Elks Online Performance Review Tool: ReviewSNAP

Transcription

1 Performance Review Summary Elks Online Performance Review Tool: ReviewSNAP Welcome to the Elks online performance review system and process. Performance Reviews are for the calendar year (1/1-12/31) and are due 2/28 of the following year. This documents gives a snap shot of how tos for the new review system. Employee self reviews are not required, but are encouraged. Please check with your department regarding any self review requirements and due dates. For the review process in general, an employee completes his/her self review and hands it off to his/her manager. The Manager completes the review and discusses with the department director. The review is then handed off to HR for review. Once HR reviews and signs-off electronically, the manager prints off a copy of the review and schedules time to discuss the review with his/her direct report. After the review meeting, the manager (and director, if applicable) will sign-off on the review electronically. Then the employee signs off electronically. The manager will then give the employee access to the finalized review. A copy of the review will be stored (with all sign-offs) on the ReviewSnap website. Employees and managers are also welcome to print a copy of the review for their files. This system also has a journal entry module where employees and managers can leave feedback/comments on other employees. Managers will receive monthly reminders to add feedback on their direct reports. Feedback can be private. See page 12 for more info. The system is also capable of 360 reviews. These can be used as part of the review proces to solocit feedback from multiple sources OR at anytime as part of a performance or development plan, etc. Contact HR regarding any of the above or with questions. Happy reviewing! Table of Contents Topic Page # Logging in 2 Self Evaluation 3 Starting Your Self Evaluation 3 Self Evaluation Competencies 4 Self Eval Adding Goals from a Previous Year (& Rating Yourself on 6 Them) Self Evaluation Adding Goals for the Coming Year 8 Self Evaluation Overall Comments 9 Self Evaluation Handing Off the Review to Your Supervisor 10 Changing Your Password 11 Journal Entries 12 Supervisor/Manager Review of Direct Reports 14 Manager Review - Competencies 15 Manager Review - Goals 17 Manager Review Overall Comments 19 Manager Review Finalizing the Review 20 Employee Sign-Off on the Performance Review 22 Giving the Employee Access to View His/Her Finalized Review (For Managers) 23 Viewing/Printing/Saving the Finalized Review 24 1

2 Loggining In: Website: Log in (Top right corner) OR click on the link in the introductory you review from This will contain your user name and password. And log in here: Your screen should look like this: 2

3 Starting Your Self Evaluation: Click on the Manage Reviews Tab and then on Create or Complete a Review. Select the review period and click on the Continue button: Make sure Employee Performance Review is selected and click on the Continue button: Verify your selections and click the Continue button: 3

4 Self Evaluation - Compentencies Section: Begin the review process. Your screen should look similar to the picture below. For each competency, select the appropriate performance rating next to the specific competency descriptions. Add comments in the space provided explaining why you chose the selected ratings. 4

5 To move on to the next competency, click on the name of the next competency in the list. Notes: Click the Save Only button often. When you have competed rating and adding comments to each competency in the list, click the Next button. (When you have completed a competency, a green check mark will be placed in front of that competency.) If at any time you need to stop working, click the Save and Exit button. If you click the Next button prior to completing all sections, you will receive a warning message like the one below. 5

6 Self Evaluation - Adding Goals from a Previous Year (And Rating Yourself on Them) Next you ll want to review your current goals. If you had goals for 2011, you ll need to click on the Save and Exit button and go back to the begininng to add them to the system since we did not use this system in 2010, when goals were set. To do this, click on Manage Reviews and then Manage Goals. Make sure you have the correct review period selected and then click on Add a Goal: Select the type of goal you want to add from the drop down: Click Create a Goal: 6

7 Type in the goal, due date, Status, and any action items in the appropriate sections and click on the Create and Add New button: Continue this process until all goals have been added. Once you have completed entering all your goals from the previous review period, go back to the beginning once again. Click Manage Review and then Create or Complete a Review. Click on Continue. You will now be able to review your goals from the previous review cycle in the same way you rated your competencies. (You rate the goal and add comments.) Click on the Next button to continue. 7

8 Self Evaluation Adding Goals for the Coming Year: Next you will be asked to add goals for the upcoming year. (Note next year these goals will automatically be a part of your review; you will not need to retype them.) Follow the steps listed above to add goals for the upcoming year. Click Next once all your goals are added. Note: Your goals should be a living document that you and/or your supervisor discuss and tweak throughout the year based on business needs, etc. Click Next to move on. 8

9 Self Review Overall Comments: Elks Online Performance Review Tool: ReviewSNAP Add Overall Comments. These comments should include both the goals and the competencies. Add at least one area for improvement. (Everyone should have at least one thing to work on. This should also be noted in the goals section of the review for the upcoming year.) Add your strengths or things you accomplished this year. Click Next to finalize the self evaluation. 9

10 Self Review Handing Off the Review to Your Supervisor: Click the link to hand off the review to your supervisor/manager. You will then be asked if you want to hand off the review. Once you click OK you will not be able to make any changes to the review. The screen will verify that you have completed your self evaluation. 10

11 Changing Your Password: Click on Manage Review and then Update Employee Information Once you change your password, click Update. 11

