PHASE TALEO USER MANUAL ... GOAL & DEVELOPMENT PLANNING. YEAR-END PERFORMANCE REVIEW (Nov-Jan) (Jan-Feb) MID-YEAR REVIEW/ REGULAR CHECK-IN

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1 GOAL & DEVELOPMENT PLANNING PHASE TALEO USER MANUAL YEAR-END PERFORMANCE REVIEW (Nov-Jan) GOAL & DEVELOPMENT PLANNING (Jan-Feb) MID-YEAR REVIEW/ REGULAR CHECK-IN HR Implementation Team VERSION 3 November 2014

2 CONTENTS 1. TALEO PERFORMANCE BASICS...3 ACCESSING TALEO... 3 FORGOT YOUR PASSWORD?... 3 INFRAPORT USERS... 4 NAVIGATION EMPLOYEE CENTER... 5 QUICK LINKS... 6 AUXILIARY NAVIGATION BAR... 6 NAVIGATION TALENT BROWSER... 7 MATRIX MANAGER GOAL MANAGEMENT AND PLANNING INTRODUCTION CREATING A GOAL PLAN CREATING A GOAL SUB GOALS ASSIGNING GOALS GOAL PLAN APPROVAL PROCESS IMPORTANT NOTES APPROVING OR REJECTING A GOAL PLAN AS A MANAGER MIDYEAR REVIEW/ REGULAR CHECK IN ON GOAL PROGRESS FRAMEWORK CONVERSATIONS ON CHECKPOINTS WHAT ARE THE COMMON ISSUES/ PROBLEMS THAT WE SEE UPDATING THE SYSTEM DEVELOPMENT PLANNING PHILOSOPHY CREATE A DEVELOPMENT PLAN CREATING DEVELOPMENT ACTIVITIES UPDATING A DEVELOPMENT ACTIVITY USEFUL INFORMATION GETTING HELP CONTACT INFORMATION HR Taleo Implementation Team VERSION 3 November 2014 PAGE 2 OF 27

3 1. TALEO PERFORMANCE BASICS ACCESSING TALEO Access Taleo Performance here: You should have your user name and initial password by . Your username is firstnamelastname as shown in the example below. If this is the first time to sign in, you will be prompted to change your password. FORGOT YOUR PASSWORD? Click on the Forgot your password? link. Type in your username (firstnamelastname) and your (in most cases your Swissport- ) and click ok. Taleo sends you an with a new password. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 3 OF 27

4 INFRAPORT USERS Employees using infraport can access the link to Taleo in Web Links in the Start Menu: Click on Start, select infraport and then select Web Links From within Web Links, select Taleo and right click to HR Taleo Implementation Team VERSION 3 November 2014 PAGE 4 OF 27

5 NAVIGATION EMPLOYEE CENTER HR Taleo Implementation Team VERSION 3 November 2014 PAGE 5 OF 27

6 QUICK LINKS AUXILIARY NAVIGATION BAR HR Taleo Implementation Team VERSION 3 November 2014 PAGE 6 OF 27

7 NAVIGATION TALENT BROWSER HR Taleo Implementation Team VERSION 3 November 2014 PAGE 7 OF 27

8 MATRIX MANAGER A dotted line from manager to report means that the report is temporarily and or partially assigned to the manager. This is known as a matrix report and the bottom left of the card will show a matrix symbol. The primary manager has permission in the system to complete this task. DESIGNATING A MATRIX/DOTTED LINE MANAGER FOR AN EMPLOYEE This functionality may be used where an employee has a primary manager and a dotted line/matrix manager relationship (e.g., Finance, Commercial). It allows the dotted line manager to participate in reviews, and goal setting. It is important to note that the tasks occurring during the specified period will be sent to both the original manager and the matrix manager, and will show in the respective task list. It is therefore critical that you agree in advance who is doing what in both the review and the goal setting and remember that the primary manager has overall responsibility for approving both the review and the goal plan. The various tasks that a matrix manager can complete in the system are outlined below: Tasks or Action Write employee review Goal Setting & Approval Mid year review Matrix Manager Assess relevant goals provide comments and ratings Assess relevant competencies together with the primary manager Review relevant goals and provide feedback to the primary manager if any changes are required prior to approval Enter comments for relevant goals STEPS 1. Select the org chart in the screen shot below HR Taleo Implementation Team VERSION 3 November 2014 PAGE 8 OF 27

