HR Business Partner Guide

Transcription

1 HR Business Partner Guide March 2017 v0.1 Page 1 of 10

2 Overview This guide is for HR Business Partners. It explains HR functions and common actions HR available to business partners and assumes that the reader has already read the general user guides. Contents Overview 2 General Background 3 Your Dashboard 4 Reporting Features 5 Dashboard Sidebar Reports 6 Employee Reports 9 Managing Appraisals 10 Helping The Process Move 10 Page 2 of 10

3 General Background In PerformanceHub there are 2 types of HR user: HR User Type Permissions HR Admin Can see data for all employees Can add, remove and edit users in any part of the organisation Can configure PerformanceHub HR Partner Can only see data for a subset of users - the users in the HRBP s zone(s) Cannot add, remove or edit users in any part of the organisation Cannot configure PerformanceHub Zones are created by HR Admin to divide the organisation into areas HR Partners are responsible for. A user can only belong to one zone. A HR Partner can be responsible for one or more zones. For example, zones may define departments and an HR Partner assigned to each department. Note, Employees and Zones will be automatically managed. As an HR Partner, you will be able to track progress on the process, for example, see if everyone in your zone(s) have enough objectives and how they are progressing with their appraisals. You also have access to a range of reports to help you analyse the data collected in appraisals. Page 3 of 10

4 Your Dashboard As an HR Partner, your Dashboard is slightly different to other users. You will still receive notifications on your dashboard for your own objectives and appraisal, and if you are a manager, for your team too. However, in addition to this, you have a sidebar for quick access to high level reporting features and extra notifications to help you keep on top of the process for your zone(s). Sidebar to quickly access the main reports HR Partners have some special entries on their dashboards to help them keep on top of the process for their zone(s). Some examples are: 23% of employees don t have the minimum 1 objective agreed 12% of employees have not submitted their interim reviews 11% of managers have not submitted provisional reviews for the balancing process 33% of employees have not submitted their appraisals For each one of these, the action you can take by pressing the button next to the notification is to Send a message. This allows you to send a personal message to all the people that need to do something. Page 4 of 10

5 Reporting Features HR Partners have quick access to several real-time reports from the Dashboard sidebar. These include: KPI charts Objective progress reports Appraisal progress reports Performance distribution reports Employee engagement report In addition, many more reports are available in the Employees area. To see them, click on your name on the top right and select Employees (for general access) or Reports (to go directly to the reports area). Use this to get to see employee appraisals and reports This will take you straight to the reports When looking at reports, PerformanceHub will only show you data for employees in your zone. If you have access to more than one zone, then by default, PerformanceHub will show you data for employees in all your zones at once, but you can filter to see data in a particular zone here. A green navigation bar is used when you using HR only functions. Click on the Home icon or Dashboard to return to the normal view. Page 5 of 10

6 Dashboard Sidebar Reports Use the reports in the sidebar to get a quick overview on the process. For instance, early in a review period, employees should be setting objectives and the Objectives report will give you a good overview on how that process is going. It will highlight if you have any bottlenecks in the process, and which managers are not progressing things in a timely fashion. Later in the process, you can use the Appraisals report to see how employees are progressing with their appraisals. Below is a brief summary for each sidebar report. KPIs Use these charts to give you a quick overview for the selected review period. Objectives This will show you how many objectives you and your team have. The screenshot below shows the view for the head of an organisation, who s called Big Boss. Each column shows the number of people who have the number of objectives given in the header row. The manager s row in the table shows counts of all people in the manager s organisation, including the manager. So here Big Boss can see that there are nine people with 0 objectives, one person with 1 objective, two people with 2 objectives, and one person with 5. The coloured box in each row tells you how many objectives the person listed on the left has. The colour will be one of Red, Amber, or Green. Green - Has at least the minimum number of objectives agreed Amber - Below minimum number agreed, but we are early on in the review period Red - Below minimum number agreed, and past the Agree Deadline In this case, Peter has 1 objective, and Erin has 2. Page 6 of 10