12 Journal Entries: Leave feedback on yourself, your manager or a coworker. If someone goes out of their way to help you, etc., leave feedback. Managers can also use this to track employee performance, both good and not so good, during the year to help make review writing a little easier at the end of the year. Notes: Employees will see the feedback left on them by others, but it will not show who left the feedback. Managers will see all feedback notes left on employees that report to them unless the Private Entry Box is checked. If the Private Entry box is checked, only the person typing the entry can see that feedback. If a manager wants to make notes on a employee for their use only, the manager should check the Private Entry box. To create a Journal Entry on yourself go to Manage Reviews and then click on Create/View Journal Entries OR to create a Journal Entry on yourself or someone else click on the Create Journal Entries link and then select the person you want to leave feedback on. Click on the Create a New Journal Entry link: Give the entry a title and state why you are leaving feedback. You can also attach a document. If you click the Private Entry box, you will be the only one able to view that entry. 12

13 Click the Create button to save the entry. 13

14 Supervisor/Manager Review of Direct Reports: If you require your employees to complete a self evaluation, you will receive an , like the one below, when the employee has completed his/her self review. If you do not require a self review, follow the steps under To Start Your Self Evaluation. Select the correct direct report from the drop down list. Then click on Create or Complete a Review Click on the Continue link. (If you click on the View link, you will be able to print a PDF of the employee s self evaluation.) 14

15 Manager Review Competencies: Elks Online Performance Review Tool: ReviewSNAP Begin your review of the employee. Be sure to rate each description and provide comments, specific examples, supporting the rating given. (Note: If you would like to see the employee s ratings or his/her comments, click on the + in front of each description.) If you would like comment suggestions, click on the Comment Suggestions button and a list of phrases will pop up for your selection. Examples of suggested phrases. Each phrase can be edited to meet speficic needs. Place a checkmark next to each phrase you would like to use and click the Insert Suggestion button. The example below shows both the manager and employee ratings and comments. The manager s comments/ratings are on top; the employee s self evaluation comments/ratings are listed below. 15

16 To move on to the next competency, scroll down and click on the competency s title. When you have completed your review of all listed competencies, click the Next button to move on. (Note: You can click Save and Exit at any time to come back and finish the review at another time.) 16

17 Manager Review Goals: Elks Online Performance Review Tool: ReviewSNAP Review of Goals works just like the review of the Competencies. (See screen shot below and Employee Self Evaluation Section on Goals.) When you have completed your review of the employee s goals, click on the Next button to move on to the next section and review/add goals for next year. If you need to add a new goal, click the Create a Goal link. Notes: Each employee should have 4-6 goals. There are 4 categories of goals in the system. It is not required that employees have goals in each category, but it is encouraged that they have goals in 3 of the 4 categories listed. Goal Categories: o o o Essence of the Job Goals: These are the goals that clearly describe tasks that are required on the job. For example, an accountant might have a goal to prepare and submit monthly financial statements. A librarian might have a goal to catalogue and reshelf returned books within 12 hours. Essence of the job goals make the expectations for the job clearer than they are listed on the job description. These goals personalize the job to the position and to the individual employee. Project Goals: Project goals are those activities that the employee will pursue with a beginning and an end and may be above and beyond the employee s routine duties. 3. Professional Development Goals Professional development goals specify what the employee will learn for the coming year. While attending a class to learn something new is noble, try to find new ways to help employees develop their skills while clearly linking the goal to the organization s needs. For example, cross train in the accounting department at least once per week and be able to reconcile bank statements by October 31. Or, 17

18 o Elks Online Performance Review Tool: ReviewSNAP attend a training class on PowerPoint and develop a new slide show to be used in new employee orientation. Make sure the professional development goals not only develop the employee, but also help the organization. Performance Improvement Goals: Performance improvement goals should be saved for those times when you want to emphasize clearly that an employee s behavior must change. Performance improvement goals include things like, arrive to work ready to serve customers at 8 a.m. every day or limit the number of customer complaints you receive to three per quarter. Obviously, not all employees would need these kinds of goals. These goals can be helpful in documenting your performance expectations in a clear and measurable way. The goals should be a living document that you and/or your employee discuss and tweak throughout the year based on business needs, etc. Click the Next button to move on to the last part of the review. 18

19 Manager Review Overall Comments: Add Overall Comments. These comments should include both the goals and the competencies. Add at least one area for improvement. (Everyone should have at least one thing to work on. This should also be noted in the goals section of the review for the upcoming year.) Add strengths and/or things accomplished this year. Then click Next to finalize the review and hand it off to HR for review before it is delivered to the employee. 19

20 Manager Review Finalizing the Review: Make sure the Finalize Review selection is showing and click to make the review ready for signatures. Make sure both the employee signature box and the manager/director s signature boxes are checked and click the Submit button. Once HR signs off on the review, you will receive the following Login and go to Manage Reviews and then click on Create or Complete a Review. Click on View. 20

21 Print a PDF copy of the review to go over with your direct report. (If you have not already reviewed with your department director, do so prior to meeting with your direct report.) After you meet with your direct report, login in and sign off on the review. Go to Manage Reviews and then click on Create or Complete a Review. Click on Signatures. Type your name in the appropriate space and click the Sign button. Your direct report will now be able to signoff on his/her review. 21

22 Employee Sign-Off on the Performance Review Once HR and your manager/supervisor and department director have sign-off on the review, you will receive an like the one below. Login to your account and go to Manage Reviews and then click on Create or Complete a Review. Click on Signatures. Type your name in the appropriate space and click the Sign button. 22

23 Giving the Employee access to view his/her Finalized Review: Once the employee has signed off on his/her review, the manager will receive an , like the one below. Click on the link in the . Then click on the Allow Employee to View button. 23

24 Viewing/Printing/Saving the Finalized Review Login and go to Manage Reviews and then click on View Completed Reviews. Then click on the View button to bring up the PDF. You can view, print or save the review from here. The finalized review will show that the manager/superviser(s), the employee, and HR all signed off on the review. 24