9 2. Select Manage Matrix Manager in the Go to Menu 3. In the manage Matrix Manager widow, click 4. In the Matrix Manager window, select the name of the matrix manager using the search tool. In the People Selector, specify the type of search and then select the matrix manager from the search results Enter the duration of the matrix management relationship Click delegate my tasks to this person Click Select Once back on the Matrix Manager window, the name of the selected will be in the Matrix Manager field 5. Specify the employees that you want to delegate to this matrix manager Click In the people selector, specify the type of search and then select the delegated employees from the search results Make sure to click to move the selected employees to the Selection list Once all employees are selected, click Select Back to the Matrix Manager window, verify the information and click OK to save Back to the Manage Matrix window, click Close HR Taleo Implementation Team VERSION 3 November 2014 PAGE 9 OF 27

10 Result The matrix management relationship has been defined. The tasks occurring during the specified period will be sent to both the original manager and the matrix manager, and will show in the respective task list. ENDING A MATRIX/DOTTED LINE MANAGEMENT RELATIONSHIP Performance > [Quick Links] Talent Browser This action is only available for the connected manager, and only from his/her own performance card. Steps 1. From your own performance card, select Manage Matrix Manager in the Go to menu. 2. In the Manage Matrix Manager window, select the matrix manager to remove and click - 3. Click Close. Result The matrix manager will be removed, as well as all matrix management relationships that you had established. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 10 OF 27

11 2. GOAL MANAGEMENT AND PLANNING INTRODUCTION By end of February all employees should have an approved goal plan that will be the basis of their performance discussion at the end of the year. In brief, employees should follow the SMART guideline which is an acronym for Specific, Measurable, Achievable, Relevant and Timely. In addition, individual goals should reflect the organization/division/department or manager goals. The Group wide goals are added to the system at the beginning of the business year. In Taleo, Goals can be: Aligned to the Organization s Group Goals Aligned to employee s Manager Goals (as far as those goals are public). In this case, the manager will be able to see the progress of employee s goals from his/her own reference goal Created from scratch either manually or by copying from previous Goal Plans Assigned by a manager to direct or indirect reports. Taleo allows cascading Goals in the Organization. One or more goals can be assigned at the same time to multiple direct reports (batch assignment). CREATING A GOAL PLAN If a goal plan has never been created by the employee for the current business period, select the Goals link and click the Create button to create the goal plan. Note that the Create button only appears the first time a plan needs to be created. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 11 OF 27

12 CREATING A GOAL The first Tab you will see is Expected Results and in the second tab you will see Expected Behaviors They are both equally important and you can easily switch between the two. You are held accountable for expected results as well as demonstrating the Behaviors that are important to do the job 1. To create a goal select the tab Expected Results 2. Click on 3. Chose how you want to create the goal; manually; through alignment or from previous plan 4. if you chose through alignment : if you chose from previous plan : HR Taleo Implementation Team VERSION 3 November 2014 PAGE 12 OF 27

13 5. Write the name of the goal and if needed a description for the goal. 6. Defining success criteria (goal measurement) A goal measurement can be either quantitative or qualitative: For a qualitative goal, provide a text-based measurement For a quantitative goal, you need to enter a specific target to be achieved. The current state has the same value as the initial if the goal has not been started. 7. Don t forget to save your goal. After you have created your goal plan, you can always go back and change goal information. 8. Expected Behaviors The Swissport Leadership Behaviors define how Swissport employees do what they do. They define what it means to be a Swissport employee. They ensure a shared set of expected Behaviors for all employees globally and they help you to understand what is required from you. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 13 OF 27