7 The highlighted column heading (2) shows the target number of agreed objectives for all employees, which is specified by HR. Ie in this case everyone should have 2 agreed objectives. Where a manager s direct reports have teams of their own, their name will be shown in bold, with an arrow to the right. Clicking on either the name or the arrow will drill down to show you the same table from that employee s perspective. As you drill down, a breadcrumb trail is displayed at the bottom of the page: Clicking on any of the names will take you to the view for that employee. Clicking this icon chart. (also available from the main Dashboard) will show you the Sunburst The objectives sunburst chart is a graphical representation of your organisation and will show you how many objectives each employee has, highlighting areas of concern. The most senior person in your zone is shown in the centre of the chart. The first ring out is one layer down in the organisation, and the next ring, the next level down. Click on a segment to see who the person is. Double click to zoom in and double click on the centre to zoom out Tip: If you are colour blind, then you can switch the colours. The switch is at the bottom of the legend. Page 7 of 10

8 Appraisals dashboard This report is similar to the objectives report above and is navigated in a similar way, but shows information about appraisal progress. Again, the coloured boxes show you the appraisal status for the employee listed on the left. As with the objectives status report, you can drill down to see the status report for managers within your organisation. Clicking this icon chart. (also available from the main Dashboard) will show you the Sunburst This sunburst chart is a great way to get a quick sense of where everybody is with their appraisals. As you have Appraisal Balancing enabled, it s a good way to see which parts of your zone have set provisional ratings. Distributions report Use this screen to get an insight to performance rating distributions. This is an interactive report, that you can configure to your needs. Use it to find groups of employees with certain performance characteristics, or to compare groups of employees. If you click on a box, the employees that fall in that box are listed below. You can configure this report to show you the performance distributions of most rateable items in PerformanceHub. You can also configure it to give you a 2 dimensional grid, for instance a 9-box grid approach. Clicking on a box will show you the employees in that box below the grid. Page 8 of 10

9 Employee engagement report This is another sunburst type chart, showing you how long ago each employee last logged into PerformanceHub. Employee Reports There are a series of reports you may find useful in the Employees section of PerformanceHub. Click on your name and select Reports from the dropdown menu. Each available report is shown in the sidebar and are grouped by subject matter. Click on this help icon to see what the report is used for. Many reports are shown in page. They can be sorted and filtered to find the information you are looking for. You can also export the report to Excel by clicking the blue export button. Some reports are only available in Excel due to the level of detail in them. Page 9 of 10

10 Managing Appraisals All appraisals in your zone(s) can be seen from the Appraisal admin Tab (click your name, select Employees and go to the Appraisals tab). The list will show you both the manager s and direct report s rating and the current state of the appraisal. To see an appraisal, click the View button. To go back to the list, click the OK button at the bottom of the appraisal. You can sort and filter this table by clicking on column headings or by typing in the search boxes at the bottom of each column. Note, you can also add columns by using the tick boxes at the top. Once an appraisal has been submitted to HR by the manager, you can either Close the appraisal (locking it in for good) or press the Reconsider button. You may want a manager to reconsider the appraisal if you believe the review wasn t very thorough. This sends the appraisal back to the manager enabling them to update it. You can close multiple appraisals in one go with the Close all appraisals. You can also Force Close an appraisal if you know it isn t going to be submitted or isn't required. Helping The Process Move As well as specific dashboard notifications, in your dashboard, there are reports that enable you to see who is holding up the process (Objectives, Appraisals or Interims). PerformanceHub will highlight potential problems with a yellow exclamation mark. Clicking on the exclamation mark will tell you why it s there and enable you to send an to the offending managers. The Objectives and Appraisals reports are grouped by hierarchy and you can explore the reports by clicking on people s names. When clicking names, if you get to the last person in an organisational chain, clicking on their name will open up their appraisal. The Send Message notification that may appear in your dashboard will send an to all managers who are behind on the process. When you click the Send Message button, a pop-up will appear with a pre-set message, but you can edit this message before you send it if you wish. Page 10 of 10