Utilizing Employee Evaluations Parts 1 and 2 Munis: Human Resources

Transcription

1 [MU-HR-8-A][MU-HR-9-A] Utilizing Employee Evaluations Parts 1 and 2 Munis: Human Resources CLASS DESCRIPTION Part 1) This session will expose attendees to the tools available in Munis to allow clients to create, conduct, and maintain employee evaluations. The first session will explore how to setup the employee evaluations module to utilize all available functionality. Part 2) This session will continue to explore evaluations functionality including setting up and utilizing self-service evaluation templates. The session will also discuss functionality developed to allow clients to capture peer, self, and manager evaluations along with traditional supervisor evaluations. Finally, this session will explore the ability to apply salary adjustments as a result of evaluation performance. OVERVIEW This presentation is designed for the Munis user looking to automate or improve their performance evaluations process. This document will provide information on how to setup and use all current Munis evaluations functionality including: Personnel Settings Evaluations Evaluations Types Evaluation Competencies Evaluation Ratings Evaluation Goal Ratings Evaluation 360 Sources Job Based Evaluation Setup Evaluation Matrix Setup and Options How to maintain Evaluations in Munis (Generate/Add/Update/Delete) How to generate new Evaluations How to generate batch Evaluations Exporting and Importing Evaluations Setting up the Employee Self Service Evaluations module Employee Self Service Templates How to view and maintain evaluations on Employee Self Service Understanding security features available in Employee Evaluations Understanding the Evaluation Workflow Options Processing merit increases based on evaluation recommendations

2 BASIC SETUP Before using the Employee Evaluations module there are many system settings and codes that will need to be examined and reviewed. Setting up codes that are versatile, yet specific, is key to implementing the Employee Evaluations module. As you will discover throughout this document the codes that need to be created and maintained are used in all the different aspects of this module. Setting these codes up correctly is important for maintainability as well as user comprehension. Examining the setup parameters before implementing employee evaluations is important to ensure the module is used to it highest potential, meeting your demands. Permissions Access to the Employee Evaluations program is controlled by HR Management / Payroll Role Maintenance. Category Access may be set to No Access, Inquiry Only, Hide SSN (Inquiry), Update/Delete, and Hide SSN (Update/Delete). Employee Category Access is broken down into four modes: Employee Master, Terminated Employees, Projections Employees, and Personnel Actions modes. Each of these role access permissions controls access to the Employee Evaluations data when running in one of the four modes. Role Maintenance -> HR Management / Payroll Roles -> Category Access Permissions 2

3 Employee Self Service permissions are setup on the system admin website. By default Performance Reviews are not enabled on Employee Self Service. ESS -> Administration -> Employee Administration -> Application Administration Allow access to performance reviews: This checkbox, when checked, will allow access to the ESS Performance Reviews (Evaluations) module. Access will be disabled if unchecked. Allow access to self-evaluations: This checkbox, when checked, will allow access to create and edit self-evaluations on ESS. Access will be disabled if unchecked. Allow access to peer evaluations: This checkbox, when checked, will allow access to create and edit peer evaluations on ESS. Access will be disabled if unchecked. Allow access to supervisor evaluations: This checkbox, when checked, will allow access create and edit supervisor evaluations on ESS. Access will be disabled if unchecked. Allow employees to add evaluations: This checkbox when checked will allow access to add new evaluations (of all enabled types) on ESS. Access to create new evaluations will be disabled if unchecked. (Edit will always be enabled where appropriate) 3

4 Workflow Settings While Munis workflow business rules do not need to be setup to use the employee evaluations module, setting up Munis workflow business rules will provide more control over when evaluations are available to employees on Employee Self Service as well as when the evaluations are eligible for the salary increase eligibility program (see below). Business Rules may be added for Employee Evaluation Approval (PMR) and Employee Batch Evaluations (PMQ). 4

5 When not using the Munis workflow business rule setup, workflow still exists in the Employee Evaluations module. The employee evaluations status field allows for evaluations to be marked as pending (default) and completed. Based on this status field the evaluation can be released to the employee after the evaluation has been completed rather than being available immediately upon creation. Evaluation Codes There are several codes that will need to be defined before using the Employee Evaluations module. These codes include: Evaluation Types, Evaluation Competencies, Evaluation Ratings, and Evaluation 360 Sources. These programs are accessible to Personnel superusers and can be launched directly from the Munis menu or from the menu of available options inside the Employee Evaluations program. 5

