Fairsail Collaboration Portal: Guide for Users

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1 Fairsail Collaboration Portal: Guide for Users Version 11 FS-HCM-CP-UG R011.00

2 Fairsail All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-HCM-CP-UG R Fairsail Collaboration Portal: Guide for Users Fairsail

3 Contents Contents About this Guide 7 Feedback 7 Introduction 8 Logging in to Fairsail 9 For the First Time 10 After You Have Changed Your Password 11 Login with Single Sign-On 11 Collaboration Portal 12 Team Member Profile 13 Displaying in Your Local Language 14 Finding People in Fairsail 15 Actions and the Fairsail Digest 16 Updating Your Personal Details 16 Updating Your Education History 17 Updating Your Work History 18 Entering New Passport Details 19 Updating Your Passport Details 20 Displaying an Organization Chart 21 Employment Details 22 Employment Details Section of Team Member Profile 22 Team View of Employment Details 22 Education History 25 Education History Section of Team Member Profile 25 New Education History Entry 25 Change Education History 26 Experience/Work History 27 Work History Section of Team Member Profile 27 New Work History Entry 27 Change Work History 29 Manager Notes 30 Manager Notes Section of Team Member Profile 30 New Manager Note 30 Change Manager Note 32 Delete Manager Note 32 Fairsail Collaboration Portal: Guide for Users Fairsail

4 Contents Job Description 33 Job Description Section of Team Member Profile 33 New Job Description 33 Team Member Draft Job Description 34 Manager Draft Job Description 34 Active Job Description 34 Closed Job Description 34 Forms 35 Forms Section of Team Member Profile 35 Starting a New Form 35 HR Requests 36 Employment Details Changes Section of Team Member Profile 36 HR Request Status 36 New HR Request 37 Types of HR Request 39 Check In/Out 40 Check In/Out Section of Team Member Profile 40 Check In/Out History View 40 Team View of Check In/Out 42 Timesheets 43 Timesheets Section of Team Member Profile 43 Entering Time Worked 43 Approving Timesheets 47 Viewing Completed Timesheets 48 Vacation / Paid Time Off 49 Paid Time Off Section of Team Member Profile 49 New Paid Time Off Request 50 Approving Paid Time Off Requests 54 Deleting a Request for Future Paid Time Off 54 Using the Team Calendar 56 Absences 62 Absences Section of Team Member Profile 62 New Absence Record 63 Approving an Absence Record 66 Confirming Provisional Leave Dates 67 Fairsail Collaboration Portal: Guide for Users Fairsail

5 Contents Objectives 68 Objectives Section of Team Member Profile 68 Objectives Profile 68 Team View of Objectives 69 New Objective 70 Using Milestones 72 Objective Setting Overview 74 Team Member Draft Objective 74 Manager Draft Objective 74 Active Objective 75 Closed Objective 76 Metrics Review 77 Metrics Review Section of Team Member Profile 77 Using the Metrics Review Process 78 Targets 81 Targets Section of Team Member Profile 81 Team View of Targets 81 New Target 82 Draft Target 82 Active Target 82 Closed Target 83 Performance Review 84 Performance Review Section of Team Member Profile 84 New Performance Review 85 Draft Performance Review 86 Approved Performance Review 86 Self Performance Review 86 Draft Self Performance Review 87 Revealed Self Performance Review 87 Revealed Performance Review 88 Performance Review Meeting 88 Completed Self Performance Review 88 Completed Performance Review 88 Talent Plan 89 Talent Plan Section of Team Member Profile 89 Team View of Talent Plan 89 New Talent Plan 91 Talent Plan Reports 92 Skills 93 Skills Section of Team Member Profile 93 Team View of Skills 94 New Skill 98 Approving Skills for Team Members 99 Skill Search 102 Fairsail Collaboration Portal: Guide for Users Fairsail

6 Contents Competency Assessment 106 Competency Assessment Section of Team Member Profile 107 Team View of Competencies 108 New Competency Assessment 110 Starting a Competency Assessment 112 Completing a Competency Assessment 112 Competency Assessment Results 114 Competencies 117 Indicators 117 Indicator Comments 117 Development Plan 118 Development Plan Section of Team Member Profile 118 New Development Need 119 Monitoring Progress 119 Training 120 Training Section of Team Member Profile 120 New Training Request 121 Training Approval Process 121 Succession Plan 122 Successors Section of Team Member Profile 122 Team View of Successors 123 New Successor 124 Succession Reports 124 Current Vacancies 125 Current Vacancies Section of Team Member Profile 125 Salary Planning 127 Team View of Salary Details 128 Using Salary Planning 131 Glossary of Terms 135 Index 141 Fairsail Collaboration Portal: Guide for Users Fairsail

7 About this Guide This Fairsail Collaboration Portal User Guide provides a comprehensive description for users of Fairsail's Collaboration Portal. This guide covers all the processes available through the Portal and includes extensive how to... guidance supported with screenshots. The Fairsail Collaboration Portal can be easily configured to meet the needs of your organization - this can include switching processes on or off, and changing the colors, the names of fields, where, and even if those fields appear on the screen. So bear in mind: Some processes covered in this guide may not be available to you. If you want to use a described process that you cannot see on your system, talk to your HR team to find out if that process can be made available. Screenshots show default settings captured from a standard Fairsail system. Your own implementation may vary. Feedback Feedback from you on our products and on our documentation is important to us. We seek to incorporate your ideas in future enhancements to our products, and only by understanding your requirements can we hope to meet or exceed your expectations. Let us know what you think, let us know if you like what we do, and let us know how we can do better. To provide comments and suggestions on any aspect of Fairsail please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Fairsail Collaboration Portal: Guide for Users Fairsail

8 Introduction Fairsail's Collaboration Portal brings the full range of your company's HR processes straight to your browser. Login, and all the day-to-day HR-related tasks you need to do, such as book vacation, register an absence, or request training are there for you. Core functions help you find other people easily and to see where they fit in with clear and interactive organization charts. Actions lists keep you - and your manager - up to date and on top of the tasks you need to do. And there's full support for the collaborative, less frequent tasks including performance review, competency assessment, and objective setting. If you're running a team you'll find target setting, talent planning and succession planning covered, and the Collaboration Portal makes it easy to take control of the annual round of salary planning and to raise requests for HR to change employment details for your team members. The Collaboration Portal takes full advantage of familiar browser based navigation and links are there when you need them; there's often enough information displayed when you hover, making it even easier to get what you need. Because it's highly configurable, what you see depends on the parts of the system your organization uses, and it's even possible that your company has tailored the look of the system to fit right in with your in house systems - this guide covers the complete system using common default settings. Fairsail Collaboration Portal: Guide for Users Fairsail

9 Logging in to Fairsail Fairsail Collaboration Portal: Guide for Users Fairsail

10 Logging in to Fairsail For the First Time For the First Time As part of Fairsail implementation you are sent a welcome containing: A link to your Fairsail site. Your unique user name. A temporary password. To login for the first time: 1. Click the link in the welcome . Fairsail displays the Change Password page: 2. Enter a new password. Your password must contain at least 8 characters and include a combination of letters and numbers. 3. Choose a security question from the picklist and provide your answer. You will be asked for the answer to the security question if you forget your password. 4. Click Save. You are now ready to login to Fairsail using your unique user name and password combination. Fairsail Collaboration Portal: Guide for Users Fairsail

11 Logging in to Fairsail After You Have Changed Your Password After You Have Changed Your Password 1. Go to the Fairsail login page: Fairsail displays the customer login page: 2. Enter your unique user name and password. 3. Select Login. Fairsail takes you straight to your Fairsail system. Login with Single Sign-On If your organization uses single sign-on technology your login process is: 1. Go to the web address provided by your organization. 2. Use your company provided single sign-on credentials to get access to Fairsail. Your browser may need additional configuration so that you can take full advantage of single sign-on. Refer to your System Administrator or HR representative for more information. When you have successfully logged in you are redirected to the Home Page. Fairsail Collaboration Portal: Guide for Users Fairsail

12 Fairsail Collaboration Portal: Guide for Users Fairsail

13 Team Member Profile Team Member Profile When you log into Fairsail your profile page appears, similar to this one: Fairsail Collaboration Portal: Guide for Users Fairsail

14 Team Member Profile This is known as the Collaboration Portal. The Collaboration Portal is the starting point for most of your tasks in Fairsail, and where you can make many changes to the information held on the system. The Collaboration Portal enables you to update information where you have permission. The details relating to your role within your company will expand as you and your manager use Fairsail. Your manager has access to the individual profile pages of their team members, and also to team information collectively. All employees using Fairsail in your company have their own profile pages which appear when they login to Fairsail. Displaying in Your Local Language If your organization uses Fairsail in more than one language, you can use use the Language picklist at the bottom of the Collaboration Portal to select your local language: The Collaboration Portal uses the selected language to display all section titles, column headings, and field names. Any content entered when using Fairsail is retained in the original language. If the Language picklist is not displayed on your Profile page, your organization may use Locale settings to define your local language - check with your HR Administrator. Fairsail Collaboration Portal: Guide for Users Fairsail

15 Team Member Profile Finding People in Fairsail In the Collaboration Portal use the Search box at the bottom of the left panel: Enter the name, word, or part word you want to search on. By default, search looks in the following fields to find a match: Name Department Team Job Title Location In the search box you can: Use * for a number of characters Use? for a single character Enclose text in " and " for an exact match Use AND or OR for logical searches Search is not case sensitive. Search returns a list of all matches it finds, with summary information for each match. The information for people who do not report to you is more limited than for people who report to you. Fairsail Collaboration Portal: Guide for Users Fairsail

16 Team Member Profile Actions and the Fairsail Digest All actions that have been assigned to you through Fairsail, and all actions you have assigned to someone else are listed under the Actions tab at the top of the Collaboration Portal: Each action is separately listed. Click on the link to go to the action detail page. Action lists are regularly ed to everyone who has one or more actions; this is the Fairsail Digest. The Fairsail Digest carries links to the actions so you can click the links to go to the action detail pages. A new Digest is sent to you: When a new action is raised for you. When a reminder for an existing action falls due. This means that you are unlikely to receive a Fairsail Digest every day - just when you have newly raised actions or, typically weekly reminders of outstanding actions. Each Digest contains links to all your outstanding actions. Updating Your Personal Details In the Collaboration Portal, go to the Details section and click View: You can then: Click Edit in the Work Details and Personal Details sections to update them. Click New in the Dependants and Emergency Contacts sections to add details. Click New in the Passports section to add Passport details and view Visas. Click Save when you have finished making changes. Fairsail Collaboration Portal: Guide for Users Fairsail

17 Team Member Profile Updating Your Education History 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Education History section and click New: Fairsail displays the New Education page, with your Education History displayed in the left panel: To view existing education history entries, click maximize next to the item: Fairsail displays the entry detail in the left panel: 3. In the New Education panel, complete as many of the fields as you need: o Institution Name o Degree and Field of study o Start and end dates o Activities and Societies o Additional Notes 4. Click: o Save to save the details and return to your Profile o Save & New to save the details and add another entry to your education history. o Cancel to discard your changes. Fairsail Collaboration Portal: Guide for Users Fairsail

18 Team Member Profile Updating Your Work History 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Work History section and click New: Fairsail displays the New Position page with your Work History displayed in the left panel: To view existing work history entries, click maximize next to the item: Fairsail displays the entry detail in the left panel: 3. In the New Position panel, complete as many of the fields as you need: o Company Name, Location o Title and description o Your manager o Start and end dates 4. Click: o Save to save the details and return to your Profile. o Save & New to save the details and add another entry to your work history. o Cancel to discard your changes. If your company requires manager approval for new Work History entries, your manager has an action added to their actions list to approve the addition you have made. Fairsail Collaboration Portal: Guide for Users Fairsail

19 Team Member Profile Entering New Passport Details 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Passports section and click New: Fairsail displays the Passports page with any current Passport details in the left panel: 3. In the Details section, complete the mandatory fields: o Passport Number o Country. Click the picklist and select the country. o Expiry Date. The Expiry Date can be used to trigger a reminder when a passport is about to expire. 4. Complete the other fields as required by your organization. This may include: o Place of Issue o Issue Date o First, Middle, and Family names. 5. Click: o Save to save the details and return to your Profile. o Cancel to discard your changes. Fairsail Collaboration Portal: Guide for Users Fairsail

