Performance Evaluation

Transcription

1 Performance Evaluation Instructions for Managers for Evaluating Employee Performance 2018

2 Completing Performance Evaluations (Instructions for Managers) Managers must evaluate the performance of their salaried employee(s) two times during the performance year. The performance year is from July 1 st June 30th. (Not a calendar year) The Mid-Year Evaluation is to be completed in January. The Annual Evaluation is to be completed in July. To complete the evaluation, managers must follow the steps provided on the next slide. 2

3 Completing Performance Evaluations (Instructions for Managers) Performance Management Process Timeline (Manager Responsibilities) Planning Coaching Evaluation (Mid-Year) June July July December January February Think about performance goals. Develop Performance Plan. Plan may be cloned from a or later plan. Finalize Plan. Make performance notes. Work with employees on execution of the plan. Complete Mid-Year Performance Evaluation paper form. Meet with employees. Coaching January June Make performance notes. Work with employees on execution of the plan. Evaluation (Annual) July August Complete Annual Performance Evaluation in TeamWorks. Meet with employees. This presentation addresses the two performance evaluation phases of performance management (Mid-Year and Annual) indicated above in Blue. 3

4 Completing Mid-Year Evaluations (Instructions for Managers) Completing the Mid-Year evaluation process is very simple. Managers must complete the following steps: Complete a copy of the Mid-Year Performance Evaluation Form for each employee. The form is located on the Agency Intranet at Do not use eperformance in TeamWorks to complete the Mid-Year evaluation. Conduct a Mid-Year evaluation meeting with each employee to discuss performance feedback provided to the employee on the Mid-Year Performance Evaluation Form; Obtain the employee s signature on the form; Sign the form (manager); Retain the signed Mid-Year Performance Evaluation Form locally in the employee s management file; Forward a copy of the signed Mid-Year evaluation to the Division Office. Do Not forward this form to the DNR Office of Human Resources (OHR). (Exception Central Office managers must forward these forms to OHR.) 4

5 Completing Annual Evaluations (Instructions for Managers) To complete an Annual evaluation via TeamWorks eperformance, the manager must complete the following steps: Rate the employee s performance; Obtain approval of the evaluation from the Manager s Manager and OHR. (The manager s manager will approve the evaluation and send it to OHR for approval.); Review the performance evaluation with the employee; Complete the performance evaluation. 5

6 Completing Performance Evaluations (Instructions for Managers) Rating the employee s performance Includes: Entering ratings Entering comments Calculating all ratings Saving the evaluation Submitting evaluation for approval to manager. Approval of Evaluation Includes: Manager s Manager approval OHR Administrator Approval. Steps required to complete the evaluation. Reviewing the Evaluation with the Employee Includes: Manager and employee meeting to discuss review Employee acknowledging that the review was held. Completing the Evaluation Includes: Manager completing, confirming and saving the evaluation. 6

7 Completing Performance Evaluations (Things for Managers to Consider Before They Begin the Evaluation) If the manager did not complete the Annual Performance Plan as required in July, then the manager must access the Annual plan and complete the performance planning phase of eperformance at this time. (See Performance Planning instructions.) If the employee being evaluated was promoted, demoted or changed job titles during the performance year, the active performance plan may have been deleted or transferred. The title on a transferred performance plan changed to the employee s current title but the contents of the performance plan did not change. A new template based on the new job duties may have been generated in TeamWorks for deleted plans and the manager should have developed a new performance plan for the employee. If the manager did not develop a new performance plan, a new plan must be developed. (See Performance Planning instructions.) 7

8 Accessing and Evaluating the Annual Performance Plan 8

9 (Accessing the Evaluation) Log into TeamWorks using your Employee ID and Password. Use to log on. If you forgot your password click on the Reset/Forgot your password? link or go to s/dnrnet/pdf/reset_forgot_your_passw ord_instructions.pdf 9

10 (Accessing the Evaluation) Click on Main Menu to reveal the menu options. 10

11 (Accessing the Evaluation) Click on the following cascade of menu items to access the performance documents of employees who report to you: Manager Self Service Performance Management Performance Documents Current documents 11

12 (Instructions for Managers) This page shows all documents that have not been completed. Click on name of the employee to access and begin the annual performance evaluation process. You have accessed the current documents page. All of your direct reports should have eperformance documents here. If they do not, you need to clone or create a document for them. If all of your direct reports do not show as reporting to you in TeamWorks, contact your division HR representative. To request access to your employees you must provide your name and position number as well as the name and position number of your employee(s). Your division HR representative will complete a Reports To Accuracy Form located on the intranet at mance-management. 12

13 (Instructions for Managers) Use the Performance Process pane and the Steps and Tasks list to navigate to the evaluation pages. 13

14 (Instructions for Managers) Note that the green check mark indicates that the Define Criteria (Planning) step is complete. DNR does not use the Self-Evaluation section of the performance plan. Begin evaluating the plan by clicking on Expand All to expand the performance plan. 14

15 (Instructions for Managers) Update and Submit should be highlighted in the process pane. The first section requiring an evaluation rating by the manager is Section 1- Core/Individual Competencies. 15

16 (Instructions for Managers) Click on the Manager Rating drop-down arrow. It will provide a list of ratings from which to choose as shown here. Choose one of the ratings that is reflective of the employee s performance during the performance year on the applicable competency. You also are encouraged to click in the Managers Comments field and make comments reflecting the rating. Manager comments are required for section ratings of 1 or 5. 16