6 EVALUATION TYPES Evaluation Type codes can be defined in this program. Typical Evaluations Types would include: Annual, Semi-Annual, Probationary, New Hire, Observation, Quarterly, and Mid-Year. These codes are user defined and serve as a helpful guide for categorizing different types of evaluations. EVALUATION RATINGS Evaluation Rating codes are a numerical rating scale (0-99) that will be used to calculate the overall score of a particular competency as well as the overall evaluation rating. These ratings are typically in the range 0-5 or 0-10 (incrementing by 2). These are the basic ratings that will be used when evaluating all employees for all evaluations in the system. These codes should be generic enough to apply to a wide range of situations. Typical scales would include: 5 Point Scale or 4 Point Scale 1 Poor 1 Does not meet standards 2 Below Average 2 Partially meets standards 3 Average 3 Meets standards 4 Above Average 4 Exceeds standards 5 Excellent NOTE: All competencies when initially added to an evaluation will default with a competency rating = 0. If you define rating 0 it is recommended that it be defined to reflect a default value (i.e. 0 Not Evaluated, 0 No Score etc.) This is important because when the competency score is computed any competencies with the default rating will always produce a score of

7 EVALUATION COMPETENCIES Evaluation Competencies are numerical codes (1-999) that are used to define qualities or employment attributes. Competencies typically include such entries as: Organization, Communication, Training, Initiative, Punctuality, Professional, Goal Oriented, Teamwork, Job Knowledge, Dependability etc. Weight: In the situations where some competencies are more important than others, the weight field is used when determining the final score of a single competency. If all competencies should be treated equally then the weighting should be the same on all competencies that are created (typically with a weight of 1.00 or or ). The final score of any competency is its weight multiplied by its rating (see above definition of evaluation ratings). Text: The text data that is stored on an evaluation competency typically is used to store a definition of that competency (i.e. what it means for an employee to be Organized or Professional etc.). This text storage is unlimited in size. This text is available on Employee Self Service when adding or updating competencies. 7

8 EVALUATION GOAL RATINGS Evaluation goal ratings are very similar to the evaluation ratings. The biggest difference is that they are not used on the Evaluation tab of the evaluation in combination with competencies. The evaluation goal ratings are used on the goals tab to define whether or not an employee has met or exceeded their goals. This rating system is customizable though it should be kept simple and similar to the evaluation rating system (namely a 0-4 or 0-5 rating system) EVALUATION DEFAULT TEXT The Employee Evaluations module stores a lot of text data. Sometimes there is a need to keep this data consistent across employees or use standard responses when filling out evaluation competencies. The Evaluation Default Text program was designed to help reduce the amount of text data that would need to be entered while editing each competency. The program joins together an evaluation competency an evaluation rating and the text to use as the default. This text is appended to the employee s evaluation competency after the record is added / updated and the competency/rating pair is identified and the employee s competency text data has yet to be populated. 8

9 ADVANCED SETUP After setting up evaluation types, ratings, competencies, and default text functionality for the Employee Evaluations module, more advanced features can be utilized to help leverage the module s full potential. The following sections will discuss the more advanced setup procedures, these sections are not required setup, but will be useful for more advanced setup scenarios. Evaluation 360 Sources The Evaluation 360 Sources program was designed to add new levels of feedback. With Evaluation 360 Sources, evaluations can now be conducted on four different levels; In addition to the already supported supervisor evaluation, evaluations can now be peer-to-peer, employee-to-manager, and submitted by the employee to evaluate their own performance (self-evaluation). These are in additional to the previous functionality, which allows for traditional manager-to-employee evaluations. 360 Type: Specifies the type of evaluation that is being used. (Supervisor, Peer, Self, Manager) Code: 6 character code identifying the 360 source. Short/Long Description: 10 and 60 character codes describing the 360 source. ESS Template: This is a code that specifies which Employee Self Service Evaluation Template to use when the evaluation is rendered on the Employee Self Service webpage. This will be discussed in greater detail later in this document. Default Competencies: This collection of competencies will be defaulted onto all evaluations generated when this 360 source type is being used. This collection of competencies is the first of two methods to default competencies onto an evaluation. The second method is defined in the next section. 9

10 Job Based Evaluations On individual job classes there are three important evaluations based fields/options. The new hire probation days field is used when generating evaluations during actions entry for new hires and reinstatement actions (this will be discussed in more detail later in this document). The other two options are for setting up default competencies and default 360 source codes. JOB BASED COMPETENCIES Job based competencies is another method in the evaluation module that will allow competencies to be defaulted onto an evaluation as it is being created. The Job Based Competencies method is the most specific method as it only applies to evaluations created with a specific job class. As such this method supersedes any Evaluation 360 Source default competencies that may be defined (see above). To access the job based competencies click on the folder icon labeled Competencies found on the right side of Job Class Master. 10