20 Team Member Profile Updating Your Passport Details 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Passports section. Click the Passport Number for the passport you want to change: Fairsail displays the Passports page for the passport you selected. This page includes details of any visas associated with the passport: 3. Update the details you need to change. You cannot change Visa details - these are maintained by your HR team. 4. Click: o Save to save the details and return to your Profile. o Cancel to discard your changes. Fairsail Collaboration Portal: Guide for Users Fairsail

21 Team Member Profile Displaying an Organization Chart In the Collaboration Portal: Click Team Members and select Org Chart: OR Click Chart: Fairsail displays an organization chart for the Team Member: Fairsail Collaboration Portal: Guide for Users Fairsail

22 Employment Details Employment Details Section of Team Member Profile The Employment Details section of your Team Member profile shows key information from your current employment record: Click View to display more detail. Employment Details are typically entered and maintained by HR. Team View of Employment Details To display a summary of employment details for a complete team: In the Collaboration Portal click Team Members and select Employment Details: Fairsail Collaboration Portal: Guide for Users Fairsail

23 Employment Details Fairsail displays the Employment Details summary for all your direct reports: The table typically includes the following information: Team Member Name Start Date Service Years FTE Job Title Country and Location The date the Team Member started working for your organization. Start Date may differ from the Continuous Service Date used to calculate number of years or months of service. Completed years of service as used for continuous service based calculations. Service Years (and service months) calculation is based on the Team Member's Continuous Service Date and takes into account the day of the month in the Continuous Service Date. This may be different from the number of years from the Start Date to present, perhaps because of a prior period of employment with the company, or because of contractual or legislative requirements. The Full Time Equivalent figure for the team member, where 1 is used to represent someone working a the full number of hours specified by their HR policy. For example, a team member working a 20 hour week where the full time contractual hours are 40 hours per week will have an FTE of 0.5. The place of employment of the team member. To expand the table to show details for team members reporting to your direct reports, click the expansion arrow next to the team member name: Fairsail displays the details for the expanded team. You can expand any nested teams until the table displays all team members reporting through to your direct reports: Fairsail Collaboration Portal: Guide for Users Fairsail

24 Employment Details To view more detail on an team member, click the team member name: Fairsail displays the Employment Details section of their Collaboration Portal profile: Fairsail Collaboration Portal: Guide for Users Fairsail

25 Education History Education History The Education History process enables you to record attendance at academic institutions with dates, qualifications and awards attained, activities, and additional notes. Education History Section of Team Member Profile The Education History section of your Team Member profile shows all entires in your education history: New Education History Entry 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Education History section and click New: Fairsail displays the New Education page, with your Education History displayed in the left panel: To view existing education history entries, click maximize next to the item: Fairsail displays the entry detail in the left panel: Fairsail Collaboration Portal: Guide for Users Fairsail

26 Education History 3. In the New Education panel, complete as many of the fields as you need: o Institution Name o Degree and Field of study o Start and end dates o Activities and Societies o Additional Notes 4. Click: o Save to save the details and return to your Profile o Save & New to save the details and add another entry to your education history. o Cancel to discard your changes. Change Education History To change an entry in your Education History: 1. In the Collaboration Portal, go to the Education History section and click the link you want to change: Fairsail opens the Education History page for the entry you selected: 2. Make the changes you want. 3. Click Save. Fairsail Collaboration Portal: Guide for Users Fairsail

27 Experience/Work History Experience/Work History The Work History process enables you to record information about the positions you have held with locations, job titles, manager names, dates, and brief descriptions. Work History Section of Team Member Profile The Work History section of your Team Member profile shows all entires in your work history: New Work History Entry 1. In the Collaboration Portal, go to the Details section and click View. 2. Go to the Work History section and click New: Fairsail displays the New Position page with your Work History displayed in the left panel: Fairsail Collaboration Portal: Guide for Users Fairsail

28 Experience/Work History To view existing work history entries, click maximize next to the item: Fairsail displays the entry detail in the left panel: 3. In the New Position panel, complete as many of the fields as you need: o Company Name, Location o Title and description o Your manager o Start and end dates 4. Click: o Save to save the details and return to your Profile. o Save & New to save the details and add another entry to your work history. o Cancel to discard your changes. If your company requires manager approval for new Work History entries, your manager has an action added to their actions list to approve the addition you have made. Fairsail Collaboration Portal: Guide for Users Fairsail

29 Experience/Work History Change Work History To change an entry in your Work History: 1. In the Collaboration Portal, go to the Work History section and click the link in the entry you want to change: Fairsail opens the Work History page for the entry you selected: 2. Make the changes you want. 3. Click Save. If your company's HR policies require manager approval for changed Work History entries your manager has an action added to their actions list to approve the change you have made. Fairsail Collaboration Portal: Guide for Users Fairsail

30 Manager Notes Manager Notes The Manager Notes process enables managers to add notes to Team Member's profiles. A Manager Note is typically an informal record of some interaction between a manager and a team member that is not covered or required by any of the more formal HR-related processes, or that can be used to contribute to one of those processes. For example: A notable achievement by the team member. The Manager Note can record the achievement, the date, and any formal recognition or award applied for or made. A coaching session for a team member. The Manager Note can record the date and summarize the content of the session. A counseling session for a team member for a minor performance issue. The Manager Note can record the date and time, and summarize the content of the session. Manager Notes can be supported by attached files, and a checkbox enables the manager to make the note visible to the Team Member on their profile page. Use Manager Notes to build a centralized record of interactions over time. They can make a valuable contribution to a Metrics Review, Performance Review, Competency Assessment, or Development Plan. Manager Notes can also be set up so that Team Members can add Notes to their own profiles. Manager Notes Section of Team Member Profile The Manager Notes section of direct report's Team Member profiles shows all current notes with the dates they were created: New Manager Note To add a new Manager Note: 1. Go to the Details section of the Team Member profile and click View: Fairsail displays the Team Member's Detail page. Fairsail Collaboration Portal: Guide for Users Fairsail

31 Manager Notes 2. Scroll down to the Manager Notes section and click New: Fairsail displays the Manager Note page, with any other recent notes listed in the left panel: To view recent notes, click maximize next to the note: Fairsail displays the Note detail in the left panel: 3. In the Manager Note panel, complete the fields as follows: Show Team Member Comment Attached File Checkbox. If checked, the Manager Note is visible to the Team Member. The main text of the Manager Note. The note is date stamped with the creation date, but include other dates and times if appropriate and a summary of any attachments. Click Browse... to find and attach a related file. You can attach one file to each note. 4. Click Save. The Note is attached to the Team Member's profile and included in the Manager Notes section. Newest notes are displayed at the top: Fairsail Collaboration Portal: Guide for Users Fairsail

32 Manager Notes Change Manager Note To change a Manager Note after it has been saved: 1. Go to the Manager Notes section of the Team Member profile page. 2. Click the Created Date for the note you want to edit: Fairsail displays the detail page for the Manager Note. 3. Make the changes you want. If the Note has an attached file, you can replace the attachment. 4. Click Save. Delete Manager Note To delete a Manager Note after it has been saved: 1. Go to the Manager Notes section of the Team Member profile page. 2. Click the Created Date for the note you want to delete: Fairsail displays the detail page for the Manager Note. 3. Click Delete. Fairsail asks you to confirm the deletion. 4. Click OK. The Note is deleted along with any attached file. Fairsail Collaboration Portal: Guide for Users Fairsail

33 Job Description Job Description The Job Description process records the written specification of the roles and responsibilities of a job. It enables the manager and team member to enter and agree the job description. As well as being good practice, having up-to-date and agreed job descriptions for all employees is a requirement of meeting Sarbanes-Oxley legislation applying to any company operating in the USA. Each team member has a job description, comprising job title, grade, and key responsibilities. Job Description Section of Team Member Profile The job description section of your Team Member profile (see page 13) shows your current job description. This is the best place for a team member to view and amend their own job description, or for a manager to view and work on the job description for just one team member: New Job Description If a team member has a new job or if their existing job description needs amending, create a new job description to define and record what the job entails. On the Team Member profile, go to the Job Descriptions section and click New. The range of options you have when creating a new job description includes basing it on: The most recent job description for the team member, if there is one. A job description from the job description library, entered by the HR manager. You will see a list of all job descriptions in the library. If the team member has a job grade assigned, the list can be limited to job descriptions for that job grade. A job description for another Team Member. A blank job description. If the team member has a job description already entered in either Manager Draft or Team Member Draft status then you are taken directly to that draft. A team member cannot have two job descriptions in draft. Enter the details for the job description: Job Title Grade Key Responsibilities A short job title. The job grade. Details of the job responsibilities. Fairsail Collaboration Portal: Guide for Users Fairsail

34 Job Description Save the job description by clicking Save. If the manager creates the job description it is set to status Manager Draft (see page 74). If the team member creates the job description it is set to status Team Member Draft (see page 74). If the team member is not a Fairsail registered user the manager created job description is set directly to status Active. Team Member Draft Job Description Access to Job Descriptions is controlled by your Fairsail profile and can be further configured with policy settings, so managers and team members may have read-only access. If managers and team members have at least read, create, and edit permissions, a job description in Team Member Draft has either been newly entered by the team member or amended by the team member from an original entered by the manager. It is waiting for the manager to look at it. The manager with at least read, create, and edit permissions has two options: 1. Accept the job description as entered or amended by the team member. Click Approve on the job description detail view. If Approval Authentication is switched on in the Policy, the Manager is asked to confirm their login credentials before approval is granted. When approved, the job description changes to status Active. 2. Make amendments to the job description. Click Edit on the job description detail view, make the change, and click Save. The job description changes to status Manager Draft (see page 74). Manager Draft Job Description A job description in Manager Draft has either been newly entered by the manager or amended by the manager from an original entered by the team member. It is waiting for the team member to look at it. The team member has two options: 1. Accept the job description as entered or amended by the manager. Click Confirm on the job description detail view. The job description changes to status Active. 2. Make amendments to the job description. Click Edit on the job description detail view, make the change, and click Save. The job description changes to status Team Member Draft (see page 74). Active Job Description A job description in Active status has been agreed by the manager and team member. Active job description cannot be edited. When circumstances change a new job description (see page 33) must be created. Closed Job Description A job description is automatically set to Closed status when a new job description is agreed for a team member. Fairsail Collaboration Portal: Guide for Users Fairsail

35 Forms Forms The Forms process enables Managers and Team Members to start e-forms that are allocated to them, and to view forms completed for them, either by themselves or on their behalf. Forms Section of Team Member Profile The Forms section of your Personal Profile shows forms completed for you, and forms that you can start: Starting a New Form 1. In the Forms section of your Personal Profile, click New: Fairsail displays the Forms Start page: 2. Click the Available Forms picklist and select the form you want to start: 3. Click Start. The form opens for you to complete. Fairsail Collaboration Portal: Guide for Users Fairsail

36 HR Requests HR Requests The HR Requests process enables a manager to raise a request to Human Resources to change the employment details of one of the manager's direct reports. Each request follows an approval process before reaching HR. HR then finalizes the request by modifying the employee record on the Fairsail HCM database. Managers can view HR requests for their direct reports in the Employment Details Changes section of the Team Member Profile. HR Managers can view HR requests by using the HR Requests tab in the HR Manager portal. Employment Details Changes Section of Team Member Profile The Employment Details Changes section of your Team Member profile page shows your current HR Requests and their status: HR Request Status The status of an HR Request changes as it moves through the approval process: 1. Draft A newly raised request, not yet submitted. 2. Pending A newly submitted request, waiting for approval. 3. Approved A request that has completed the approval process and is with HR for final implementation. 4. Finalized An implemented request that has been processed by HR and applied to the HCM database. The status of a request is displayed: In the Collaboration Portal on the team member's profile page, in the Employment Details Changes section. In the HR Manager portal on the HR Requests tab. Fairsail Collaboration Portal: Guide for Users Fairsail

37 HR Requests New HR Request A new HR request is generated every time a manager requests a change in salary or employment information for a team member. To raise a new HR Request: 1. In the Collaboration Portal, click on the team member for whom you want to submit a change request. 2. On the team member's profile page go to the Details section, typically at the top of the Profile, and click View. Fairsail displays the Details page. Scroll down to the Employment Details Changes section and click New: Employment Details Changes must be enabled on the Policy for the Team Member before this section is displayed. If Employment Details Changes is not visible, check with your HR Administrator. Fairsail displays the Employment Details Changes page: Fairsail Collaboration Portal: Guide for Users Fairsail