17 (Instructions for Managers) Performance Rating Managers must use the rating scale below to evaluate employee performance. 5 = Exceptional Performer 4 = Successful Performer Plus 3 = Successful Performer 2 = Successful Performer Minus 1 = Unsatisfactory Performer 17

18 (Instructions for Managers) Once a rating is selected and a comment is entered it will appear in the fields below the rating. Use the scroll bar to navigate to the next competency that must be rated. 18

19 (Instructions for Managers) Once all ratings have been entered for the section, the manager will click on the calculator icon to display the calculated numerical value for the section of the Performance Plan evaluation. In this space the manager may make additional summary comments regarding the employee s performance for all competencies in Section 1. 19

20 (Instructions for Managers) Managers must complete the following tasks for all Core/Individual Competencies (Section 1 of the Plan) as demonstrated in the previous 5 slides: Select ratings for all competencies; Enter comments regarding the ratings for the core competencies; Click on the calculator icon to display the average score for the section; and Enter summary comments for the section. Once the tasks listed above are completed, managers must complete the same tasks for the Individual Goals (Section 2 of the Plan) and the Job Responsibilities (Section 3 of the Plan). Employees have the option to enter comments in Employee Comments (Section 4 of the Plan) when they review/acknowledge the evaluation. DNR is not recommending use of the employee self-evaluation. 20

21 (Instructions for Managers) Managers may enter summary comments in Section 5. In Section 6, click on the calculator icon here to display the overall numerical rating for the employee. Manager may enter overall evaluation summary comments here. Note: Although sections 5 and 6 are provided for manager comments it is not necessary for the manager to provide a comment in both sections of the evaluation. 21

22 (Instructions for Managers) To finalize the evaluation, managers must complete the following steps: 1. Click Calculate All Ratings. This will display the numerical value for each section rating. 2. Click the Save button at the top of the page. 3. Click Submit for Approval. Do not click Submit for Approval until you have completed the evaluation. Clicking the Submit for Approval button will route the performance evaluation to the manager s manager for approval. 22

23 (Instructions for Managers) After the manager has clicked on Submit for Approval, they will need to click on Confirm. At that time if they go to the Performance Process pane, they will see that the document is submitted and now pending approval of the manager s manager. Note: Managers should notify their supervisor/manager that the evaluation has been submitted to ensure that the Manager is aware that they must review/approve the evaluation. Their approval is necessary to proceed with the evaluation process. 23

24 Congratulations! You have evaluated the employee. However, there are a few more steps needed to finish the evaluation process. 24

25 Approval of Evaluation 25

26 (Approval of Evaluation) The manager s manager must go back to the Main Menu access and Manager Self Service (as shown at the beginning of this document), click on Performance Management, and click on Approve Documents to approve the evaluation. The manager must complete the tasks on the next few pages to approve the documents. 26

27 (Approval of Evaluation) Click on the link for the performance document of the employee to be approved. 27

28 (Approval of Evaluation) The manager s manager can click on the Performance Document Details link to see the contents, comments and ratings in the performance document. The manager s manager may choose to click on Approve to approve the document and move the document on to the next part of the evaluation process or Deny if he/she wants to send it back to the manager for further evaluations/changes. 28

29 (Approval of Evaluation) The green check mark in the Evaluation Approval Chain box indicates that the document has been approved by the manager s manager and is now ready for mass approval by the Administrator in the Office of Human Resources (OHR). Note: Status of the manager s manager approval has changed from Pending on the previous slide to Approved. The status of the HR approval has changed from Not Routed to Pending. 29

30 (Approval of Evaluation) The manager s manager may Mass Approve documents of their subordinates. Click on Manager Self Service > Performance Mgt. > Mass Approval. Click the hour glass next to Approval Process and select Performance Management. The documents available for approval will be displayed. The manager will need to know the employee(s) ID in order to select the appropriate employee(s) for approval. The manager may select individual documents or choose Select All. Once evaluations are selected to approve, click on Approve Selected to approve documents. Once the manager s manager approval is complete, the system will send the evaluation to the OHR Administrator for approval. The OHR Administrator will perform a mass approval of all completed documents in TeamWorks. This approval will allow managers to continue with the evaluation process. 30

31 Reviewing the Evaluation with the Employee 31

32 (Reviewing the Evaluation with the Employee) Once the OHR Administrator has approved the document, it is automatically available for review by the employee. Managers must now tell the employee to access Employee Self Service to review their performance evaluation. Employees may receive a system that the evaluation is available for review. The employee will review the evaluation in Employee Self Service. The manager and employee will now meet with each other to discuss the Performance Evaluation. The manager must tell the employee to access the performance evaluation and Acknowledge that he/she reviewed the evaluation. (See Performance Mgt. Instructions for Employees at 32

33 Finalizing the Evaluation 33

34 (Finalizing the Evaluation) The manager will access the performance plan as described above. When the process pane displays a green check on Request Acknowledgement, TeamWorks should send an to the employee to acknowledge the review in TeamWorks. Pending Acknowledgement (without a green check) indicates that TeamWorks is waiting for the employee to acknowledge the review. When Complete is highlighted, the employee has acknowledged the review meeting and the manager can start to finalize the review completion process. 34

35 (Finalizing the Evaluation) The manager will click Complete, Confirm and then Save. Congratulations, the document has been finalized! NOTE: YOU MUST CLICK ON Complete, Confirm and then Save FOR THE EVALUATION RATING TO BE DOCUMENTED AS COMPLETE IN TEAMWORKS. Plans not documented as complete will be archived. If archived, the performance documentation will only be recoverable by contacting OHR. 35