11 Each competency can be defaulted based on one of three options: All Employees: All employees that have an evaluation added or generated for this job class will have the associated competency added to their evaluation. (This includes new hires and reinstatements) New Hires Only: Only New Hire (or Reinstatement) Employees will have the associated competency added to their evaluation when they are generated through the employee evaluations generate process or the actions entry new-hire process. Non-New Hires Only: When adding or generating evaluations for employees that are currently employed, the associated competencies will be added to the employee s list of competencies. JOB BASED 360 SOURCES Job Based Evaluation 360 Sources is a means by which when evaluations are added, if the Evaluation 360 source code is not specified it can be determined based on this Job Class setup. This is one of two places where Evaluation 360 Source defaults can be defined. The other place it can be defined is in the Personnel Settings program (see below for more details). To access the default Evaluation Sources click on the folder icon labeled 360 Sources found on the right side of Job Class Master. 11

12 There are four possible Evaluation Source defaults, one for each Evaluation Source Type. By defining the evaluation source code to be used when generating evaluations of a specific evaluation source type, Munis will be able to associate a specific job class with a specific set of competencies and/or a specific Employee Self Service evaluation template. (Evaluation Templates will be examined later in this document). Evaluation Matrices The Evaluation Matrices program was designed to help keep recommended increases consistent across all evaluations. To use this functionality it first must be enabled in the Personnel Settings program (see below). Evaluation matrices can be setup in 2 different fashions, matrices by overall rating, and matrices by dual competencies. Based on need, some Group/BU s can use one methodology and other Group/BU s can use the other methodology. Evaluation Matrices can now specify any number of distinct rows of matrix 12

13 results. This functionality in the past had been limited to 9 distinct rows, this is no longer a limitation. Percentages can also be given to the employee as a lump sum, this will be shown as a checkbox on the Employee Evaluations record, and ultimately resolved to a lump sum payment during the Salary Increase processing. Based on personnel settings setup, (See below), matrices have two distinct behaviors, input defaulting behavior and validation behavior. During input the matrix is used to default a minimum percentage into the recommended increase percentage field after the necessary ratings are populated. After the fields are populated, the fields are validated and the matrix is checked to see if the recommended increase percentage fields are within the specified range of the evaluation matrix. If the entered percentage is outside the specified ranges a warning message is displayed that the percentage increase it outside the range specified by the evaluation matrix and should be reviewed before proceeding. Evaluations Personnel Settings The Evaluations tab of the Personnel Settings program has three settings that should be examined and set up in order to achieve the desired results in the Employee Evaluations module. Use Job Defaults: This option will be used when existing job class data should be defaulted to the recommendation tab. After the overall rating is populated (regardless of what rating is selected), the recommendation tab will be populated with information from the job classes base pay. Use Matrix Defaults: This option will default the minimum percent as defined in the matrix setup into the percentage increase field on the Employee Evaluation record. 13

14 Use Matrix Verification: This option will validate the entered percentage change is between the min and max percentages defined on the matrix based on the entered overall rating or competency ratings (based on the matrix setup) Post Online after Approval: This option will ensure that the Post Online checkbox (found on the employee evaluations records) is checked when the records is finally approved. (If using Munis Workflow that means when the workflow status is Y, if not using Munis Workflow this means when the status field is set to C omplete.) ESS Goals Copy Option: (11.2 base) This option allows goals to be copied based on one of several options: - L Copy from Last Evaluation: This option will copy all goals from the previous evaluation with the same job class. - R Copy based on Review Date: This option will copy goals from previous evaluations with the same job class. Only goals from previous evaluations that have a goal date that occurs within the new review period will be copied to the new evaluation. - P Copy based on Personnel Settings Dates: This option is similar to the R option specified above, however the dates are determined at a global level in Personnel Settings rather than being based on the review date of the evaluation for which goals are being copied/created. - N Do not copy goals: This option disables the goal copy functionality. Acknowledge Text: This text drilldown contains the text that will be sent to a supervisor once the evaluation has been acknowledged by an employee. Evaluation 360 Defaults: This collection of Evaluation Source types and 360 Source codes will allow you to setup which Evaluation 360 Source code will be used when creating evaluations of a specified Source Type (Supervisor, Self, Peer, or Manager Evaluation). Similar to the Job Class defaults (discussed earlier in this document) this table will be examined when a new evaluation is being created. If the Job Class does not specify the default 360 Source Code to use, it will look to the Personnel Settings program to find a default. (NOTE: If a default 360 source code is not specified anywhere in the system for a given source type, (or a 360 code is specified but no template is defined) the ESS Evaluations module will display all available fields on the ESS online template when editing evaluations of that source type.) 14