38 HR Requests 3. In the Requested changes section, enter new values for the details you want to change. You can make multiple changes on a single request. Leave blank the fields for the details you do not want to change: Team Manager Location Job Title Employment Status Basis Hours Worked Salary: Amount Bonus: Amount Click the picklist and select the name of the team to which the Team Member is moving. The Team Member's new immediate Manager. Enter the first few characters of the new Manager's name. Fairsail looks up matching names and presents you with a list to choose the exact match. The Team Member's main place of work, or the office where they are to be based. Click the picklist and select the Team Member's new Location. The Team Member's new Job Title. Click the picklist and select from those available for your organization. The new status for the Team Member, for example from Active to On (long term) Leave. Click the picklist and select the Team Member's new status. The Team Member's new employment basis, for example Full Time, Contract, Part Time. Click the picklist and select the Team Member's new basis. Enter the new number of hours worked, typically during a working week. The Team Member's proposed new Salary. Enter the currency amount: Fairsail calculates the percentage increase. Alternatively, enter the percentage increase on current salary: Fairsail calculates the currency amount. The proposed Bonus. Enter the currency amount: Fairsail calculates the percentage of current annual salary. Alternatively, enter the percentage of current annual salary: Fairsail calculates the currency amount. 4. In the Change section, complete the fields as follows: Effective Date Reason Rationale The date from which you want the change to take effect. Effective Date can be a past, current, or future date. Click in the field to display a calendar and can pick a date, or click today's date beside the field to insert today's date. The overall reason for the change, such as promotion, job change, contract change, Team Member request, or cost of living. Click the picklist and select the Reason for the change. If the reason selected has an exact match on the Salary record Change Reason picklist, the reason is copied to the Salary record. Justification for the requested change. Typically, a summary of the change in enough detail to enable an approver to understand and approve the request. If necessary, use the Attachment section to back up your rationale with an attached file. 5. In the Attachment section, click Browse to find a file supporting your request and click Open to attach it. 6. Click: o Save to send the request to the first approver in the approval process. o Save and New to send this request to the first approver and open a new Employment Details Changes page for the same Team member. o Cancel to discard your request and return to the Team Member's Profile page. Fairsail Collaboration Portal: Guide for Users Fairsail

39 HR Requests Types of HR Request You can raise a request to change any of these details for a team member: Manager Job Title Job Profile Grade Function Team Division HR Department , Phone, Mobile Citizenship Marital Status Location Country Employment Status Self Vacation Allowance, Annual Base, Carried over Self Vacation Compensation Hours worked Basis Currency Salary: Amount or percentage Bonus: Amount or percentage On Track Bonus On Track Commission Employment End Date Last day worked Fairsail Collaboration Portal: Guide for Users Fairsail

40 Check In/Out Check In/Out The Check In/Out process enables you to log availability for work as part of an overall time management process. Check In/Out records current status, work location, and cumulative time between check in and next check out. Check In/Out Section of Team Member Profile The Check In/Out section of the Team Member profile displays different options depending on whether you are checked in or out: If you are checked in, Check In/Out shows your current work location, and a Check Out button: If you are checked out, Check In/Out shows a status picklist for you to select your current location to check in: Check In/Out History View To view the Check In/Out record for a team member covering the last month: Go to the Check In/Out section of the Team Member profile and click View: Fairsail Collaboration Portal: Guide for Users Fairsail

41 Check In/Out Fairsail displays the Check In/Out page for the Team Member: To display Check In/Out history for a colleague, manager, or report displayed in the left panel, click a photo. To display work location and status for your team, click Team: Fairsail Collaboration Portal: Guide for Users Fairsail

42 Check In/Out Team View of Check In/Out To display a summary of the current Check In/Out status for a complete team: In the Collaboration Portal click Team Members and select Check In/Out: OR In the Check In/Out History View click Team: Fairsail displays the Check In/Out summary for your team: To display details for a team run by a direct report, click the expand arrow next to the Team Member name: Fairsail displays the current status for the expanded team: To display the Check In/Out history for a Team Member, click the Team Member name. Fairsail Collaboration Portal: Guide for Users Fairsail

43 Timesheets Timesheets The Timesheets process enables you to record your own time at work by date and duration. Timesheets can be set up to record total time, time worked by pay code, start and end time, or time worked by project, customer, or some other measure of work allocation. As a team manager you can use Timesheets to approve submitted time records. Timesheets Section of Team Member Profile The Timesheets section of the Team Member profile displays your completed Timesheets: Entering Time Worked 1. In the Collaboration Portal scroll to the Timesheets section and click New: Fairsail displays the Timesheet for the last completed pay period. If that Timesheet has been completed, Fairsail displays the Timesheet for the current pay period. The layout of the Timesheet depends on how it has been configured: o For Total Time entry: Fairsail Collaboration Portal: Guide for Users Fairsail

44 Timesheets The Timesheet is set up to display columns for any Pay Codes that may apply to you. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. o For time entry by Start-End Time: The Timesheet has start time and end time boxes for each time period in the day when you may be working. Typically, each period represents a shift. Pay Codes are displayed when different rates of pay apply to different times of the day. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. o For time entry by Pay Code: Fairsail Collaboration Portal: Guide for Users Fairsail

45 Timesheets The Timesheet has boxes for you to enter the time worked each day by Pay Code. For example, 8 hours Standard time and 2 hours Time and a quarter. o For time entry by Work Allocation: The Timesheet has boxes for each project, customer, or other classification that may apply to you. It may include one or more selection boxes to enable you to select from a list of available projects. It may also display columns for any Pay Codes that may apply to you. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. Fairsail Collaboration Portal: Guide for Users Fairsail

46 Timesheets 2. Enter your hours worked in the boxes for time entry. 3. When you complete each time entry, click Save. Saved timesheets are displayed in the Timesheets section of your profile: To reopen a saved Timesheet, click the Timesheet dates. o You can change saved time entries until you click Submit. o To recalculate totals on your timesheet after making changes click Recalculate before you click Save. o To delete a time entry before clicking Save, click Cancel. 4. When you complete the Timesheet, click Submit. The timesheet is sent to your manager for approval, and the Timesheets section of your profile shows the Submitted Date: o If your manager rejects the timesheet, it remains visible in the Timesheets section of your Profile with the Submitted Date removed. Make any changes necessary and click Submit again. o When approved, the Timesheets section of your profile shows the Approved Date: Fairsail Collaboration Portal: Guide for Users Fairsail

47 Timesheets Approving Timesheets When a Team Member submits a Timesheet an action is raised for their manager to approve it: To approve a Timesheet: 1. Click the approve link in the Actions list. Fairsail displays the submitted Timesheet: 2. Check the entries. You can: o Approve the Timesheet without modification. Click Approve. When approved, a Timesheet cannot be altered through the Collaboration Portal. o Make changes and recalculate totals before saving or approving. Click Recalculate. o Make changes and save without approving. Click Save. Saved, unapproved timesheets can be reopened for later further change or approval. o Reject the Timesheet. Click Reject. Rejected timesheets are made available to the Team Member for change and re-submission. The action to approve the Timesheet remains on your list of Actions. Fairsail Collaboration Portal: Guide for Users Fairsail

48 Timesheets Viewing Completed Timesheets Completed Timesheets are added to the Team member's Profile with the most recent at the top of the list. You can view a Timesheet by clicking the dates in the Timesheets section: When you have a Timesheet open, the History list on the left of the page displays links to completed Timesheets: Click a link to display the Timesheet. Fairsail Collaboration Portal: Guide for Users Fairsail

49 Vacation / Paid Time Off Vacation / Paid Time Off The Vacation / Paid Time Off process enables Paid Time Off to be requested, approved, and recorded against an allowance. Various options control the process to match that used in many different countries and organizations. Vacation is typically: Allocated as an allowance for a year or for a period of time worked. Applied for and approved in advance. In spite of the often used alternative "PTO", in Fairsail vacation can be paid or unpaid. Paid Time Off Section of Team Member Profile The Paid Time Off section of your profile shows vacation you have requested that is still in the future. Your profile also shows the reason for each request, such as planned or unplanned, and its status, such as pending or approved: Fairsail Collaboration Portal: Guide for Users Fairsail

50 Vacation / Paid Time Off New Paid Time Off Request In the Paid Time Off section of your profile page: 1. Click View: Fairsail displays your combined Paid Time Off and Absence Calendar for the current period: Fairsail Collaboration Portal: Guide for Users Fairsail

51 Vacation / Paid Time Off The calendar gives you an immediate view of the vacation and other absence you have taken and planned for the current year. Vacation and other absences are color coded for easy identification, approved days are highlighted in solid color, pending days in outline. The Paid Time Off and Absence Calendar page includes: o A summary with your Annual Allowance, current Accrued Balance, and projected Year End Balance. If you have Carry Over days or Time in Lieu due they are displayed on separate lines. The Year End Balance takes into account projected accruals, carry over, time in lieu, and approved absences between now and the year end. o The Accrual Log showing how your current accrued balance has been derived over time: The Accrual Log includes columns for Carry Over and Time in Lieu if these apply during your accrual history. By default a new vacation request is subtracted from any time in lieu and then carry over balance before your accrued allowance is affected: The Log also shows the effect of the Reset day on your accrual: Fairsail Collaboration Portal: Guide for Users Fairsail

52 Vacation / Paid Time Off In this case, days not taken in the previous year are transferred to a carry over balance, up to the maximum permitted value, your accrued balance is set to zero, and any float (base days) added to give your starting accrual for the new year. 2. Click New. Fairsail displays the Paid Time Off entry page: On the left of the page: o A summary of your time off this year. To display more detail for an item, click Maximize: Fairsail expands the entry: To open the full entry, click the date line in the summary. o Any overlaps that this time off request has with time off planned by other members of your team. This information is updated when you enter start and end dates for your request. At the bottom of the page: o The Accrual Log showing how your current accrued balance has been derived over time. The Accrual Log is updated as you complete the time off request. Fairsail Collaboration Portal: Guide for Users Fairsail

53 Vacation / Paid Time Off 3. Complete the fields as follows: Field Description Dates section Start Date End Date To request a half day: The first day of your time off. Click to display the calendar, and select the date. The last day of your time off. Click to display the calendar, and select the date. Enter the same date in Start Date and End Date. Enter 0.5 in This request (adjust if not all days are work days). Click Change. Reason Notes Click the picklist and select the reason. Any notes you wish to be recorded against the time off request. Time Off (Days) section This Request... The calculated duration of your time off request, taking into account any non-work days such as public or statutory holidays recorded on Fairsail for your location. To change the calculated number of days displayed, for example when a request includes a day or days that are not part of your work week and that is not registered on Fairsail: 4. Click: Change the calculated figure in This request... Click Change To award Time in Lieu to a Team Member, the Team Member's manager enters a negative value and clicks Change. For example, to award one day's Time in Lieu, enter -1. The Accrual Log displays an additional 1 day accrued. o Save to submit the request to your manager for approval and return to your profile page. o Save and New to submit this request and create another. o Cancel to discard your request and return to your profile page. The request is added to the Paid Time Off section of your profile page with the status Pending until approved by your manager. Fairsail Collaboration Portal: Guide for Users Fairsail

54 Vacation / Paid Time Off Approving Paid Time Off Requests 1. Click Actions at the top of your profile page: 2. Click the action relating to the time off request: You need to approve time off for <name> today 3. Click Save and Approve or Reject Paid Time Off (and absence) requests for the CEO are automatically approved. Deleting a Request for Future Paid Time Off You can delete a request for your own Vacation that is in the future, and Managers can delete requests for their Team Members' future vacations. This enables you to correct Vacations booked in error or those that are no longer required, right up to the day before they are due to start. You can delete future Vacation requests Pending approval or Approved. In the Paid Time Off section of your profile page: 1. Click the request you want to delete: Fairsail Collaboration Portal: Guide for Users Fairsail

55 Vacation / Paid Time Off Fairsail displays the Paid Time Off page for the request: 2. Click Delete. Fairsail asks you to confirm your deletion: 3. Click OK. Fairsail deletes the request and returns you to the profile page with the requested Vacation removed from the Paid Time Off section: Fairsail Collaboration Portal: Guide for Users Fairsail

56 Vacation / Paid Time Off Using the Team Calendar Use the Team Calendar to review planned holidays for your team. 1. In the Paid Time Off section of your profile, click View: 2. In the Year View click Team: Fairsail Collaboration Portal: Guide for Users Fairsail

