 28

29 The Performance Appraisal: Third Party Review Process Third Party or Ascending Supervisor Comments Processing Third Party Reviewer or Ascending Supervisor comments is exactly the same. You ll see a blue box at the top of the appraisal alerting you to comments. Scroll down until you find a Click on Read and address the comment, click to close the dialogue box. Legend No comment ever made. Contains comment already read New comment, can t continue until read 29

30 The Performance Appraisal: Approval Process Complete/Send For Ascending Supervisor Approval Once you ve completed the review, click Supervisor for approval., to send to your Ascending Do Not Send to Your Ascending Supervisor as a Send for Review this is for Third Party Review Only! The system will perform a spelling check advising you of any misspelled words (it won t identify wrongly used words i.e. principle vs. principal). Click The system will perform a language check alerting you to any possible inappropriate use of language. Click Once you send this on, you ll not be able to edit the document unless your Ascending Supervisor sends it back with comment. Click The appraisal status is updated. 30

31 The Performance Appraisal: Ascending Supervisor Review As an Ascending Supervisor, you ll receive an alerting you to a due task. In you re My Tasks, click on the appropriate link. Select Edit Appraisal for the target individual. To add a comment to any area, click and enter your comments in the dialogue box. Click OK to close the dialogue box. Once finished with all your comments, click If you have no comments, click 31

32 The Performance Appraisal: Scheduling an Employee Meeting Once your Ascending Supervisor approves the appraisal you ll receive an alerting you to a due task. Under you re My Tasks, you ll see Meet with direct reports to review appraisals (# to do). At this point, only the supervisor can view the appraisal. It is still not visible to the employee Once the employee is with you, click on the Quick Selector icon. Click the of the employee you re working with right now. link Click to confirm. You re My Tasks list is updated and you now have the task and link to have the Employee provide final comments and sign off. 32

33 The Performance Appraisal: Employee Comment and Signoff Once your Ascending Supervisor has approved the appraisal, you receive an that a task is due. That task is: Meet with direct reports to review appraisals(# To-Do) This steps holds the appraisal on your site. Depending on your relationship with the employee, you can do one of two things: 1. You actively engaged the employee in writing the appraisal and are comfortable with just releasing it to the employee to read, comment and sign off. Click the Quick Selector and Click Mark as Completed 2. You wish to go over the appraisal in person first with the employee. Click on the blue link, this takes you to the Status Page where you can access the appraisal. Click on Mark as Completed once you are with the employee. Review the appraisal. If the employee wishes to sign off during meeting, the employee can complete the sign off on your computer. Once all comments are entered, the employee clicks on the Sign Off button The employee enters their password on OK. and clicks 33

34 The Performance Appraisal: Supervisor Signoff Anytime after your employee has signed off on the appraisal you can click on you re My Tasks Sign Off appraisals for direct reports link. Click on the appropriate Sign Off link. Enters your password and click on The appraisal is now final and stored under the past appraisals for that employee. Please Note: It can be more efficient to wait until you have a few appraisal to sign off and then use the next employee link to move through the appraisals as you sign them off. 34

35 Reports Report Name Feedback Report Description and Examples The Feedback Report lets managers and Super Users understand how feedback is being used in an organization. The report identifies the types of feedback being sent and received, as well as who is sending feedback, and for whom. Managers and Super Users can use the Feedback Central report to identify feedback sent and feedback received to see how feedback impacts employee performance and engagement. Score The Score Report details your employee s overall scores. It can also display their scores on individual competencies. Use this report if you want a quick summary of your employee s scores in an individual competency, or an entire process. You can also use this report to view the scores of all the reports in your chain of command, not just your direct reports. This report provides similar functionality to the other Score Report. Choose this report when you want to see data numerically and write or edit employee appraisals from the report. Choose the other Score Report when you want to see your data represented visually. Score Report This Score Report provides similar functionality to the other Score Report. However, this report presents data in a visual manner, through charts and graphs. This report also provides advanced filtering, and reports across multiple processes. Choose this report when you want to see your data visually. Choose the other report when you want to see data numerically, and when you want to write or edit employee appraisals from the report. 35

36 Reports Report Name Status Report Description and Examples The Status Report displays details about a current Appraisal Process. Managers and Administrators can track the progress of an Appraisal Process and see which of their direct reports have completed each step. Managers and Administrators can view overall status, or view individual status by step or task. From within this report, Managers and Administrators can their direct reports to remind them about the tasks that need to be completed. Competency Rating (Performance) The Competency Rating Report identifies the number of employees that were assigned a rating in each competency point scale. For example, five employees received a rating of 3 in the Customer Focus competency, and two employees received a rating of 4 in the Productivity competency. Unlike the Score Report, the employee s name is not shown in this report. Use this report if you want to view competency ratings expressed in a percentage format, rather than in a numerical scoring format. Since employee names do not appear on this report, it is a good report to use if you want to view strengths and areas of improvement within a group of employees. Goals (Performance) The Goals Report provides a list of your employees goals by showing either their personal goals or organizational goals. Goal details such as the title, details, status, flag, and percent complete are included in the report. Use this report to get a quick look at all of your employees goals and answer the following types of questions: Which of my employees have goals with a status of Not started? Do my employees have any unapproved goals? 36

37 Reports Report Name Description and Examples Development Plan A Development Plan Report provides a list of all of your employee s development plans. Details of the development plan, such as the title, details, status and so forth, are included in the report. Use this report if you want a quick summary of your employees development plans. For example, you can generate a development plan report to see the status of all of your employees development plans and take action for the ones that are incomplete or late. You can view all of the development plans for all of your employees, or you can view process-defined development plans, which are development plans created on a form during a specific process. You can also view development plans for a specific category or competency being developed. Feedback Report The Feedback Report lets managers and Super Users understand how feedback is being used in an organization. The report identifies the types of feedback being sent and received, as well as who is sending feedback, and for whom. Managers and Super Users can use the Feedback Central report to identify feedback sent and feedback received to see how feedback impacts employee performance and engagement. 37

38 Non-Represented Self Appraisal 38

39 Non-Represented Self Appraisal 39

40 Non-Represented Self Appraisal 40

41 Non-Represented Self Appraisal 41

42 Teamster Self Appraisal 42

43 Teamster Self Appraisal 43

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