15 EMPLOYEE EVALUATIONS The Employee Evaluations program will be the primary program used to view and maintain Employee Evaluations data (with the exception of when Employee Self Service is used.) This program offers a large collection of fields in which to store evaluations related data. The program also provides a number of useful tools to help generate new evaluations as well as analyze evaluations once they are completed. REVIEW TAB The review tab has the majority of the data association fields. This tab is the primary tab of the program and is designed to highlight the overall results of the review, as well as explain for whom the evaluation was created, over what period the employee was being reviewed, who was the primary reviewer, what kind of evaluation was conducted, as well as some vital information about the employees primary job/location/group bargaining unit etc. Human Resources/Payroll -> Human Resources -> Reviews/Evaluations/Surveys -> Employee Evaluations Employee: This is the employee being reviewed. SSN, Name, Status, Location, Job, Group and Org/Account: Defaulted based on the Employee s Master Record. (Social Security Number may be hidden based on the user s category permissions). 360 Source: This code specifies the type of review that was conducted. (Supervisor, Self, Peer, or Manager Evaluation) 15

16 Review Type: From the list of defined Evaluation Types (See the above setup section in this document). Review Period: Evaluation period start and end dates. Scheduled Date: Date review is scheduled to take place. Should be after the review period start date. Completed Date: Date evaluation was actually performed. Leave blank for pending reviews. Reviewer Number: This will be the employee number of the employee responsible for creating and filling out the evaluation. (This may be the reviewed employee number for self-evaluations.) Status / Workflow Status: The screenshot above shows the status field (Workflow status is hidden). These two field are shown/hidden based on the workflow setup that is being used. - Status: This field is shown when Munis Workflow business rules are not being used (i.e. none are defined). This status field supports two states: Pending, and Completed. This setup is typically used when minimal workflow is required and the only oversight that is necessary is the person completing the evaluation (typically from ESS). - Workflow Status: This field is shown when Munis Workflow business rules are being used (i.e. at least 1 is defined). This status field supports all of the workflow business rule functionality including some additional functionality to route evaluations by Overall Rating, and Evaluation Review Type. Overall Rating: An optional overall numeric rating, in addition to any specific competency ratings. Needed Score: The minimum sum of all competency ratings on the Evaluation tab. This is the score that is required for the employee to be moved to the next salary level. (See section below that describes Salary Increase Eligibility) Enter the numeric score required in the box. Total Score: Actual score calculated from the Evaluation tab. (Sum of weighted competency scores) Post Online: Select this check box to allow the employee to view this evaluation through ESS. Uncheck the check box if you do not want this particular evaluation to be visible by the employee through ESS. Employee Receipt: After an employee reviews their evaluation online and submits acknowledgement of the evaluation, this check box is automatically checked as part of the submission process. Overall and Employee Comment boxes: Optional fields that can be used to add notes to evaluations. To add notes, click the folder icon found at the bottom of the window. The text prints on the Worksheet and Evaluation Report. These fields will become accessible after the initial save of the record. 16

17 RECOMMENDATION TAB The evaluation recommendation tab was designed to store information about how the employee should be compensated for the review or if they ve earned a new job/position/grade or step. The data stored on this tab is used in the Salary Increase Eligibility program. (Discussed later in this document.) This data can also be manipulated by a Matrix setup (See Evaluation Matrices above). Recent modifications have also made it possible to post percentage increases from other salary change posting processes (Pay Band Increases as well as Mass Contract Increases). 17

18 EVALUATION TAB (COMPETENCIES) The evaluation competencies tab lists all competencies on which the employee was evaluated. This collection will vary from employee to employee and perhaps even evaluation to evaluation. The comments can be accessed by double clicking a given row. Default text can be populated based on other system settings. This tab gives a breakdown of where the employee did well and where the employee may need improvement. Rating: The rating code (underlying code is a numeric value) that the reviewer assigns to indicate how well the employee performed for this competency. In this example Poor = 1 and Good = 3. Score: Total score for competency. Competency weight multiplied by the Rating s numeric value = Score EXAMPLE: Using Work Ethic as an example from above, the competency has a total score of (Work Ethic Weight (4.17) x Good Rating (3) = Score) Comments: The comments column displays the comments entered for the particular competency. These comments can be edited by double clicking on the line. 18

19 GOALS TAB Evaluation Goal data can be used to store current goals, past goals, or future goals. Each goal is comprised of a date, a description (unlimited text entry), a weight (Decimal), a Rating code (See Evaluation Goal Ratings defined above), and a comment (also unlimited text entry). These goals can be added and maintained through the Munis application as well as through Employee Self Service. EVALUATION TEXT DATA Evaluation text data can be accessed at the bottom of the screen. The folders will be lit when the text file is not empty. The Employee text file can only be edited by the employee during the acknowledgement of the evaluation on Employee Self Service. (Not even a Personnel superusers or System Administrator has access to edit this text. This is to ensure the field will be tamper resistant.) 19

