Table of Contents. Performance Evaluation System Overview Introduction Getting Started My Dashboard Overview...

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1 Table of Contents Performance Evaluation System Overview... 3 Introduction... 3 Getting Started... 3 My Dashboard Overview... 3 Develop Performance Expectations... 4 Introduction... 4 Getting Started... 4 Setting Job Specific Performance Expectations... 4 Updating Job Specific Performance Expectations After Sending to Employee... 6 Acknowledging Performance Expectations on Behalf of Employee... 7 Track Employee Performance... 8 Introduction... 8 Getting Started... 8 Tracking Employee Performance Evaluate Employee Performance Introduction Getting Started Evaluating Employee Performance Complete Performance Evaluation Process Introduction Getting Started Sending the Performance Evaluation to the Employee Acknowledging Performance Evaluation on Behalf of Employee... 14

2 View Completed Performance Evaluation for Current Employees Introduction Getting Started Viewing Completed Performance Evaluations Delegate a Task Introduction Getting Started Delegating a Task Second-Level Manager Review Introduction Getting Started Reviewing the Employee Performance Evaluation as Second-Level Manager

3 Performance Evaluation System Overview Introduction This user guide contains information about key features of the performance evaluation process in People First. Topics include: Creating Job Specific Performance Expectations Monitoring and Tracking Employee Performance Evaluating Employee Performance Getting Started Follow the path to access the My Dashboard page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard My Dashboard Overview About Me contains your work profile, your job expectations, and your performance evaluations in People First. My Reporting Structure displays your reporting relationships. Performance Evaluations displays the status of your employees in the performance evaluation process. My Tasks displays any performance and talent management related task such as setting performance expectations, evaluating employees, or approving job requisitions. My Requisitions shows the total number of Draft, Pending, Open, Filled, and Canceled requisitions. Helpful Websites displays a list of websites that you may find valuable. Note: For most fields there are hover messages that provide additional information. 3

4 Develop Performance Expectations Introduction When it's time to create performance expectations for your employees, you will receive both an (to your work address) and a task in the My Tasks section on your Dashboard. You will receive a single grouped task for your employees. You will select the task to create performance expectations. Related topics include: Setting Job Specific Performance Expectations Updating Job Specific Performance Expectations After Sending to Employee Acknowledging Performance Expectations on Behalf of Employee Getting Started Follow the path to access the Set Performance Expectations page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Set Performance Expectations Setting Job Specific Performance Expectations Follow the steps below to create job specific performance expectations. Steps 1. tab. You will see a task to set performance expectations for your employee(s) in the My Tasks section. 4

5 2. task to set performance expectations. If you have multiple employees, select an employee s name to create expectations. 3. expectations. button to enter job specific performance Tip: If your organization has agency performance expectations, they are prepopulated and cannot be updated or deleted. Notes: As you add expectations, all other performance expectations will be minimized. Use the button to view other performance expectations or use the button to minimize the performance expectations. 4. button as needed. Once you send the performance expectations to the employee, the expectations will be sorted in ascending order by title. Note: If you exit the process without sending the performance expectations to the employee, you may repeat the steps above to update the performance expectation(s). 5. button when you are ready for the employee to review and acknowledge receipt of the performance expectations. 6. Notes: Do NOT select the button unless you are completing this step on behalf of the employee. Once the employee acknowledges receipt of the performance expectations, you will receive an (to your work address) and task to track employee performance. 5

6 Updating Job Specific Performance Expectations After Sending to Employee Follow the steps below to update job specific performance expectations that have been sent to the employee, but the employee has not aknowledged receipt. Steps 1. tab. 2. icon in the Performance Evaluations section of My Dashboard in order to choose the appropriate performance expectations setting process. 3. Employee Acknowledgement step. 4. icon beside the appropriate employee Edit the applicable performance expectation(s). Notes: button to add another performance expectation. button to remove an existing performance expectation button to resend the performance expectations to the employee to review and acknowledge receipt. 6

7 9. Acknowledging Performance Expectations on Behalf of Employee Follow the steps below to acknowledge performance expectations on behalf of an employee who refuses or is unable to acknowledge receipt. Steps 1. tab. 2. icon in the Performance Evaluations section of My Dashboard in order to choose the appropriate performance expectations setting process. 3. Employee Acknowledgement step. 4. icon beside the appropriate employee. 5. Check the field. in the Manager Acknowledgement on Behalf of Employee 7

8 6. Enter a brief description of why you are completing the acknowledgement process on behalf of the employee in the Manager Acknowledgement Comments field. 7. Enter a date in the Date Acknowledged field in Month-Day-Year format (MM/DD/YYYY) Track Employee Performance Introduction When it is time to track employee performance, you will receive both an (to your work address) and a task in the My Tasks section on your Dashboard. Throughout the evaluation period, you will select the task to make appropriate notes regarding employee performance. Getting Started Follow the path to access the Manager Performance Evaluation page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Manager Performance Evaluation 8

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10 Tracking Employee Performance Follow the steps below to track employee performance. Steps 1. tab. You will see a task to monitor and evaluate employee performance for your employee(s) in the My Tasks section. 2. task to monitor and evaluate performance expectations. If you have multiple employees, select an employee s name to track performance. 3. Add performance notes for expectations throughout the performance period in the Manager s Notepad fields. 4. Notes: The Manager's Notepad is used throughout the evaluation period to track employee progress and assist in the final employee rating. The manager s notes are optional and will not be included in the final performance evaluation; however, they are subject to a public records request. Notes: Repeat this process as often as needed to document the employee s performance. Do NOT select the button until you have entered ratings and comments, and are ready for your manager to review the performance evaluation. Evaluate Employee Performance Introduction When it s time to conduct the employee performance evaluation, you will receive both an e- mail (to your work address) and a task in the My Tasks section on your Dashboard. You will select the task to evaluate the employee. Note that you will use the same task for evaluating the employee that was used to track employee performance throughout the evaluation period. Getting Started Follow the path to access the Manager Performance Evaluation page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Manager Performance Evaluation 10

