Quick Guide: Completing your Direct Reports appraisal

Transcription

1 Quick Guide: Completing your Direct Reports appraisal Both you and your direct report contribute to your direct reports (DR s) appraisal. Each of you review performance against objectives, then make some overall summary comments and finally choose performance ratings. If appropriate, PerformanceHub will also ask you to provide merit and possibly a bonus award too (more on that later). Process Flow: 1. Your DRs should have shared review comments and ratings with you to help you prepare your review of their performance. However, you can still prepare without your DR having shared anything. 2. You can prepare for the appraisal meeting within PerformanceHub, again, you don t have to but it will make things easier later if you do. 3. You meet with your direct report to discuss performance over the last year 4. After the meeting, you can change any comments and ratings you have already selected, but the important step at this stage is to provide Provisional comments and ratings and, if appropriate, merit and bonus information too. This is required to support the Calibration process (referred to as Balancing in PerformanceHub) and tells HR that you have completed the meeting 5. Once calibration is complete, PerformanceHub will ask you to share your review with your DR. This is the first time they would have seen your comments and ratings in PerformanceHub. Note, your DR will not be able to see any merit or bonus information within PerformanceHub, even after you have shared your review. 6. Once both you and your DR have marked the appraisal as Finished, you submit the final review to HR to complete the process. 1/5

2 Detailed Steps Step 1: Go to the Appraisals tab....and select the direct report in the sidebar. TIP: This box lets you know what to do Step 2: Review your DR s objectives by clicking on them (see other guide on objective reviews). Note, you can share your review for each objective with your direct report at this stage, but you don t have to. Use your discretion as you may want to not share until after the meeting. Step 3: Add comments to the end of year summary section at the bottom and choose overall How and What ratings (PerformanceHub automatically calculates the Overall rating). Step 4: Once you have selected a What and How rating, you may be required to provide Merit and Bonus award information. If so, you will see a blue click to choose button. 2/5

3 Clicking the button will pop-up a window that allows you to choose a merit/bonus percentage: Your DR s current salary is displayed here (in their currency) Shows you the expected range of the award, based on overall performance rating and location. Tick if the award is to be a lump sum (one-off payment) rather than salary increase Resulting amount autocalculated If you choose a percentage out of range, you will also be asked to justify your reason for this. The bonus award pop-up is similar to the merit example above, but the expected award range is calculated based on performance and grade band. Also, PerformanceHub will not allow you to set an award higher than the max for bonuses. After choosing the merit and bonus awards, Save your changes, but do not click the green Share with HR (Provisional) button at this stage. Step 5: Help with budgeting.. You can see your total team budget usage by clicking on Direct Reports in the sidebar Your total budget is auto-calculated, and if exceeded, you will be asked to provide an overall justification this this. 3/5

4 Note that the budget shown here will be in GBP, even if you or your team members are paid in different currencies. This page can also be used to see the status of all appraisals in your team (just scroll down a little). Step 6: Hold the appraisal meeting with your DR. You can update your comments/ratings after the meeting if you wish. Note that if changing the ratings results in an overall rating change, you may have to re-do the merit and bonus information. Step 7: After the meeting, submit the Provisional review by clicking the green Share with HR (Provisional) button. This tells HR that you have had the meeting and provides them with all the information they require to complete the Calibration process. Note, if Merit and/or Bonus information is required, you will not be able to submit the Provisional review until the information is provided. All of the above (steps 1 to 7) must be completed for each of your direct reports by the 21 st February Step 8: As part of the calibration process, HR may ask you to adjust the ratings/merit/bonus information you provided in your provisional review. To keep the process flowing, please ensure you make these changes as soon as possible. Step 9: Once calibration is complete, PerformanceHub will ask you to share your provisional review with your DR. A green Share with.. button will appear to allow you to do this. Note, you will no longer be able to change ratings/merit/bonus information from this point. This will not automatically share your objective reviews with your DR, so now s the time to do that if you have not done so already. Step 10: PerformanceHub will be encouraging both you and your DR to mark the appraisal as Finished (If you have filled everything in that s required, an I m Finished button will appear to allow you to do this) Step 11: Once both you and your DR have marked the review as Finished, PerformanceHub will ask you to Submit it to HR to complete the process. Note, PerformanceHub will not give you the option to mark the review as finished unless you have at least shared the reviews of all objectives first. No need to mark each objective review as finished though (although you can if you want), PerformanceHub will automatically do that for you when you mark the appraisal as finished. 4/5

5 Tips PerformanceHub will let you know what to do via your Dashboard and the big yellow box at the top of every appraisal There s a video available from the Useful Links section on your dashboard with a walkthrough of the process You can use the blue Print button at the bottom of an appraisal if you want to take a printout of your preparation into the meeting for obvious reasons, please be careful printing appraisals if the printer is accessible to multiple people PerformanceHub will automatically mark objective reviews as finished (as long as they have been shared) when you mark the appraisal as finished PerformanceHub will also allow you to skip some button presses to help you get things done quickly. For instance, it will allow you to submit your DR s appraisal even though you have not marked it as finished (as long as everything else is done). If you do this, it will automatically mark things as finished, including individual objective reviews 5/5