20 EMPLOYEE EVALUATION MENU There are numerous menu options available in Employee Evaluations. Some of the options are only enabled and visible for Personnel superusers. Events Menu Option Available menu options. (Some may be hidden based on setup / permissions) This window is accessible from the Events menu option in Employee Evaluations. These records are a collection of dates and text that mark milestones throughout the review period. The date field is important to help keep events in chronological order. Comments can be accessed by double clicking on a given row. 20

21 Status Menu Option This option is used to approve the evaluation (Non-Business Rule Workflow). If you are using Munis Workflow Business rules this option can be ignored. Once selected if the evaluation is currently marked as Pending, this option will mark the evaluation as Completed. If the evaluation is already marked as Completed using this option will revert it back to a status of Pending (This can be useful if additional edits need to take place before exposing the evaluation to the employee on Employee Self Service). Generate Menu Option This option will open the employee evaluation generate window. The generate window will need to be populated with the necessary evaluation default information in order to generate. This tool is handy when you need to generate a large number of evaluations and they are all going to be relatively similar. Available only to personnel superusers. Employee Evaluations generate window with settings Review Type: Select the type of review to generate. (Annual, Semi-Annual, Probationary, etc.) 360 Source: This is the code used to determine the type of evaluation (Supervisor, Peer, Self, or Manager). NOTE: If selecting a non-supervisor Evaluation Source make sure the reviewer number will make sense for the records that are being generated. 21

22 Generate Method: This option allows for several different methods of generating evaluations based on the selected 360 source s type. - Type 1 (Supervisor): 1. All Supervisor Evaluations: This will generate supervisor evaluations including primary and non-primary supervisors. 2. Primary Supervisor Evaluations: This will generate evaluations for all employees for the employee s primary job for which they are supervised. 3. Non-Primary Supervisor Evaluations: This will generate evaluations for all employees for the employee s non-primary jobs that are associated with supervisors who are not their primary supervisor. - Type 2 (Peer): This type only has 1 option and will generate a specified number of peer evaluations. - Type 3 (Self): This type only has 1 option and will generate a single self-evaluation for the employee s primary job class as defined in Employee Master. - Type 4 (Manager): 1. All Manager Evaluations: This option will generate an evaluations for every employee that has a manager. A number of evaluations per manager can be specified. This is not a random selection, it pulls the list of employees based on an ordered list of subordinates returned. 2. Primary Manager Evaluations: This option will generate evaluations for employees to evaluate their primary managers. Any non-primary managers will not be evaluated by subordinates they don t directly supervise based on setup. 3. Non-Primary Manager Evaluations: This option will generate evaluations for employees to evaluate their non-primary managers. Primary Managers will not have evaluations generated and/or be evaluated by employees that are not deemed primary subordinates, based on setup. Review Period: Evaluation period start and end dates. Scheduled Date: Optional. Date review is scheduled to take place. Should be after the review period start date. Copy Goal Date: This date range is used when goal copy functionality is being utilized. If the date range is specified all goals will be copied based on the dates specified. Default Reviewer: Check to default reviewer to the employee s supervisor from Employee Master. Reviewer Number: If all employees have the same reviewer and the employee master file will not be used, enter the single reviewer s employee number here. Existing Employees: Select this check box to generate new evaluations for employees with records already in Employee Evaluations module. New Employees / Hired After: Select this check box to include only active employees who do not have an existing record in Employee Evaluations. You can further narrow your selection by entering a date in the hired after box. All Employees / Hired Before: Select this check box to include all active employees from Employee Master. You can further narrow your selection by entering a date in the hired before box. Job, Group, Location, Organization, and EEO Function: Enter the Employee Master criteria ranges for the generate process. 22

23 Generate Current Menu Option This option can be used to generate next years evaluation records. This process will take every record in the active find set, copy it, advance the review period start and end dates by one year and clear out the evaluation events, text data, and recommendation tab and will reset the ratings on the listed competencies back to 0. Available only to Personnel superusers. Competencies / Ratings / Goal Ratings / Types Menu Options These menu options are launching points to set up the underlying codes necessary in the Employee Evaluations module. These options are only available to PM superusers. 23

24 View History Menu Option This option is not specifically on the Menu structure anymore. The Audit button in the ribbon will open Payroll Audit inquiry and display audit history for Employee Evaluations. Audit history can be viewed for the current record, or for all evaluation records for the current employee. Payroll Audit Inquiry after being called from Employee Evaluations. Release Menu Option This option is the standard Munis Workflow release option. This will start (or restart) the workflow of the selected evaluation record. (If Munis Workflow Business Rules are not defined, this option can be ignored.) 24