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12 Evaluating Employee Performance Follow the steps below to evaluate employee performance. Steps 1. tab. You will see a task to evaluate employee performance for your employee(s) in the My Tasks section. Note: You will use the same task for evaluating the employee that was used to track employee performance through the evaluation period. 2. task to evaluate performance expectations. If you have multiple employees, select an employee s name to evaluate performance. 3. most appropriate rating for each performance expectation from the drop-down menu (i.e., 1-5 or N ) in the Performance Expectation Rating field. Notes: If needed, the definitions of all ratings including "N" are provided. An overall rating is systematically calculated based on the performance ratings selected for each performance expectation. Performance expectations with a rating of N are not factored into the overall rating. 4. Enter comments regarding the employee s performance in the Performance Expectation Rating Comments field. 5. Note: You must enter comments for a rating other than 3 Meets Expectations. Some agencies may require comments for all ratings. You can enter comments regarding the employee's overall performance in the Manager Overall Comments field. 6. Once you have entered ratings and comments for all performance expectations, select the button to send the performance evaluation to the second-level manager for review. 7. Note: Do NOT select the button unless you are completing this step on behalf of the second-level reviewer. Complete Performance Evaluation Process Introduction When it s time to complete the employee performance evaluation, you will receive both an e- mail (to your work address) and a task in the My Tasks section on your Dashboard. You will select the task when you are ready for the employee to view the performance evaluation. Related topics include: Sending the Performance Evaluation to the Employee Acknowledging Performance Evaluation on Behalf of Employee 12

13 Getting Started Follow the path to access the Performance Evaluation Review page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Performance Evaluation Review Sending the Performance Evaluation to the Employee Follow the steps below to send the performance evaluation to the employee to review and acknowledge receipt. Steps 1. tab. You will see a task to conduct the employee performance evaluation for your employee(s) in the My Tasks section. 2. task to conduct the performance evaluation. If you have multiple employees, select an employee s name to conduct the performance evaluation. 3. button when you are ready for the employee to review and acknowledge receipt of the performance evaluation. 4. Notes: Do NOT select the button unless you are 13

14 completing this step on behalf of the employee. Once the employee acknowledges receipt of the performance evaluation, you will receive an (to your work address) confirming the evaluation is complete. Acknowledging Performance Evaluation on Behalf of Employee Follow the steps below to acknowledge the performance evaluation on behalf of an employee who refuses or is unable to acknowledge receipt. Steps 1. tab. 2. icon in the Performance Evaluations section of My Dashboard in order to choose the performance evaluation process. 3. Employee Acknowledgement step. 4. icon beside the appropriate employee. 5. Check the field. in the Manager Acknowledgement on Behalf of Employee 14

15 6. Enter a brief description of why you are completing the acknowledgement process on behalf of the employee in the Manager Acknowledgement Comments field. 7. Enter a date in the Date Acknowledged field in Month-Day-Year format (MM/DD/YYYY) View Completed Performance Evaluation for Current Employees Introduction As a manager, you have the ability to view completed performance expectations and evaluations for your current employees. Getting Started Follow the path to view completed performance evaluations. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Reporting Structure > Performance & Talent Profile > Performance Evaluations 15

16 Viewing Completed Performance Evaluations Follow the steps below to view completed performance evaluations for your current employees. Steps 1. tab. 2. employee from the My Reporting Structure section of My Dashboard tab. 16

17 5. icon to view the completed performance evaluation. Delegate a Task Introduction It is the manager s responsibility to evaluate employees. In certain situations it may be appropriate to delegate a task to another manager (e.g., to the employee s previous manager). 17

18 Getting Started Follow the path to create a delegation. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Edit Delegations Delegating a Task Follow the steps below to delegate a task. Steps 1. employee(s) in the My Tasks section. Notes: tab. You will see a task for your A delegation can only be created when you have an outstanding task. Each task (for example, Set Performance Expectations) must be delegated separately. 2. If you have multiple employees, select the group task. 3. button to the right of the employee s name for the task you are delegating. 18

19 authority. button to choose the employee who will have the delegation 4. 19

20 Search for the employee who will have the delegation authority by entering the name and selecting the Check the next to the employee who will receive the delegation authority Enter a date in the Delegation Effective Date and Delegation End Date fields to limit delegation authority. Note: If no date is entered, delegation authority for the task will not be time limited. 9. Note: To delegate a task for multiple employees, repeat steps 2-9 for each employee. 20

21 Second-Level Manager Review Introduction It is the second-level manager s responsibility to ensure that performance evaluations are consistently conducted in accordance with agency policy and state rules and guidelines. As part of the process in People First, the second-level manager will review the employee evaluation prior to the manager sending the evaluation to the employee. When it s time to review the performance evaluation completed by the manager, you will receive both an (to your work address) and a task in the My Tasks section on your Dashboard. You will select the task to complete your review of the evaluation. Getting Started Follow the path to access the Performance Evaluation Review page. Your path is Login Screen > My Home Page > Performance & Talent Management Tab > My Dashboard > My Tasks > Performance Evaluation Review 21

22 Reviewing the Employee Performance Evaluation as Second-Level Manager Follow the steps below to review the employee performance evaluation. Steps 1. tab. You will see a task to review the employee performance evaluation in the My Tasks section task to review the performance evaluation. If you have multiple evaluations to review, select an employee s name to complete the review. You can enter comments regarding the employee's performance in the Second- Level Manager Comments field. 22

23 4. meet with the employee. button to let the manager know they can 23