Halogen Performance Management System. Manager s Guide to Completing Year-End Performance Appraisals

Transcription

1 Halogen Performance Management System Manager s Guide to Completing Year-End Performance Appraisals

2 LOGGING IN TYPE the following link: TYPE your user name and password. Your username is included in the initial you received to set up your Halogen account or an you received regarding updating your Performance Journal. If you have forgotten your password, CLICK Forgot Password and you will be prompted to answer security questions to reset your password. If this doesn t work, contact hr@harborg.com. WRITING THE REVIEW First, NOTIFY your employees to log into Halogen and complete their Self Appraisal by the due date indicated. You can begin writing your evaluation of your employees at the same time they re completing their self-appraisal. MULTI-FAMILY PROPERTY MANAGERS: Your direct reports do not log into Halogen; therefore, please print or a blank Self Appraisal form for each of your staff members. The form can be found on the Human Resources page of HG360. To begin writing your employee appraisals, CLICK Complete Appraisals for Your Direct Reports on your home page. If your employees have completed their Self-Appraisal, you can CLICK View Self Appraisal to see their form. You can also view this in a split screen format (instructions further below). 2 Page

3 CLICK Edit Appraisal next to the appropriate employee s name that you want to start writing the appraisal for. The Employee Identification section will pre-populate for you; however, you will ENTER the Review Period information. The review period is January 1 December 31 of the previous year. PREVIOUS YEAR S ACHIEVEMENTS (Weight = 50%) In this section of the review form, document your employee s accomplishments towards their previous year goals. 1. TYPE the objectives of the goal (in S.M.A.R.T format Specific, Measurable, Achievable, Relevant & Timed) in the Goal box. 2. TYPE the accomplishments towards that goal, using specific examples. Also note any areas that need improvement. 3. CLICK the rating that best describes the employee s level of performance for that goal. 4. CLICK Add Past Goal to add another goal. You can add up to six. 3 Page

4 TIPS: 1. CLICK on the icon in the Goals section to copy and paste goals from your personal page or a past appraisal process. 2. CLICK on the drop-down list indicated in the above illustration to view any of the listed documents in split-screen format. This allows you to easily look at a past appraisal and compare it to the appraisal you re working in. HARBOR GROUP ATTRIBUTES (Weight = 25%) LEADER/ASSOCIATE ATTRIBUTES (Weight = 25%) REVIEW the definition for each attribute. CLICK the rating that best describes the employee s level of performance in each attribute. TYPE your supporting comments in the comments box. Be sure to use specific examples when describing performance and address any areas for improvement. If you choose a rating other than Successful, you are required to enter comments. REPEAT for each attribute. 4 Page

5 PERSONAL DEVELOPMENT PLAN TYPE the title of your first personal development goal. TYPE a detailed description of the goal, how the employee needs to go about accomplishing it, and the resources you re willing to provide. ENTER the due date for the goal. REPEAT for each personal development goal. SAVING & COMPLETING THE APPRAISAL Once you complete the performance review, CLICK the Complete button on the top tool bar. Spell check and language check will automatically be prompted. IMPORTANT: Once you hit the Complete button, you can not make changes. If you want to save the review and come back to edit it later, click the Save button NOT the Complete button. 5 Page

6 2 ND LEVEL MANAGER APPROVAL Once you ve completed the review, your manager will need to review and approve it BEFORE you meet with your staff member. Your manager s manager will log into Halogen and CLICK on Approve appraisals for second level reports. Then, CLICK on the Review & Approve link. This will bring up the performance review document. The 2 nd level manager should review the appraisal and approve it; or, make edits and send it back to the direct manager. To approve, CLICK the Approve button in the top, right-hand corner. To edit the appraisal, make the changes directly in the document and then CLICK Send back to Author. This will allow the direct manager to see the changes. Once the direct manager has reviewed the changes, the appraisal will need to be marked Complete again and the 2 nd level manager will need to follow the above steps to approve the appraisal. INDIVIDUAL MEETING WITH EMPLOYEE Once you complete and save the appraisal, print a copy and schedule a face-to-face meeting with your employee(s). After meeting with your employee, log back into Halogen. From your home screen, CLICK Meet with direct reports. Once you ve added your comments, CLICK Mark as Completed in the top, right corner. CLICK OK 6 Page

7 EMPLOYEE COMMENT & SIGNATURE PROPERTY MANAGERS: Assistant managers, leasing, maintenance, grounds/housekeeper, etc. do not use the electronic signature function of Halogen, so you don t have to complete the steps below. Once the 2 nd level manager approves the review, you must print the document and obtain physical signatures from your direct reports. The signed appraisals should be scanned and ed to hr@harborg.com. ALL OTHER POSITIONS: NOTIFY your employee(s) to log into Halogen and electronically sign-off on their review form. The employee will log into Halogen and CLICK on Sign-off & add final comments to your appraisal on their home screen. If the employee wants to add comments, they can CLICK on the Post-Meeting Employee Comments link on the left navigation bar. If they don t have comments, they can leave this section blank. The employee will CLICK on Sign-off on the top toolbar. The employee will be prompted to enter their Halogen password. They must ENTER their password and CLICK ok. TIP: If all of the pre-requisite steps have not been completed, the employee will not see a sign-off task on their home screen. Make sure you have completed all of your steps prior to your employee logging in. 7 Page

8 MANAGER SIGNATURE After your direct report has signed off on their performance review, log into Halogen and CLICK Sign-Off Appraisals for Direct Reports on your home page. CLICK Sign Off next to the employee s name. You will be prompted to enter your Halogen password. ENTER your password and CLICK ok. Repeat these steps for each employee. You re finished! Manager Video Tutorial Employee Video Tutorial Quick Tutorial on Completing Halogen Tasks RESOURCES You will be asked to provide your first name, last name & address prior to gaining access to the videos above. Halogen Basic Navigation Instructions 8 Page