25 Import Menu Option This option allows for the setup and import Employee Evaluations. When the option is clicked the following screen will appear. To begin an import form will need to be setup to fit the data that needs to be imported. Employee Evaluations import window with settings. Once the window opens, click on the forms menu option. This will open the form definitions program. Below is an example import setup that can be used as a guideline when setting up evaluation imports. NOTE: The Employee Number, SSN, Review Period From, Review Period Thru are all required fields. Check the Munis Knowledge base for additional information about how to setup form definitions. Evaluations import form definition. Once the form is defined and the import files match the order of the fields in the form definition file, click on define and find the import file, and select the form definition to use. If you want to use a fixed width file be sure to clear the delimiter field. If you want to use a delimited file you will need to set the delimiter field to match the delimiter used in the import file. When ready, click output-post. 25

26 If errors occur during the parsing of the import file, or the file itself contains invalid codes or field values, an error report can be generated that will show the errors that were encountered. The import errors report will show you which line failed as well as explain what field it expected, what value it read, and whether or not the retrieved value is invalid and for what reason. Assuming no errors were encountered the import will produce a report listing all the records that will be imported to ensure that the data that is imported matches your expectations. After which, the confirmation prompt will allow the imported records to be posted or posting to be canceled. 26

27 Excel Export Functionality Current export functionality allows for exporting to Microsoft Excel. The export functionality has some extra options in addition to the standard Munis filtering functionality. Employee Evaluations allows for specifying whether to include Text data (Overall Comments, Goals, Recommendation, Employee Comments, etc.). Competency data can also be optionally exported with the ability to limit how many competencies are exported. Event data can also be optionally exported with the ability to limit how many events are exported. Merit Adjustments (11.2) The Merit Adjustments menu option is new functionality designed for allocating percentage increases based on a percentile distribution of scores. This functionality provides a proof screen that can be altered after the initial generate process and then the final allocated percentage increase posted to the individual employee evaluation record for later posting in the Contract Increase and Pay Band Increase programs. Assignment into the percentiles bucket will be based on the bucket that is greater than or equal to the percentile attained. (i.e. 55 percentile would fall in the 2 nd bucket defined below, representing percentiles between ) Merit Increase Generate screen with selection criteria 27

28 EMPLOYEE SELF SERVICE The Employee Self Service (often referred to as ESS throughout this document) interface for Employee Evaluations has been expanded a few different times to provide easier access to the Employee Evaluations module and its data. Employee Evaluations offers an interface to create and update employee evaluations. (Deleting of evaluations data will need to be done in the Munis application available from the Dashboard menu.) All evaluations that are marked as post online and are workflow approved (Complete or Approved) will be visible to the reviewed employee. All supervisor evaluations of a subordinate employee can be viewed and maintained by a supervisor/manager regardless of the post online setting. Before accessing evaluations on Employee Self Service, the Evaluations Template program should be examined. ESS Evaluation Templates The Evaluation Templates program was developed to allow for a more customized view of evaluations data. Similar to how the applicant tracking module allows for customized fields and ordering. The program breaks the evaluation information into several sections. Each of those sections contains a smaller subset of fields. Each section can be enabled/disabled, relabeled, and instruction text can be added. Fields within each section can also be enabled/disabled, relabeled, marked as required, and have default values assigned. Sections and fields (within their sections) can be arranged in any order. Any number of templates can be created and associated to Evaluation 360 Source codes. (See previous sections regarding 360 sources.) 28

29 Human Resources/Payroll -> Human Resources -> Reviews/Evaluations/Surveys -> Evaluations Templates Add/Remove Competencies: This option will enable or disable the ability for competencies to be added or removed from the ESS input screen. Add/Remove Events: This option will enable or disable the ability to add / remove entries from the Events section. This section stores one date and one comment field. Attachments Available: This option will enabled or disable the attachments option when submitting evaluations. Attachments that are saved via ESS are attached directly to the employee s evaluation record in Munis. View Employee Comments: This option will determine whether the employee comments section is visible to supervisors or to employees in view mode. Employee comments input will always be available during the acknowledgment phase of an evaluation. 29