57 Vacation / Paid Time Off Fairsail displays the Team Calendar, with booked time off indicated using color coded bars for each member of your team: Hover over a marked period to display the name of the team member who has booked that time off: Fairsail Collaboration Portal: Guide for Users Fairsail

58 Vacation / Paid Time Off Click a month to drill down into that period and show Team Members' workday patterns including public holidays: Use the picklist to show more reporting levels, and click the Acrobat icon to generate a PDF version of the month view. You can also navigate to previous and following months, or jump to the annual view. You can use the team calendar: To display further team levels. Click the Levels picklist and select the number of levels to display: To display the Paid Time Off calendar for an individual team member. Click the team member's picture from the strip at the top of the page: Fairsail Collaboration Portal: Guide for Users Fairsail

59 Vacation / Paid Time Off Fairsail displays the time off calendar for the individual team member, including the Team Member's Accrual Log at the bottom of the page: Fairsail Collaboration Portal: Guide for Users Fairsail

60 Vacation / Paid Time Off To display a team calendar for a team member's team. Click the team member's picture on the left panel: Fairsail displays the team calendar for your direct report: Fairsail Collaboration Portal: Guide for Users Fairsail

61 Vacation / Paid Time Off To generate a PDF version of the calendar you are viewing. Click the Adobe Acrobat icon: Fairsail Collaboration Portal: Guide for Users Fairsail

62 Absences Absences The Absences process enables non-vacation/pto absences to be recorded, approved and logged for type and over a time period. Certificates and other documentation can be appended to each absence. Various options control the process to match that used in many different countries and organizations. Absences are: Typically not allocated or accrued as an allowance for a year or for a period of time worked. Often requested or notified on the day or retrospectively. Paid or unpaid. Often with an undetermined end date when first entered. Absences Section of Team Member Profile The Absences section of your profile shows absences you have taken in the last six months. Your profile also shows the reason for each absence, its status, such as pending or approved, and links to any uploaded supporting documentation, such as medical certificates: Fairsail Collaboration Portal: Guide for Users Fairsail

63 Absences New Absence Record In the Absences section of your profile page: 1. Click New: Fairsail displays the Absence entry page: On the left of the page: o A summary of your absences this year. To display more detail for an item, click Maximize: Fairsail expands the entry: To open the full entry, click the date line in the summary. o At the bottom of the page: The Accrual Log for this type of absence. The values displayed depend on how Absence Accruals have been configured for your organization, and will change as you complete the absence request. Fairsail Collaboration Portal: Guide for Users Fairsail

64 Absences 2. Complete the fields as follows: Field Description Dates section Start Date End Date To request a half day: The first day of your absence. Click to display the calendar, and select the date. The last day of your absence. Click to display the calendar, and select the date. Enter the same date in Start Date and End Date. Enter 0.5 in This request (adjust if not all days are work days). End Date Provisional Reason Notes Checkbox. Check if the absence end date is predicted and not definite. If checked, your manager is automatically prompted to confirm the date when the End Date arrives. Click the picklist and select the reason. Any notes you wish to be recorded against the absence request. Time Off (Days) section This Request... The calculated duration of your time off request, taking into account any non-work days recorded on Fairsail for your location. To change the calculated number of days displayed, for example when a request includes time that is not part of your work week and that is not registered on Fairsail: 3. Click: Change the calculated figure in This request... o Save to submit the request to your manager for approval and return to your profile page. o Save and New to submit this request and create another. o Cancel to discard your request and return to your profile page. Absence requests can be managed by Fairsail in line with your HR requirements so that those over a certain length prompt you to supply supporting evidence, such as a medical certificate: a. Click Browse... to find and select the evidence document b. Click Save. The record is added to the Absences section of your profile page with the status Pending until approved by your manager. Fairsail Collaboration Portal: Guide for Users Fairsail

65 Absences Entering a Parental Leave Request Parental Leave is an employee benefit providing time off work for reasons associated with the birth or adoption of a child. Parental Leave typically includes Maternity, Paternity, and Adoption. Your company may have separate categories of absence defined for Parental Leave, in which case the Absence entry page includes extra fields: Field Description Dates section Expected Arrival Date End Date Provisional Actual Arrival Date The predicted date of the birth or adoption of the child. Expected Arrival Date should always be a future date. On the Expected Arrival Date your manager is automatically prompted to confirm the date. They can then enter an Actual Arrival Date, or enter another future date if the child has not yet arrived. Employment legislation and your company guidelines typically define the length of time before the Expected Arrival Date that Parental Leave can start. Checkbox. For Parental Leave requested in advance check to show that the End Date is to be confirmed. The actual date of the birth or the placement date. Actual Arrival Date can only be entered on or after the birth or placement for adoption, so it should always be a past date. Typically entered by your manager or HR when the date is known. Fairsail Collaboration Portal: Guide for Users Fairsail

66 Absences Return Intent Picklist. The intention of the Team Member for returning to work on completion of Parental Leave. Click the picklist and select from: Returning. Not Returning. Undecided. Local employment legislation typically provides guidelines on how and when to indicate your intentions for returning to work. Time Off (Days) section Accrued Balance For Parental Leave the Accrued Balance shows as a negative value because entitlement is typically not accrued. Approving an Absence Record 1. Click Actions at the top of your profile page: 2. Click the action relating to the absence record: You need to approve absence for <name> today 3. Click Save and Approve or Reject o If you click Reject, add explanatory notes. o If you click Save and Approve and supporting evidence is required, you are prompted to submit it: Attach the required documentation and click Save and Approve. Absence records (and Paid Time Off requests) for the CEO are automatically approved. Fairsail Collaboration Portal: Guide for Users Fairsail

67 Absences Confirming Provisional Leave Dates Requests for absence related to sickness (see page 63) or for parental leave (see page 65) typically have predicted dates: Sickness related absence can have an uncertain end date. Requests have the End Date Provisional checkbox checked. On the End Date, the Team Member's manager is prompted with an Action to confirm the date: o If the Team member has returned to work, End Date Provisional can be unchecked and the actual End Date entered if it pre-dates the provisional End Date. o If the Team Member is still absent, a new future End Date can be entered and End Date Provisional left checked. Parental Leave has uncertain start and end dates in advance of the birth or adoption placement date. End dates can remain uncertain during Parental Leave and local employment legislation often supports flexibility when specifying return to work dates. On the Expected Arrival Date, the Team Member's manager is prompted with an Action to confirm the date: o If the child has arrived, enter an Actual Arrival Date. Actual Arrival Date must be a past date or today's date. o If the child has not arrived, enter a revised, future Expected Arrival Date. On the End Date, the Team Member's manager is prompted with an Action to confirm the date: o If the Team member has returned to work, End Date Provisional can be unchecked and the actual End Date entered if it pre-dates the provisional End Date. o If the Team Member is still absent, a new future End Date can be entered and End Date Provisional left checked. Fairsail Collaboration Portal: Guide for Users Fairsail

68 Objectives The Objectives process enables a manager and a team member to agree, record, and then review one or more activities or tasks that the team member strives to accomplish. Good objectives are SMART: Specific, Measurable, Achievable, Relevant and Time bound. Fairsail enables you to agree SMART objectives, monitor progress and review how well they have been achieved. An objective that has a purely financial goal, for example sell $1M worth of product, is better entered as a target (see page 81). Best practice for objective setting depends on your organization, and HR may dictate a minimum number of annual objectives. Fairsail enables you to enter objectives for any time span that best relates to the task in hand, and to assign any number of objectives to each Team Member. Typically, a Team Member will have between two and six objectives to be achieved over the course of a year, but some job types, such as those which are project based, might have quite different norms. Fairsail enables you to use whatever is most appropriate for the job. Each objective can have one or more milestones associated with it, and progress against each milestone can be separately tracked. Actions shows team members without any current objectives and objectives due for review. Objectives Section of Team Member Profile The objectives section of your Team Member profile page shows your current objectives. If you view the profile page of any of your direct reports, or of reports below them, you can see all their current objectives: You can also view the non-private objectives of anybody in your company by navigating to their Team Member profile. Objectives Profile The objectives profile shows recently closed and current objectives. It also shows more details on all that person s objectives. This is the best place for a team member to view and work on their own objectives in one place, or for a manager to view and work on the objectives for just one team member. To display the objectives profile, in the Team Member profile go to the objectives section and click View: Fairsail Collaboration Portal: Guide for Users Fairsail

69 Objectives Team View of Objectives To display all current objectives for a team, in the Collaboration Portal: Click Team Members and select Objectives: OR In the Team Member profile go to the Objectives section, click View to display the Objectives profile, and then click Team: Fairsail displays the objectives team profile: Fairsail Collaboration Portal: Guide for Users Fairsail

70 Objectives New Objective Managers or team members can create a new objective. To add a new objective: 1. On the Team Member profile, go to the Objectives section and click New: OR On the objectives profile for the appropriate team member, click New: Fairsail displays the Current Objective page. 2. Enter the details for the objective. The content of the page can be tailored to meet your company's requirements, but details typically include: Description section Objective Name Description Measure Text. A short description/name of the objective. Text. A longer and specific description of what is to be achieved. Use SMART objectives: Specific, Measurable, Achievable, Realistic, and Time bound. Text. Details of how performance against the objective is to be assessed. Describe how the manager and team member will know that the objective has been achieved. Use a measure that leaves little or no room for uncertainty. Contribution to Business section Strategic Objective Contributes To Picklist. Select the strategic objective of which this objective is part. Picklist. Select the manager s objective of which this objective is part. Key Dates section Start Date Next Review Date Date field with calendar lookup and picklist for start-of-quarter selection. The date the Team Member is to start work on the objective. Do not enter a past date unless the team member was fully aware of all aspects of the objective from the date you specify. Start date defaults to the start of your company's current financial year, or the start of the next financial year if today's date is within a given number of months of the current year end. Default values can be set by your administrator by changing a Fairsail Policy setting. Click the date field to use calendar lookup or click the picklist to select a start-of-quarter date for the year to which the objective applies. Date field with calendar lookup and picklist for end-of-quarter selection. The next date the objective is to be reviewed. Next Review Date defaults to three months after the default Start Date. For example: Default Start Date 1 January 2013: default Next Review Date 31 March Default Start Date 15 June 2013: default Next Review Date 14 September 2013 Click the date field to use calendar lookup or click the picklist to select an end-of-quarter date for the current year. Fairsail Collaboration Portal: Guide for Users Fairsail

71 Objectives End Date Date field with calendar lookup and picklist for end-of-quarter selection. The target date for achieving the objective. This is also the date for the final objective review. End Date defaults to 12 months after the default Start Date. For example: Default Start Date 1 January 2013: default End Date 31 December Default Start Date 15 June 2013: default End Date 14 June Click the date field to use calendar lookup or click the picklist to select an end-of-quarter date for the current year. Attributes section Weight Percentage. The weighting assigned to this objective. Objectives regarded as more difficult or more important carry a higher weighting than those which are easier or of lower importance. If you use objective weighting, the total weight of all weighted objectives must be 100. If performance against this objective is part of a bonus calculation, the weighting is used when determining the bonus payment. To assign relative importance to objectives, use either objective weighting (this field) or Priority, not both. Priority Picklist. The relative importance assigned to this objective. Select High, Medium or Low. Use Low for stretch or development objectives. To assign relative importance to objectives, use either Priority or Weight, not both. Required for Bonus Visibility section Checkbox. If checked, performance against this objective is to be considered when calculating an annual performance bonus. Is Private Checkbox. If checked, the objective is visible to the team member and upward management chain only. Depending on the way your Fairsail system has been set up, Is Private can be important to ensure the privacy of the objective. Check with your HR Administrator if you are unsure. 3. Click Save to save the objective. If the manager creates the objective it is set to Manager Draft status and an action is raised for the Team Member to confirm or edit it. When creating a new objective, the manager can alternatively click Activate Without Confirm, in which case the objective is set to Active status without confirmation by the Team Member. If the team member creates the objective it is set to Team Member Draft status and an action is raised for the manager to approve or edit it. If the team member is not a Fairsail registered user, then the objective status is set directly to Active. Fairsail Collaboration Portal: Guide for Users Fairsail