14 The following 4 Leadership Behaviors have been selected as key priorities for 2015 Focuses on the customer Leads, develops self and others Drives results Strives for quality and excellence in execution You will see these when you click on this tab, you can select others from our framework by selecting Define how you will be evaluated for you role and level by adding measurements/comments HR Taleo Implementation Team VERSION 3 November 2014 PAGE 14 OF 27

15 9. Request Approval: Once you have set up the goal plan, don t forget to request approval from your manager. For HR Administrators only: please choose only your direct manager within your network. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 15 OF 27

16 SUB GOALS If it s a big goal you can create sub goals, hover over an existing goal until an arrow appears to the right of the goal, then click on the arrow and choose the add an employee sub goal option. Once a sub goal is created, it appears indented under the major goal. They will by default be hidden under their associated main goal, but the view may be expanded by clicking on the right pointing arrow which appears to the left of main goals that have sub goals. Please note: Sub goal progress is not associated to main goal progress. This allows more flexibility in creating sub goals. ASSIGNING GOALS As a manager you might want to assign goals to your direct reports: Choose to assign goals to specific employees, and then click the green plus sign to bring up the employee selector form: HR Taleo Implementation Team VERSION 3 November 2014 PAGE 16 OF 27

17 Once your selection(s) of employees to whom you want to assign goals to is done and back on the Goal Assignment window, click OK. When the confirmation message is displayed, click OK. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 17 OF 27

18 Note: Goals cannot be assigned to an employee if his/her goal plan is under approval. If you attempt to assign goals to such direct report (s), a window will display the list of employees for whom the goal could not be assigned and the reason why. If the assigning of goals is successfully completed, the assigned goal will show in the goal plan of the selected employees and will display the information that was set for that goal. A manager can edit the goal that was assigned to direct report (s) by accessing their goal plan. From the Talent Browser, click on the drop down arrow on the direct report s performance card and select Goal Plan. Click on the Goal Name that has been assigned to edit the goal. Editable information: Name Description Status and Measurement Comments may also be added to the goal by scrolling down to the Comments section. Once done, click on the Save icon to save. When the direct report logs in to Taleo and accesses the Goal Plan, she/he will notice the new goal that has been assigned. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 18 OF 27

19 3. GOAL PLAN APPROVAL PROCESS IMPORTANT NOTES Goal plan approval is always required whenever a goal plan is created or when certain information is modified, like the following: Goal Name Measurement Type (Qualitative or Quantitative) Measurement Text Deletion of one or more goals within the plan To save time it is recommended that users discuss their goal plan with their manager before requesting approval within Taleo. APPROVING OR REJECTING A GOAL PLAN AS A MANAGER Once the approval has been requested by the employee, the manager will receive an requesting him/her to approve the goal plan and a task is generated in his/her My Tasks area. As a manager, you have the possibility to add comments to the approval process (after you clicked approve). What your employee can see after you approved the goal plan: HR Taleo Implementation Team VERSION 3 November 2014 PAGE 19 OF 27

20 4. MIDYEAR REVIEW/ REGULAR CHECK IN ON GOAL PROGRESS FRAMEWORK CONVERSATIONS ON Connecting the goals to business priorities are the goals still valid? Refinement of goals are they specific, measurable, achievable, results-oriented, and time based What is the status of goal progress? Feedback on performance recognition and constructive feedback Feedback on development areas CHECKPOINTS HR Taleo Implementation Team VERSION 3 November 2014 PAGE 20 OF 27

21 WHAT ARE THE COMMON ISSUES/ PROBLEMS THAT WE SEE Reminder: The quality of the goals you write is critical to the success of the goal alignment effort below the executive level. Managers and employees will be looking at your goals and measures and will mimic them for both style and substance. UPDATING THE SYSTEM Preparation in advance of the meeting MY GOALS HAVE CHANGED/DIFFERENT MEASUREMENTS (UPDATE AFTER DISCUSSION WITH MANAGER AND REQUEST APPROVAL). HR Taleo Implementation Team VERSION 3 November 2014 PAGE 21 OF 27