30 30 Add/Remove Goals: (11.2) This option will enable or disable the ability to add / remove goals from the evaluation. If it is enabled, Individual fields for a goal record can still be customized to hide comments/ratings/etc. Can Default Goals in ESS: (11.2) This option exists to provide the ability to manually default goals into the ESS template after data has been entered into the evaluation template (Review Dates specifically). This will allow a higher level of control over when the goals data can be copied from previous evaluations, if the ability is desired at all. Header Section: - Name: This is the name of the header section it is closely related to the folder tabs on the Munis screen. This is the name of the header section that will appear in ESS unless specified in ESS Display. - Enabled: Determines whether the section is shown or hidden. (At least one header section is required, but no one section is always required.) - ESS Display: This is the title of the header section if it is enabled. This will overwrite the text that appears in the Name column. - Instruction Text: This text will appear just below the header section banner, and can contain any HTML formatted text that should appear before the section. Fields Section: - Name: This is the name of the field as it maps to the field on the Munis evaluation record. If the ESS Display is not specified it will be the name that appears on ESS alongside the data for this field. - Enabled: Determines whether the field is shown or hidden. Certain fields are required to be enabled and required based on the section, others can be enabled/disabled as necessary. - Required: Determines whether data entry is required during input. Form validation will fail unless the field is populated with a proper value. - ESS Display: This is the fields name if specified and will replace the Name column. - ESS Default: This column can be used to specify a default value for a data field to aid input on ESS.

31 ESS Evaluation Interface There are three main sections to the Employee Evaluations interface. The Performance Evaluations view that all employees will see and will contain their personal evaluations. The Employee Evaluations view to which only supervisors will have access and will display evaluations about their subordinates. The 360 degree evaluations view which will be a hybrid view showing 360 evaluations the current user has the ability to create and edit. (If the employee is also a supervisor this will show their supervisor evaluations they need to fill out as well). EMPLOYEE VIEW (PERFORMANCE EVALUATIONS) All employees will have four different sections they will be able to view (based on ESS setup the bottom three sections can be disabled and hidden from view). Each section has a Show History (or Show Current ) option that will allow the employee to show or hide historical evaluations. Evaluations by my supervisors: This section will show traditional supervisor (Source Type 1) evaluations. Employees will be able to see all evaluations that have been made available to them (Workflow approved and Post Online checked). These evaluations can include both past and present evaluations. If the evaluation has yet to be acknowledged the link will display Acknowledge, this will allow the employee to review the evaluation and enter their employee comments. If the evaluation has been acknowledged (Employee Receipt is checked), the link will 31

32 display Details. This link will allow the employee to review the evaluation, but not add any additional employee comments. Evaluations by my peers: This section will display evaluations that were filled out by peer reviewers (Source Type 2). Peers are typically designated as employees that share a supervisor. (In this case the evaluation was filled out by a fellow Police Captain). Evaluations by my employees: This section will display evaluations that were filled out by the employee s subordinates (Source Type 4). These evaluations give the subordinates a chance to review their supervisors. Self-Evaluations: This section will display evaluations that were filled out by the employee about themselves (Source Type 3). Records that have an Acknowledge link will allow Employees to verify receipt and add their own comments to current evaluations. NOTE: The employee s comments are only editable by the employee and cannot be changed by a clerk or supervisor. Comments are time stamped to provide a record of when the comments were submitted. Employees can also view Evaluation Details of historical evaluations by clicking the Details link on any record they are able to see in their previous evaluations. 32

33 33

34 SUPERVISORS VIEW (EMPLOYEE EVALUATIONS) Supervisors have the ability of viewing, creating and maintaining evaluations for their direct subordinates. (Based on the supervisors Names Level setting this may be one or more levels of supervisory.) The page is broken into the same four sections that are visible the employee, (Supervisor, Peer, Manager, and Self-Evaluations). The dropdown box at the top of the page reflects the current employee being examined. A supervisor can select any of their subordinates listed in the dropdown box and view their associated evaluation records. If enabled, supervisors can add new evaluations for their employees as they see fit. Note: the bottom three sections can be hidden based on ESS setup. 34

35 SUPERVISOR BY POSITION SETUP Leveraging Position Control to determine who supervised whom is a valuable tool that is available within the Munis Payroll/Human Resources modules. Employee Evaluations has four possible control file settings: - N Determine Supervisor by Employee Number: This option is the default setting and utilizes the Supervisor number in Employee Master. This can be used for simple hierarchy trees and when employees only hold 1 job class of importance on which they need to be evaluated. - Y Determine Supervisor by Position: This option turns on Supervisor by Position logic and requires that all supervisors are defined at the position control level. This means that employee master supervisor definitions are ignored and an employee s supervisor is determined by what position is held by the employee. This option helps to facilitate when an employee hold multiple positions and needs to be evaluated by multiple supervisors. - P Determine Supervisor by Position (Primary Only): This option continues to leverage the supervisor by position logic, however whenever a supervisor list is determined only the primary supervisor is ever considered. This means that any one employee only ever has one supervisor based on the Job Class that they hold in Employee Master. - J Determine Supervisor by Position and Job Class: This option is similar to option P except an employee can have multiple supervisors if they hold multiple job classes. Each job class will have a distinct supervisor based on the position associated with that job class. 35