72 Objectives Using Milestones You can specify milestones for an objective, effectively breaking the objective down into a number of sub-tasks. Each milestone can be separately tracked through to completion. Milestones can be added by a Team Member or the Team Member's manager. To add milestones to an objective: 1. In the Team Member profile, select the objective for which you want to add a milestone. 2. In the Milestones section, click New: Fairsail displays the Objective Milestone page: 3. In the Details section, enter a Name and Description for the milestone. 4. Enter Start and End Dates. These should be within the start and end dates for the overall objective. 5. In the Status section you can enter a percentage complete in Progress, or drag the slider bar to the appropriate position. 6. Click Save to save and close the Milestone page, or click Save and New to add another milestone for the same objective. Fairsail Collaboration Portal: Guide for Users Fairsail

73 Objectives Milestones are displayed below the objective to which they relate: Maintain milestones by entering percentage complete values in the progress boxes or by dragging the slider bars. You can also edit a milestone to change its name, description, start or end dates by clicking the milestone name: Fairsail Collaboration Portal: Guide for Users Fairsail

74 Objectives Objective Setting Overview Team Member Draft Objective Objectives in Team Member Draft have either been newly entered by the team member or amended by the team member from an original entered by the manager. They are waiting for the manager to look at them. The manager has two choices: 1. Accept the objective as entered or amended by the team member. Click Approve on the objective detail view. The objective changes to status Active. 2. Make amendments to the objective. Click Edit on the objective detail view, make the change, and click Save. The objective changes to status Manager Draft (see page 74). Manager Draft Objective Objectives in Manager Draft have either been newly entered by the manager or amended by the manager from an original entered by the team member. They are waiting for the team member to look at them. The team member has two choices: 1. Accept the objective as entered or amended by the manager.click Confirm on the objective detail view. The objective changes to status Active. 2. Make amendments to the objective.click Edit on the objective detail view, make the change, and click Save. The objective changes to status Team Member Draft (see page 74). The manager may also intervene by: 3. Deciding that the objective is non-negotiable by the team member. Click Save without Confirm on the objective detail view. The objective changes to status Active. Fairsail Collaboration Portal: Guide for Users Fairsail

75 Objectives Active Objective Objectives in Active status have been agreed by the manager and team member or required by the manager. Active objectives cannot be edited, except as part of the review described below. On the Next Review Date the objective is flagged as requiring a review. This flag shows as Review appearing on the Team Summary home page: The reviewing manager also has an action raised for them: The action appears on their Actions list and is also mailed to them on their regular Fairsail Digest. Objectives can also be reviewed before the Next Review Date is reached. Objectives are reviewed by either the manager or team member clicking Review on the objective detail view. Team Member and Manager contributions to the review differ: Team member objective review o Continuing, Closed or Completed Objective The team member enters a text comment giving their view of the progress they have made towards the objective. The team member can see their last comment and the most recent comment by the manager. Manager objective review: Fairsail Collaboration Portal: Guide for Users Fairsail

76 Objectives Complete the Review of Progress section as follows: Progress Continuing Objective Picklist. Select from: On Track Above Track Below Track. Closed or Completed Objective Picklist. Select from: Closed: Completed Closed: Exceeded Closed: Not achieved Achievement Manager Comments Next Review Date Closed: Cancelled Available as a policy option. If displayed, enter a percentage to indicate how much progress the Team Member has made towards achieving the objective. Particularly useful for closing objectives, when the percentage achievement score can be used as part of a bonus calculation. Text. The manager's view of the progress made by the Team Member towards the objective. The date of the next review of this objective. If the Next Review Date is after the End Date for the objective, the objective is extended to the new date. Text. The manager's view of the final progress made by the Team Member on the objective. No date necessary. On saving, the objective is marked as Closed. Click Save Review to close the objective review and save the values you have entered. Closed Objective Once an objective is closed by the manager it cannot be reopened. It remains so it can be considered as part of an overall Performance Review (see page 84). To repeat an objective, click Clone on the closed objective detail view. This creates a new objective (see page 68) with the same initial details as the previous objective. Fairsail Collaboration Portal: Guide for Users Fairsail

77 Metrics Review Metrics Review The Metrics Review process is a review of Team Member performance conducted by the Team Member's manager or by a member of the HR team. Performance is measured against a set of metrics, which are stored in the Metrics Library. You can use Metrics Review: Where a Team Member is performing the same work indefinitely, and where their performance can be assessed against some standardized measures. Where a more complex Performance Review is not appropriate. Where objectives have not been set, or where it is not practical to set them. As an addition to a full Performance Review. A Metrics Review produces a set of scores and levels of achievement which can be used for comparison with other Team Members. You can use the results of the Metrics Review to help in deciding how to allocate a salary review or bonus pot. Metrics Review Section of Team Member Profile The Metrics Review section of your Team Member profile page shows your latest Metrics Review result. If you view the profile page af any of your direct reports, or of reports below them, you can see their latest Metrics Review results. Fairsail Collaboration Portal: Guide for Users Fairsail

78 Metrics Review Using the Metrics Review Process Before you can start to use the Metrics Review process, the metrics you plan to use must be defined and stored in the Metrics Library. The Metrics Review process is designed to work at its best when the Team Members you plan to review have associated Job Profiles. A job profile is defined in terms of the needs of the job, and each job profile is linked to the metrics used for the Metrics Review through a specific type of Job Need called a Metrics Need. When metrics are defined and linked to a job profile you are ready to run a Metrics Review for any Team Member associated with the linked job profile: 1. In the Team Member's Collaboration Portal go to the Metrics Review section and click New: Fairsail displays the Metrics Review page for the Team Member: This page includes all the metrics you have linked to the Team Member's Job Profile. Fairsail Collaboration Portal: Guide for Users Fairsail

79 Metrics Review 2. Work through the review entering your assessment of the Team Member's performance for each metric. o Scale metrics display available levels in a picklist: The levels are those stored in the Scales Library for the scale you have used for the metric. o Number metrics provide immediate rating by color: Ratings are controlled by the values you specified for metric required value and margin. o Text metrics provide a text box for you to enter your text comments. 3. As you complete each metric assessment, you can enter an Action Plan for improvement and a Follow Up Date. Fairsail creates an Action for you on the Follow Up Date and adds the Action to your Fairsail Digest on that day. If selected in your policy, Fairsail calculates and displays running averages for: o Number metrics assessed for this Team Member: o Number metrics in this area assessed by Metric Review for all Team Members: 4. When you have completed the metric assessment, enter an Overall Comment. 5. If you have any attachments related to this Metrics Review, click Browse to find and attach the file. 6. To save the Review so that you can return to it later, click Save. A saved review is immediately visible to the Team Member. 7. When you have completed the Metrics Review, click Sign. As the Team Member's manager you can open a completed Metrics Review to enter an outcome to an action plan. Fairsail Collaboration Portal: Guide for Users Fairsail

80 Metrics Review Team Members with no assigned Job Profiles can still be assessed with a Metrics Review, although this cannot take advantage of the metrics associated with a Profile. The review comprises an Overall Comments box and the option to attach a related file, with no associated metrics: Fairsail Collaboration Portal: Guide for Users Fairsail

81 Targets Targets The Targets process records financial targets or quotas set by a manager for a team member to achieve over a specified period. The Targets process includes setting targets, monitoring actuals during the active period, and recording comments by managers and team members on the level of success achieved. Targets Section of Team Member Profile The targets section of your Team Member profile (see page 13) shows your current targets. If you view the profile page of any of your direct reports, or reports below them, you can see all their current targets: You can also view the non-private targets of anybody in your company by navigating to their Team Member profile. Team View of Targets To display all current targets for a team: In the Collaboration Portal click Team Members and select Targets: Fairsail displays the Team View of targets, showing: Targets for your direct reports. Targets for your colleagues. Links to the team views of targets for colleagues teams. Fairsail Collaboration Portal: Guide for Users Fairsail

82 Targets New Target Only managers can create a new target. To create a new target: 1. On the Team Member's profile go to the Targets section and click New. 2. Enter the details for the target. The content of the page can be tailored to meet your company's requirements, but details typically include: Name Target Quarter 1 Target Quarter 2 Target Quarter 3 Target Quarter 4 Start Date Private A short description/name of the target. The amount to be achieved by the end of the first quarter. The amount to be achieved by the end of the second quarter. The amount to be achieved by the end of the third quarter. The amount to be achieved by the end of the fourth quarter. The beginning of the year in which the Team Member starts or started work on the target. Check this box to keep the target private to the team member and their manager. 3. Click Save to save the target. The target is set to status Draft (see page 82). If the team member is not a Fairsail registered user the target is set directly to status Active (see page 82). Draft Target Targets in status Draft (see page 82) have been newly entered by the manager or amended by the manager whilst Active (see page 82). They are waiting for the team member to confirm that they have seen and acknowledged the target. To confirm the target, the team member clicks Confirm on the target detail view. The target changes to status Active (see page 82). Active Target Targets in status Active have been entered by the manager and confirmed by the team member. Active targets can only be edited by the manager, except as part of the Target Review (see page 83). Changed targets return to Draft (see page 82) status. Entering Actuals Actuals are the actual amounts made by the team member in pursuit of a target. Actuals can be: Entered actuals, entered by the manager or HR manager. If configured, they can also be imported automatically from a linked finance system. Entered actuals are definitive amounts made by the team member, used for bar charts on the target home page, team member summary and in reports. Salesforce actuals computed by Fairsail from the closed opportunities from Salesforce. To compute Salesforce actuals a team member must be a registered Fairsail user and a registered Salesforce user. That team member must also have entered opportunities into the Salesforce system and closed those opportunities during the appropriate year, quarter, or month for the Fairsail target. Salesforce actuals are computed whenever any user views the target detail view for a given target. Fairsail Collaboration Portal: Guide for Users Fairsail

83 Targets Target Review Targets can be reviewed at any time by the team member or manager. Review targets by clicking Review on the target detail view. Team Members and managers enter different information for the review: Team Member target review: Continuing or Closed Target The Team Member enters a text comment giving their view of the progress they have made towards the target. The Team Member can see their last comment and the most recent comment by the manager. Manager target review o Continuing Target The manager enters a progress status for the target of On Track, Above Track, or Below Track, and a text comment giving their view of the progress the Team Member has made towards the target. o Closed Target The manager enters a text comment giving their view of the final progress the Team Member made on the target. The target status is then changed to Closed (see page 76). Closed Target Closed targets remain on the Team Member summary so they can be considered as part of an overall Performance Review (see page 84). Targets can be repeated by clicking Clone on the closed target detail view. Cloning creates a new target (see page 82) with the same initial amounts as the previous target. Fairsail Collaboration Portal: Guide for Users Fairsail

84 Performance Review The Performance Review process implements a performance review of a team member by the team member's manager, with contributions by the team member. The review is completed annually, or sometimes twice a year. It is a summary of the overall performance of a team member over the review period. A key output is the performance rating for the team member. This is used in other processes such as talent management and succession planning. It is also used for pay and bonus planning. The crucial part of the performance review is the review meeting between manager and team member. Each part of the performance review of a team member: Preparation Approval by HR Comments after the meeting...is recorded in the system by the manager. The team member can enter comments, and the review can also include a self performance review entered by the team member about themselves. A self performance review can only be created as part of a performance review. You can produce a PDF of the Performance Review at each stage of the process - just select Performance Review Detail view. Typically, a PDF is produced and used as an attachment to an at the end of the process. Performance Review Section of Team Member Profile The Performance Review section of your Team Member profile (see page 13) shows your current Performance Review, with status, rating and review summary: Fairsail Collaboration Portal: Guide for Users Fairsail

85 Performance Review New Performance Review A manager can create a new performance review. 1. On the Team Member profile for the appropriate team member, go to the Performance Reviews section and click New. If the team member has a performance review already entered in Draft, Approved, or Revealed status you cannot create another review, and Fairsail displays the current performance review. A team member cannot have two performance reviews ongoing at the same time. 2. Enter the details for the performance review. Options can vary depending on your company's requirements, but details typically include: Rating Training Review Strengths Development Needs Career Aspirations The overall performance rating for this team member. This will take into account all objectives, targets, personal development etc achieved by that team member during the year. The manager's review of any training activities undertaken by the Team Member during the period. A written description expanding on the performance rating. The strengths displayed by the Team Member in the period. Any development needs for the Team Member. How the Team Member wants their career to develop. 3. Click Save. If performance review approvals are required, the review is set to status Draft. Annual Average Scores Compute and display average scores based on all reviews since the last annual review: Annual Average Competency Score Annual Average Objective Score The averages are calculated from all scores by all reviewers, including self review scores. Scores are displayed in the Collaboration Portal Performance Review, in the Additional Details section: Additional details can be displayed for both mid-year and annual performance reviews. Fairsail Collaboration Portal: Guide for Users Fairsail