22 UPDATE THE PROGRESS OF GOALS If it is a quantitative goal: To update progress you can either change the number current or the progress slider (this will automatically update the current value). For more information please refer to p. 13. For qualitative goals: Either change the number current or the progress slider to update your goal measurement which reflects the percentage (0 to 100). 45% of the goal below is completed. ADD A COMMENT TO A GOAL You can use Add Comment field to summarize discussions at the mid-year review. To add a comment for a goal: 1. Access a goal within the goal plan 2. Scroll down until you see comments 3. click on add 4. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 22 OF 27

23 5. DEVELOPMENT PLANNING PHILOSOPHY Swissport supports and encourages you to build your skills and increase your learning opportunities to continuously add value for yourself and the organization. Working with your manager, create your own development plan to succeed in your current role and plan for your future career aspirations. The best approach is a blended one where: 70% of your development occurs in your day-to-day job through new skills you acquire, competencies you master and challenges you meet 20% through mentoring, coaching & feedback 10% through training courses and education THE STARTING POINT The starting point to create your individual development plan is to identify the key requirements of your job and goals that are responsible for successful performance - check with your manager for feedback It should address competencies, skills and knowledge to grow in your current role & at the same time consider career aspirations and the organization's future needs Focus on the gap between existing and required capabilities. A good development goal is stated in behavioral terms and measured over time to ensure progress: Knowledge I will know Skills I will be able to Behavior I will be observed to Development Plan in Taleo is the main location from which each employee can add, edit, update the progress status and add comments to their individual development plan. Each employee s development plan is also accessible by the employee's manager, with the same rights as those granted to the employee. The individual development plan is created by the employee in discussion with managers. Approval of costs associated with development is the responsibility of the manager. It can include different types of activities: formal and informal activities BENEFITS The functionality for setting a development plan is very similar to setting a goal plan One central location from which employees can manage all their development activities - My Development Plan in Taleo The development plan is not time-bound and can extend into the future. i.e. a development activity can be for three months or two years. Easy monitoring, transparency and updating of progress against plan between manager and employee. All actions related to the activities in the development plan are tracked and shown in the History tab. Any completed activities can be moved to an archived view of the plan. The development plan is printable in PDF format. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 23 OF 27

24 CREATE A DEVELOPMENT PLAN If a goal plan has never been created by the employee for the current business period, click the Create button to create the goal plan. Note that the Create button only appears the first time a plan needs to be created. If you have created a goal plan before, please access the goal planning section within Taleo here: CREATING DEVELOPMENT ACTIVITIES 1. Fill in name, description and start & end date: HR Taleo Implementation Team VERSION 3 November 2014 PAGE 24 OF 27

25 2. Chose between Competency, your goals and review item in the first step. 3. After setting up the basics for a development activity, you can add the following: - Measurement: quantitative and qualitative (for more information, please refer to p.13) - Comments (p.14) CUSTOM CONTEXT 1. You can also create a development activity linked to a custom context (i. e. Hogan Assessment). To do so, hover your mouse over the activity name and select Link from the drop down menu: 2. Add your context here manually 3. Add the custom context as a link to the development activity HR Taleo Implementation Team VERSION 3 November 2014 PAGE 25 OF 27

26 UPDATING A DEVELOPMENT ACTIVITY Please refer to p to get more information about updates of development activity. The process of updating the goal plan as well as the development plan is very similar. HR Taleo Implementation Team VERSION 3 November 2014 PAGE 26 OF 27

27 6. USEFUL INFORMATION GETTING HELP Link to training material: If you can t find the help you need in the training material the first person to ask is your local Taleo support person. This person will usually be your local HR Manager CONTACT INFORMATION Taleo System Manager/Administrator: Afroze Qasim taleosupport@swissport.com HR Taleo Implementation Team VERSION 3 November 2014 PAGE 27 OF 27