86 Performance Review Draft Performance Review Performance reviews in Draft status have been newly entered by the manager. The team member cannot yet see what has been entered - the performance review must first be revealed. There may be a requirement for the performance review to be approved by HR before it can be revealed to the team member - this requirement is set by the HR manager in the Fairsail Policy for the department. Depending on the approval requirement, the manager can take one of two actions: Submit the performance review for HR approval: On the Performance Review detail view, select Submit. The performance review remains in Draft status until set by the HR manager to Approved (see page 86) status. OR Reveal the performance review to the team member: On the Performance Review detail view, select Reveal. Typically, the manager cannot edit the performance review after it has been submitted or revealed. If your organization needs to edit reviews after they have been revealed, your HR manager or administrator has access to a policy setting to enable editing after revealing. HR Approval of Performance Review Settings in your Fairsail Policy control if performance reviews must be approved by HR before revealing to team members. If HR approval is not required, reviews can progress directly to Reveal status. For HR approval, HR Managers review the rating and review comments. HR Managers can then: Approve the performance review, with or without altering the performance rating and review comments. The performance review is set to Approved status. OR Reject the performance review. The performance review passes back to the manager for amendment before being resubmitted. It remains in Draft status. Approved Performance Review Performance reviews in Approved status have been entered by the manager and approved by HR. They are ready to be revealed to the team member. The manager can reveal the performance review to the team member as soon as it is approved. The manager might wait for the performance review meeting (see page 88) with the team member. This would be appropriate if, for example, the review contained bad news. If in doubt consult your HR manager. To reveal the performance review to the team member: On the Performance Review detail view, select Reveal. The status changes to Revealed (see page 86). Self Performance Review A self performance review is created by the team member as part of a performance review. It is an opportunity for the team member to comment on their own performance during the year. To display the self performance review details page: In the performance review section of your Team Member profile (see page 13), click the active performance review. You can only do this once your manager has started the review process. The self performance review starts in Draft status. Fairsail Collaboration Portal: Guide for Users Fairsail

87 Performance Review Draft Self Performance Review A self performance review in Draft status is ready for a team member to enter their self review, or once entered, ready to be revealed by the team member to the manager. To enter the self performance review: 1. On the Self Performance Review details page, click Edit. 2. Enter the self performance review as text, taking into account all objectives, targets, personal development and other related activities you have worked on during the review period. When you have entered the self performance review it is ready to be revealed. You can delay revealing until during or after the performance review meeting. 3. When you are ready to reveal the self review to your manager, click Reveal on the Self Performance Review details page. The self performance review moves to Revealed (see page 88) status. Revealed Self Performance Review A self performance review in Revealed status is one that has been entered and revealed by the team member. Typically, the team member cannot edit a self performance review after it has been revealed. If your organization wants to allow self performance reviews to be edited after they have been revealed, your HR manager or administrator has access to a policy setting to enable it. As the team member, you are now ready for the performance review meeting (see page 88) with your manager. The review meeting is the most important part of the performance review process. By making your own notes you will be well prepared for it. After the meeting you must sign the self performance review before the manager can sign the overall performance review. You are not necessarily signing that you agree with your manager, although that is preferable. You are signing to acknowledge that the performance review has taken place. You do have an opportunity to put a final comment before you sign. The manager cannot make any comments beyond what has already been put in the performance review. To sign the self performance review: 1. On the Self Performance Review details page, click Sign. You are asked to make a final comment on the review; the comment can be anything that you want to be taken into account in the review that has not already been entered by you or your manager. 2. When you have entered your the final comment, click Save. The self performance review goes to Completed status. Fairsail Collaboration Portal: Guide for Users Fairsail

88 Performance Review Revealed Performance Review Performance reviews in Revealed status have been entered by the manager, sent for approval by HR if that is a requirement in your organization, and revealed to the team member. Typically, the manager cannot edit a performance review after it has been revealed. If your organization wants to allow performance reviews to be edited after they have been revealed, your HR manager or administrator has access to a policy setting to enable edit after reveal. The manager now holds the performance review meeting (see page 88) with the team member. After the meeting the performance review is signed by the manager. If there is a self performance review (see page 86) then the performance review cannot be signed by the manager until: 1. The self performance review has been revealed to the manager 2. The self performance review has been signed by the team member. When these conditions are met the manager can sign the performance review: On the Performance Review detail view, select Sign. The status changes to Completed. Performance Review Meeting The manager is now ready to hold the performance review meeting with the team member. If the team member has entered a self performance review (see page 86) the meeting will include discussion of the reviews entered by both the manager and team member. Allow time for the team member to write their self performance review (see page 86) before holding the meeting. The manager and team member do not have to reveal their comments or the rating before the performance review meeting but it is usually much better if they both do so. The meeting will not work well as an "ambush". An exception should be made if the comments carry bad news; such information is always best delivered face-to-face. The performance review meeting is the most important part of the performance review process. The rest of the performance review process is simply a preparation for the meeting. Completed Self Performance Review A self performance review in Completed status is one that has been entered, revealed and signed by the team member. This releases the linked performance review for signing by the manager (see page 86). A Completed Performance Review cannot be edited by anyone. Completed Performance Review A performance review in Completed status is one that has been entered, revealed and signed by the manager. If a self performance review was included then this must have been completed too. A Completed Performance Review cannot be edited by anyone. Fairsail Collaboration Portal: Guide for Users Fairsail

89 Talent Plan Talent Plan The Talent Plan process enables a manager or HR Administrator to enter information on the team member to make up a talent plan. The plan attempts to assess the current performance level and potential of the team member, as well as the risk of them leaving, the likely reason, and consequence for the organization. The Talent Plan is not seen by the team member and typically entered by the manager. Talent Plan Section of Team Member Profile The talent plan section of direct reports Team Member profiles (see page 13) shows the most recent talent plan for those team members: This is the best place for a manager to view and work on the talent plan for just one team member. Team View of Talent Plan To display the Talent Plans for a team: In the Collaboration Portal click Team Members and select Talent Plan: Fairsail Collaboration Portal: Guide for Users Fairsail

90 Talent Plan Fairsail displays the Talent Plan summary for the team, using color coded symbols to represent the ratings given to each Team Member: Hover over a symbol to reveal the rating: Fairsail Collaboration Portal: Guide for Users Fairsail

91 Talent Plan New Talent Plan Only managers can create a new talent plan. To create a new Talent Plan: 1. On the Team Member's profile go to the Talent Plan section and click New. 2. Enter the details for the talent plan. The content of the page can be tailored to meet your company's requirements, but details typically include: Performance Rating Potential Taken from the latest value set by the review process. If no review process has been done then it may be entered by hand What level within the company has this person the potential to reach in the next two years? Choose from: Low Medium Risk of Leaving High What is the risk that this person will leave in the next two years? Choose from: Low Medium Reason to Leave High What is the primary reason that someone will leave? Choose from: No career progression Seeking new skills Salary Personal/family change Work environment Fitting in to team Impact of Loss Other What is the impact to the company if this person leaves? Choose from: Low Medium Retention Plan High The steps you intend to take to ensure that this Team Member remains engaged in your organization. 3. Click Save. Fairsail Collaboration Portal: Guide for Users Fairsail

92 Talent Plan Talent Plan Reports A series of scatter plots to highlight various issues. Scatter plot of performance against potential for a set of team members. People fall into one of four categories: 1. High potential and performance: the rising stars. 2. High performance, low potential: best in current job. 3. Low performance, high potential: need to move or resolve issues. 4. Low potential and performance: need to develop or remove. Scatter plot of criticality against risk of leaving. People fall into one of four categories: 1. High criticality and risk of leaving: urgent need to find successors or tackle reason. 2. High risk of leaving, low criticality: only a problem if high potential. 3. Low risk of leaving, high criticality: find successors. 4. Low criticality and low risk of leaving: only a problem if also low potential and performance. Plot an organization chart with colored bars showing the various factors above. Able to switch in and out factors as desired. Use this to highlight issues within organization. Fairsail Collaboration Portal: Guide for Users Fairsail

93 Skills The Skills process enables team member's skills to be recorded for use in career planning and succession planning. Skills within Fairsail are the technical abilities or knowledge required to perform a job; this covers a broad area and will vary significantly from company to company. The skills required by a company are defined in the Skill Library by the HR manager. Managers and team members set the level of ability of team members against skills selected from the Skill Library. Skills Section of Team Member Profile The skills section of your profile shows your current skills: This is the best place for a team member to review their own skills in one place or for a manager to view and work on the skills for just one team member. Fairsail Collaboration Portal: Guide for Users Fairsail

94 Skills Team View of Skills To display a skills breakdown for a complete team: In the Collaboration Portal click Team Members and select Skills: Fairsail displays the Skills summary for your team under two tabs: o Immediate Team and Colleagues o Manager and All Below For each skill the table shows: o The area in which the skill falls o The name of the skill o The number of people holding the skill o The level at which the skill is held by those people Fairsail Collaboration Portal: Guide for Users Fairsail

95 Skills Skill tables are ordered with the most strongly held skills at the top. Skill levels are indicated by colored bars, with each color representing a different skill level, and the length of each colored bar proportionate to the number of people at that level. Hover over a skill bar to reveal more detail: To reveal the names of team members with a particular skill, click the skill name: Fairsail displays the Skill Search window with the names of all team members holding the skill you clicked broken down into: o Immediate Team and Colleagues o Manager and All Below o Cross-Company Fairsail Collaboration Portal: Guide for Users Fairsail

96 Skills Fairsail Collaboration Portal: Guide for Users Fairsail

97 Skills Click the tabs to see team members in that group: Total figures are those awarded to the team member for the skill, and are controlled by the scale rating associated with the skill; higher skill levels earn higher scores. You can click a Team Member name to go to that person's Collaboration Portal profile. Fairsail Collaboration Portal: Guide for Users Fairsail

98 Skills New Skill To add a new skill for a Team Member: 1. Go to the Skill section of the Team Member's profile (see page 13) and click New. Fairsail displays the Current skill page 2. In the Skill section use the picklists to select a skill from the Skill Library. Fairsail displays the options for the level of skill depending on the skill you have chosen: 3. In the Current Level section enter the following details. Level Approver Expiry Date Experience Click to select the Team Member's current level of skill. If displayed, click the picklist and select the person who is to approve adding the skill to the Team Member's profile. The Approver is sent an , requesting them to approve the skill, and an Approve Skill item is added to their list of Actions. A future date when the Team Member will need to refresh the skill. The Team Member's manager is sent an alert in their Fairsail Digest on the skill expiry date. A text description summarizing the experience that the Team Member has with this skill. 4. To save the skill click Save. Fairsail Collaboration Portal: Guide for Users Fairsail

99 Skills Approving Skills for Team Members The Skills process can be set up so that all Skills added for Team Members must be approved. Approval can be: Self approval. Approval by the Team Member's primary manager. Approval by a Qualified Assessor, typically someone who has a high level of expertise in the skill. If you are: The manager of a Team Member who has added a skill to their profiles. Designated as a Qualified Assessor for one or more skills that have been added to Team Members profiles....your Actions list (see page 16) will include an Action for you to approve the skill: Fairsail Collaboration Portal: Guide for Users Fairsail

100 Skills 1. Click the approve skill link. Fairsail displays the skills page for the Team Member: 2. You can: o Change the Team Member's assessment of their skill in the Current Level section. o Add entries to the Required Level section. o Add attachments. Fairsail Collaboration Portal: Guide for Users Fairsail

101 Skills 3. Click: o Save To save any changes you have made without approving the skill. The approve skill action remains on your Action list. o Approve To approve the addition of the skill to the Team Member's profile if the Skills page presents a fair assessment of the Team Member's skill. You are asked to confirm your identity by entering your User Name and Password: Enter your details and click Authenticate. If your organization uses single sign-on to access Fairsail, use the credentials known to Salesforce. The skill is approved and added to the Team Member's Profile. The approve skill action is removed from your Action list. o Cancel To close the page, ignoring any changes you have made. The approve skill action remains on your Action list.he page. o Delete To remove the skill from the Team Member's profile. You are prompted to confirm. The approve skill action is removed from your Action list. Fairsail Collaboration Portal: Guide for Users Fairsail

102 Skills Skill Search You can use Fairsail to search for holders of a specific skill or for a set of skills matching a skills profile. To use Skill Search: 1. In the Collaboration Portal click Team Members and select Find Skills: Fairsail displays the Skill Search page: Fairsail Collaboration Portal: Guide for Users Fairsail

103 Skills 2. In the Required Skills Profile section, build the profile you want to search against. Click the Area picklist and select the area for the first skill: Fairsail populates the Skill picklist for the area you selected. 3. Click the Skill picklist and select the first skill to add to the profile: 4. Click Add: Fairsail adds the skill to the profile and immediately searches for team members who hold the skill, displaying the results in the tables below: Fairsail Collaboration Portal: Guide for Users Fairsail

104 Skills 5. Repeat the steps to add other skills to the skill profile. Fairsail repeats the skill search with each new skill and builds a composite results table, color coded to represent the different skills and broken down into: o Immediate Team and Colleagues o Manager and All Below o Cross-Company Click a tab to reveal the people in that category matching the skills profile you have built: Total figures are the sums of the scores awarded to a team member for the level at which they hold each skill. Scores are controlled by the scale rating associated with the skill; higher skill levels earn higher scores. Team members with the highest total scores are displayed at the top of the list. Hover over a skill bar to reveal more detail: Click a team member name to go to that person's Collaboration Portal profile: Fairsail Collaboration Portal: Guide for Users Fairsail

105 Skills You can modify the profile by adding more skills or by deleting existing skills. To delete a skill from the profile, click Delete in the Action column: Fairsail removes the skill from the profile, repeats the skill search, and displays the amended results. Fairsail Collaboration Portal: Guide for Users Fairsail

106 Competency Assessment Competency Assessment The Competency Assessment process enables team members to be assessed against a list of competencies and behaviors. The assessment is carried out by the manager (as a training need analysis) or by the manager, team member, peers and the team member s team members (as full multi-rate 360 feedback). You can also nominate external assessors. The main purpose is to focus on the behavioral side of work performance and drive development planning. Before you run an assessment, the team member needs a set of competencies and behaviors on which to be assessed: The competencies and behaviors are listed in a competency library. A job profile is created combining a selection of competencies. A manager or HR administrator selects a job profile with the competencies appropriate for each team member. Assessors complete a questionnaire for the role being assessed. The manager is always one of the assessors, and if the team member is not a registered user the manager is the only assessor. If the team member is a registered user, they can make a self assessment. They can also ask other registered users to act as assessors. The other assessors are grouped into colleagues, direct reports or others. There must be a minimum of 3 registered users in each of those assessor groups. The system will not show results until the requisite number have responded. Assessors provide feedback by completing a questionnaire. Their responses to the questionnaire are only available when all questions have been answered. The team member, manager and HR administrator can see who has and has not completed their questionnaires. When a request for assessment is made a date is set by which completion is required. Any time after that date the assessment request can be canceled. The assessor is informed. An assessment can be closed if there are no outstanding assessment requests. On closing, the system enforces anonymity as follows: 1. All assessor groups, other than self and manager, must have three or more assessors. 2. Any assessments in groups that do not have three assessors are converted into the group Other. 3. If the group Other does not have three assessors then the group with the fewest assessors is converted to Other. This conversion excludes self and manager assessments. 4. If, after all assessments excluding self and manager assessments, are converted to Other there are fewer than three assessments in Other, Other is disregarded in the results. 5. After automated scoring, the original raw responses are deleted to protect assessors anonymity. Additional results cannot be added after scoring and deletion of raw results. Fairsail Collaboration Portal: Guide for Users Fairsail

107 Competency Assessment Competency Assessment Section of Team Member Profile The Competency Assessment section of your Team Member profile shows your latest Competency Assessment with: The list of competencies against which you were assessed. The scores you achieved from each group of assessors for each competency. Fairsail Collaboration Portal: Guide for Users Fairsail

108 Competency Assessment Team View of Competencies To display a view of the competencies held by a complete team: In the Collaboration Portal click Team Members and select Competencies: Fairsail displays the Competencies summary for those of your direct reports who have Competency Assessments. The left of the page shows the team members who are included, with their top two competencies identified: Fairsail Collaboration Portal: Guide for Users Fairsail

109 The main page displays the competency analysis broken down into three sections: o Competencies ranked by overall strength, with the strongest at the top of the list: Collaboration Portal Competency Assessment o Competencies showing the contributory indicators with the highest average scores across the team: o Competencies showing the contributory indicators with the lowest average scores across the team, indicating a potential need for development: In all cases Average scores are calculated: Fairsail Collaboration Portal: Guide for Users Fairsail

110 Competency Assessment Across all assessors excluding the self assessment. Including the team manager. All Average scores can also be displayed in the PDF version of the team competency assessment. All Average scores are calculated across the organization, using scores for anyone who has been assessed for that competency in the last 12 months. New Competency Assessment 1. In the Competency Assessment section of the appropriate Team Member profile click New: Fairsail displays the Competency Assessment detail page for the Team Member. Note that you can only have one active competency assessment for each team member. 2. Enter some details for the assessment: Job Profile End Date Close Date Picklist. Select the Job profile containing the competencies and indicators that are to be assessed. This will be set up by your HR manager. Choose the Job profile that you have been asked to use. Date by which people are asked to complete feedback. Set this a few days before the Close Date to give time to chase stragglers. The Fairsail configurable workflow can send reminders before and immediately after that day. Date after which the competency assessment may be completed and outstanding feedback requests canceled. Make this shortly after the End Date to give a grace period for feedback to be completed. The Close Date is not normally revealed to the assessors but it is the date up to which you will wait for them to supply feedback. Fairsail does not let you cancel assessments to see your results until the Close Date, but you can see the results before the close date if all assessments are complete. 3. Click Save. Fairsail creates the new competency assessment and displays the Competency Assessment page complete with two assessors: o The Team Member being assessed. This is the self assessment. o The Team Member's manager. This is the manager assessment. Fairsail Collaboration Portal: Guide for Users Fairsail

111 4. Add any other assessors you want to contribute before starting the competency assessment. Collaboration Portal Competency Assessment Fairsail displays suggested assessors in the left panel. You can add one or more of the suggested assessors to the Competency Assessment by clicking on the pictures: Use Assessor Lookup to search for and select other assessors: If your organization has been set up to accept External Assessors, the left panel includes fields for External Assessor Name and Use the picklist to select the reporting relationship that the person doing the assessment has to the person being assessed. The category of reporting relationship is used to group the results. For groups to show separately in the results, each reporting relationship group must have at least three people in it. 5. Click Add Assessor. Repeat this step until you have selected all assessors. External assessors receive an with a link to the assessment questionnaire. Fairsail Collaboration Portal: Guide for Users Fairsail

112 Competency Assessment Starting a Competency Assessment Click Start on the Competency Assessment view page. This informs the assessors that you have requested them to complete an assessment. They will now be able to start entering those assessments. Note that various rules might be set by your HR manager for the assessors that you ask. These might include: A requirement for a self and/or manager assessment. A minimum number of assessors. You will not be able to start the competency assessment until all these conditions are met. If you click Start you will be informed of any conditions outstanding. Completing a Competency Assessment When the assessments have been gathered the competency assessment is marked as completed. This processes the assessments and prepares the results for viewing. To complete the competency assessment, the team member, manager or HR manager clicks Complete on the competency assessment view page. Fairsail may complete the assessment automatically when all assessments are complete if that option is selected in the policy for the team member s department. If there are any assessments that are not yet completed then they are canceled. Assessments cannot be requested or completed after the competency assessment has been completed. The process of completing the competency assessment cannot be reversed. Conditions The competency assessment must meet a series of (configurable) conditions before it can be marked as completed. For example: 1. A self assessment has been completed. 2. A manager assessment has been completed. 3. A minimum number of other assessors have completed an assessment. 4. Either all the assessors who have been asked to give feedback have completed it, or that the competency assessment Close Date has past and you no longer wish to wait for the feedback to be completed. Conditions 1 to 3 are controlled by the Fairsail Policy settings for an HR department. If a competency assessment fails any of these conditions the system will refuse to allow the completion and will display a message giving the reasons. Fairsail Collaboration Portal: Guide for Users Fairsail

113 Competency Assessment Anonymity Protection A policy option enables you to hide all assessor names - including your manager's - in competency assessment results. If this option is selected in your Fairsail implementation, the results of each assessment are identified only by the differently colored bars. Alternatively, the system gives anonymity to assessors by hiding the identity of all assessors (other than self and manager). To give this protection the completion process ensures that there are no fewer than three assessors in any one assessor group (other than self and manager). If there are less than three completed assessments in any such group then groups will be merged. The steps that are taken to merge groups are: 1. All groups with less than 3 assessors are added to the group other. If other does not exist it is created. 2. If the other group does not have three completed assessments, the smallest group with three or more assessors is added to the other group. If two groups tie for minimum number of assessors then the first one in the following order is used: a. Colleague b. Direct report c. Customer. 3. If there are still less than three completed assessments other than self and manager then only the self and manager results are used in the results. The other assessments will not be counted. Note that this will not occur if at least three assessments are required in condition 3 above. After combining groups and scoring the questionnaire the individual responses are deleted. This further protects the anonymity of assessors in countries where computer information held on an individual may be liable to be revealed to that person on request. The deletion also significantly reduces the data storage requirements of multi-rater feedback. Fairsail Collaboration Portal: Guide for Users Fairsail

114 Competency Assessment Competency Assessment Results For closed assessments the Collaboration Portal displays the results: Details Competency Assessment Status (completed) Job Profile against which the assessment was made Assessors Completed Date Identified by name and role within the assessment Fairsail Collaboration Portal: Guide for Users Fairsail

115 Competency Assessment Competency results Competencies used for the assessment, ranked in descending order by overall average score of all assessments except the self assessment. Scores for self, manager, and the averages for each of the other groups. Response frequency. Shows the frequency of scoring for the indicators underlying each competency. For example, for the competency Selling the Product: o There are six indicators, each of which can be scored from 1 to 5. o The Response frequency column shows , with each number showing the total number of responses for each possible score. o 0 indicates no responses for that score, so none of the six indicators were scored 1, 2, or 3 by any of the six assessors. o 16 indicates that across six assessors and six indicators, there were 16 scored 4. o 12 indicates that across six assessors and six indicators, there were 12 scored 5 Fairsail Collaboration Portal: Guide for Users Fairsail

116 Competency Assessment Agreed Strengths High scored indicators for which there is good correlation between the self score and the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Fairsail Collaboration Portal: Guide for Users Fairsail

117 Competency Assessment Unrealised Strengths Agreed Development Areas Potential Blindspots Indicators for which the self score is well below the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Low scored indicators for which there is good correlation between the self score and the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Indicators for which the self score is well above the average score by all other assessors. Ranked in ascending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. The PDF version of the results includes Team competency scores: An Average Score for each competency, calculated from all current competency assessments completed for members of the same team. An All Average score for each competency, calculated across the organization, using scores for anyone who has been assessed for that competency in the last 12 months. Competencies Competencies are factors of behaviors or personal values that are assessed during a competency assessment. A competency assessment typically looks at between three and a dozen competencies. Each competency is, in turn, made up of a number of indicators (see page 117), or the actual items in the questionnaire that assessors are asked to rate. A competency normally has between three and a dozen indicators. All of the indicators for all of the competencies make up the online questionnaire used by each assessor. When a competency assessment is scored the individual indicator scores within each competency are averaged to give a score for that competency. Indicators Indicators are the individual aspects of behavior or personal value that make up a competency (see page 117). They are the actual questions used in the online questionnaire. When a competency assessment is scored the assessors scores for each indicator are averaged, with the self score kept separate. Indicator Comments Indicator comments are the optional text comments given by assessors to explain their assessment of that indicator (see page 117). These comments are included in the results without identifying who said them (other than the type of assessor). However, the comment itself sometimes identifies who gave it. Fairsail Collaboration Portal: Guide for Users Fairsail

118 Development Plan Development Plan The Development Plan process enables a team member and their manager to flag a list of areas that need development. These can be: A skill need, from the skills process. A competency need, from the competency assessment process. A development objective defined as a specific item, and typically identified outside the skills or competency assessment processes. You can subsequently link the item to a competency or skill. Against each identified item you can record an action plan and a target date, and for skills development you can also record current and required levels. Development Plan Section of Team Member Profile The Development Plan section of your Team Member profile (see page 13) shows your current development needs: This is the best place for a team member to review their own development needs in one place or for a manager to view and work on the development needs for just one team member. Fairsail Collaboration Portal: Guide for Users Fairsail

119 Development Plan New Development Need You can enter new development needs for skills or competencies that have been assessed for that team member, or as separately identified development needs outside the skills or competency assessment processes. You can use the Development Plan section of the Team Member Profile to enter all development needs. You can also: Use the Skills section to enter a new skill and identify it as a development need. The skill is then added to the Development Plan section of the Team Member Profile. Use the latest Competency Assessment and identify a competency as a development need. The competency is then added to the Development Plan section of the Team Member Profile. If permitted by your policy, both Team Members and their managers can enter new development needs. Needs entered by the Team Member must be approved by the manager before they become active. Click New and enter the details for the development need. The content of the page can be tailored to meet your company's requirements, but details typically include: Competency or Skill Current Level Required Level Target Date Agreed Action Attachment The skill or competency identified as a development need. Use the picklists to select from available skills or competencies. The current level of skill or competency expressed as a score, with one being the minimum value on the rating scale. Also shown is either the rating scale label equivalent to the score, or the nearest labels above and below. The level of skill or competency that the team member is to be developed towards. The date by which the Team Member needs to show good progress towards meeting the development need. The action plan for the Team Member to work towards meeting the development need. Browse to select and attach a file related to the development need. Click Save to save the development need and return to the Team Member's profile, or Save and New to save the current development need and add another. Monitoring Progress When you have added a new development need a manager can record progress and the outcome in the Outcome section of the development need page: Progress Outcome Enter a text summary of progress to date. Use the picklist to select the appropriate outcome such as Achieved, Exceeded, Canceled. Outcomes are entered by a Team Member's manager and can be viewed by the Team Member. When completed, a development need is no longer visible on the Team Member's profile page. Fairsail Collaboration Portal: Guide for Users Fairsail

120 Training Training The Training process enables the range of activities associated with answering development needs to be identified, recorded, assigned to employees and tracked. Training can include courses. events, activities, and books. Training can result in acquiring a new skill or competency, in improving an existing one, or in making progress towards a specific objective. Training options for selection are stored in the Training Library, but training not yet added to the library can also be requested. Training can be requested by a Team Member for themselves, by a Team Member's Manager for the Team Member, or by HR. A training request can follow an approval process. Training Section of Team Member Profile The Training section of your Team Member profile (see page 13) shows your training history and a plan for future training. You can also use the Training section to request training. Fairsail Collaboration Portal: Guide for Users Fairsail

121 Training New Training Request To request training: 1. On the Team Member Profile, go to the Training section and click New: 2. The page content can be tailored to meet your company's requirements, but details typically include: Training Name Description Start Date End Date Rationale The name of the training course, event, book, or other activity you are requesting. A brief description of the training if Training Name needs further detail. The date you want the training activity to start. The date you want the training activity to be complete. The reason you want to undertake the training activity. Enter enough detail to provide adequate justification for any approval process your organization uses. 3. Click Save. The training request is sent to the defined approver, usually the Team Member's Manager. If a full Salesforce approval process is in place, the Team Member's Manager must submit the request to start the process. Training Approval Process Approving Training Requests for a Team Member is typically the responsibility of the Team Member's Manager. The Manager receives an Action to approve the training request in their Fairsail Digest, and the action is added to the list accessible through the Actions link at the top of their Profile page: 1. Click Actions. 2. Click the action to approve the training request: You need to approve training for <name> today 3. Click Approve or Delete. You can also apply a full Salesforce approval process to Training requests. The approval process is similar to that used for Performance Reviews and HR Requests. The Salesforce approval process must be defined, and set Submitted Date and Approved Date at appropriate times. When enabled, Managers can submit a Training request for approval and the request follows the defined approvals process. Fairsail Collaboration Portal: Guide for Users Fairsail

122 Succession Plan Succession Plan The Succession Plan process enables each team member to have one or more others designated as successors. Successors are entered by the manager or HR administrator, and are not seen by the team member. Against each successor there is a readiness rating: Now Within a year Within two years Successors are displayed in a table format enabling drill down to display the succession plan for a complete team. Successors Section of Team Member Profile The successors section of your direct reports Team Member profiles (see page 13) shows their successors: This is the best place for a manager to view and work on the successors for just one team member. Fairsail Collaboration Portal: Guide for Users Fairsail

123 Succession Plan Team View of Successors The team view of successors is the best place to display and build a succession plan for an entire team. To display a list of successors for all members of a team: 1. From your profile click the Team Members picklist and select Succession Plan: Fairsail displays your team members with a summary succession plan: The Succeeds To column shows the upward succession plan for a team member and is automatically completed as you enter succession plans for a team. 2. You can: o Add a new successor for a Team Member: click New. This gives you an easy way to build a succession plan for your team. o Jump to the succession page for one of the defined successors. Click the Team Member name in the Successors column. You can then edit the readiness rating for the successor, or delete them as a successor to the Team Member. o Jump to Team Member profile: click the Team Member name in the Team Member column. Fairsail Collaboration Portal: Guide for Users Fairsail

124 Succession Plan New Successor Only managers can create a new successor. On the Team Member profile go to the successors section and click New. Enter the details for the successor: Team Member Successor Readiness Rating Link to the team member currently doing the job. Link to the team member that is the potential successor. Rating of how soon the successor will be ready to realistically perform the potential job. Choose from: Now Click Save to save the successor. Within a Year Within Two Years Succession Reports A succession report lists all team members, totaling the number of successors and the highest readiness of those successors. This is sorted by the ascending number of successors and then the descending highest readiness. The most critical people for whom to find successors are at the top of the list. This report will also contain data from the talent plan: risk of leaving and potential. Fairsail Collaboration Portal: Guide for Users Fairsail

125 Current Vacancies Current Vacancies If your company subscribes to Fairsail Recruit as well as Fairsail HCM, you can take advantage of a direct link from your Collaboration Portal profile page to any current vacancies advertised on your company's Applicant Portal. Current Vacancies Section of Team Member Profile The Current Vacancies section of your profile summarizes internal vacancies currently advertised on your company's Applicant Portal: To open the Portal page for a vacancy, click the Vacancy Name: Fairsail displays the job details page from Fairsail Recruit with a link enabling you to apply: Fairsail Collaboration Portal: Guide for Users Fairsail

126 Current Vacancies To open a search page for all current vacancies, click View: Fairsail displays the current vacancies page from Fairsail Recruit: o Click the Vacancy Name to display the Job Details page. o Use Search to look for a specific vacancy. Fairsail Collaboration Portal: Guide for Users Fairsail

127 Salary Planning Salary Planning Salary Planning enables managers to explore a number of what if... options when deciding how to award salary increases to team members. Fairsail enables you to use the full range of models for salary award distribution, from simple, across the board flat rate increases for all employees to highly complex award patterns dependent on any combination of factors held in Fairsail including: Current salary Position in salary band Time in grade or employment Performance rating Competency or skill assessment Salary Planning models can use formulas for calculating the distribution, drawing on Fairsail fields. Fairsail supplies four standard calculations that you can use as supplied, or modify to meet your requirements. Typically, models use one of three methods to produce an HR suggested increase amount or percentage: An entered salary pot for each manager. Team Member performance rating against salary band. Percentage allocation by department, grade, or other factor. The process can use Fairsail Salary Projections. Managers then use Salary Planning to allocate amounts or percentages to each of their direct reports. Salary Planning pages display: Key information for each Team Member wherever available, typically including: o Months since last salary award o Current salary o Salary band top and bottom o Latest performance rating HR suggested increase amounts and percentages for the complete team and for each Team Member. Fields for Manager's proposed figures for the complete team and for each Team Member. Updated each time you save the page and color coded to show if they are in line with or over recommendation. A field for the Manager to enter the rationale for an award. The effective date for any award. This is determined by a policy option and can be: o A fixed date in the year. o On the anniversary of a Team Member's start date. o On the anniversary of a Team Member's last salary award. o On the anniversary of the last salary award that was not an index related or cost of living award. A summary table for your team and all subsidiary teams, color coded for ease of use, enabling quick access to all entered salary information with drill down on subsidiary teams. This gives you a complete picture of the planned salary awards for your part of the organization, and the CEO access to all areas. Fairsail Collaboration Portal: Guide for Users Fairsail

128 Salary Planning You also have access to the detailed Salary Planning pages for the teams run by your direct reports, greatly simplifying the fine tuning and rebalancing of awards. Entered figures produce separate HR Requests which can follow standard approval procedures or go through a bulk approval process. To make a fixed percentage-of-salary award to a number of Team Members outside the Salary Planning process, use the Mass Update Team Member View button. Team View of Salary Details To display the salary details for a team: In the Collaboration Portal click Team Members and select Salary Details: Fairsail displays the Salary Details page for your direct reports: The Salary Details page typically displays for each of your direct reports: Salary Start Date Months Since Salary Change Salary Currency Annual Salary Annual Salary Reporting The date the team member started on this salary. The three character ISO designator for the currency in which the team member is paid. The team member's annual salary in the salary currency. The team member's annual salary in the company's reporting currency. Fairsail Collaboration Portal: Guide for Users Fairsail

129 Salary Planning Salary Band Position Amount Above Band Reporting Amount Below Band Reporting The position of the team member relative to their salary band, expressed as a percentage. For example: Salary Band 60, ,000 Salary 80,000: Salary Band Position 50 (%) Salary 100,000: Salary Band Position 100 (%) Salary 40,000: Salary Band Position -50 (%) Any amount the team member is paid above their salary band, expressed in the company's reporting currency. Any amount the team member is paid below their salary band, expressed in the company's reporting currency. To display salary details for one of your direct report's teams, click the expansion arrow next to their names: Fairsail displays the salary details for the complete team: Fairsail Collaboration Portal: Guide for Users Fairsail

130 Salary Planning To go to the Employment Details for a team member, click the team member name: Fairsail displays the team member's employment details from their profile page: Fairsail Collaboration Portal: Guide for Users Fairsail

131 Salary Planning Using Salary Planning 1. In the Collaboration Portal click Team Members and select Salary Plan: Fairsail displays the Salary Plan page for your immediate team. This page brings together all the information for your direct reports: Before you enter any information, fields for your direct reports are colored to show how you stand in relation to the HR suggested or recommended figures: o White for under recommendation. o Green for on recommendation. o Red for over recommendation. Fairsail Collaboration Portal: Guide for Users Fairsail

132 Salary Planning As you enter values the colors change to reflect the current position. Current figures for your direct reports include any approved Employment Details Changes. 2. Enter proposed increases for each of your direct reports. Take care when comparing Team Members who are paid in different currencies with different salary base periods. Team Member values are displayed: In their local currency - the currency in which they are paid. For their salary period - Year, Month, Week, Day, or Hour. You can enter currency amounts or percentages: o Enter amounts in local currency - the currency used to pay your direct reports. Fairsail automatically converts local currency amounts into your company's reporting currency for the running total. o If you enter an amount, Fairsail automatically calculates and displays the percentage increase. o If you enter a percentage, Fairsail automatically calculates and displays the amount. As you enter values, Fairsail updates the running total towards the top of the page, converting individual local currencies to your company's reporting currency, and all salary period amounts to annual values: If the total of your proposed increases exceeds the suggested value, this field displays red. 3. Effective Date displays the date from which the proposed increase takes effect: This date defaults to a value set by your HR team. If you want the award to apply from a different date, enter the new date here by clicking the field and selecting a date from the calendar. 4. In Rationale, enter a justification for the increase. This is particularly important for increases that exceed, or are significantly below the HR suggested figures. 5. Click Save. Fairsail Collaboration Portal: Guide for Users Fairsail

133 Salary Planning Salary Plans for Your Sub-Teams To display the detailed salary plan pages for a team run by your direct reports, click a picture in the left navigation panel: Salary Plan Summary Table To display a summary table of salary planning information for your team, click Team towards the top of the page: Fairsail displays a summary for your team: You can use this view at any stage of the salary planning process to track your progress....for Your Sub-Teams To display salary planning information for a subsidiary team, click the expand arrow next to any Team Member with a team of direct reports: Fairsail Collaboration Portal: Guide for Users Fairsail

134 Salary Planning Fairsail displays the color coded information for that team: Senior managers can use this view to get a picture of all proposed salary awards for their areas, and a CEO can get a complete picture for the whole company. Color coding makes it easy to focus in on teams and individuals with proposed increases that exceed suggested values. To display the detailed salary plan pages for a team run by your direct reports, click the direct report name in the Salary Plan team table. Fairsail Collaboration Portal: Guide for Users Fairsail

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