36 360⁰ EVALUATIONS VIEW This view can be seen by all employees (assuming self, peer, or manager evaluations are enabled). This view gives users access to view and edit all the evaluations that need to be edited or were filled out and submitted by them. If a particular Evaluation type has more than 1 potential employee for which an evaluation can be created (see section 1) a dropdown box will give the user the ability to select which employee to use when creating a new evaluation. (In the scenario below, the employee only has 1 supervisor, and 1 peer, so these sections only have 1 option hence no dropdown). 36

37 EVALUATIONS IN PERSONNEL ACTIONS A new Action Category type E for Employee Evaluations was created. This new category will allow for the creation of new Action Codes (which can be created in the Action Codes program). After creating new Action Codes with a category of type E these new Action Codes will allow users to create Actions Entry records specifically geared towards Employee Evaluations actions. If an evaluation personnel action is created the PAF (Personnel Actions File) that is generated as a result of the action should contain all the pertinent evaluation data necessary to generate in-house reports or generate forms using Tyler Forms or Tyler Reporting Services. 37

38 Detail Menu: Employee Evaluations exists on the Detail menu that is launched from many Personnel Actions programs. The Employee Evaluations program also exists on the detail menu found in many programs dealing with live data. Potential Issues Related to Actions Entry Text Edit Posting: When Employee Evaluations data gets copied from live to the actions data set, Munis will also copy evaluations text edit data. The Employee Evaluations program relies heavily on text edit data for storage of important notes and comments related to the evaluation process. The manner in which Munis copies the Employee Evaluations data from live to actions is as expected. (When the action is initially created, all existing Employee Evaluations text edit data for that particular employee in the live data set will be copied to the actions data set.) The functionality that will be put in place for posting Employee Evaluations text edit data back to the live set will be a bit more complex. During the Posting process, (when data is to be posted to live) the text edit Employee Evaluations data will be posted as follows: Any text edit file that was created (i.e. did not exist in live prior to creating the action) will be copied from the actions data set and inserted into the live data set. Any text edit file that was deleted (i.e. existed in live, and no longer exists, or is empty (length = 0) in the actions data set.) will be deleted from the live data set during the posting process. Any text edit file that was modified (i.e. not created in action, not deleted in action, but text in the text file was changed in any way at any time in an action) will be copied from actions to live as it exists in actions. IMPORTANT NOTE: If text edit records are changed in an action, they will be copied to live. NOTE: If there has been a change to the live text edit record since the text edit record was copied to the actions set, these changes made to the live record WILL BE OVERWRITTEN with any text that was changed in the actions data set for that specific text edit. If the text edit data is moved to an actions data set, and the text edit data remains unchanged in the actions data set, any changes that are made in the live data set to the Employee Evaluations text edit data WILL NOT BE overwritten. 38

39 BATCH EMPLOYEE EVALUATIONS The Batch Employee Evaluations program was designed as a way to generate a collection of evaluations and keep those evaluations batched together and have one approval process rather than having to approve each individual evaluation. The program groups evaluations together by the Org code segment of the General Ledger. The generate process works the exact same way as the Employee Evaluations Generate menu option. A Post Online option is available in this program to update all the post online flags with one update rather than having to update them as they become completed. Batch evaluations main screen. Batch Evaluations generate screen. 39

40 SALARY CHANGE FUNCTIONALITY Merit Processing As discussed above, Merit adjustments make it easier to apply percentile distributions across a large collection of evaluations. With this enhanced functionality comes the need to be able to apply these percentage changes to base salary amounts after a recommended change percentage has been defined on the evaluation record. As of 11.2 these percentage changes can be applied to non-salary tabled employees in addition to the functionality that is currently available in 11.1 to apply these increases to salary tabled employees. Contract Increase (11.2) This program was modified in 11.2 to allow the ability to perform percentage increases based on the percentage that is defined in employee evaluations for an employee s job class. This allows for a large collection of contract increases to be applied all at once with varying percentage changes as defined in Employee Evaluations recommendation tab as opposed to the percentage field on the contract increase program itself which is limited to a single percentage. Change Option 7 PERCENT FROM EMPLOYEE EVALUATIONS was added in 11.2 to facilitate this functionality. 40

41 Pay Band Increase The Pay Band Increase program can be leveraged to apply percentage amounts specified on the Employee Evaluation record to the employee s primary base pay for the reviewed job class. This program supports filtering and selection of a review date range of evaluations to include. 41

42 Salary Increase Eligibility The salary increase eligibility process begins with proper setup of employee Job/Salary records and Salary tables. The employee must be associated with a salary table (Non-Pay Band) for this process to work properly. The salary table should be setup in the traditional fashion with a grade and a collection of steps associated with the group / bargain unit code. Basic salary table setup. Once the basic salary table is setup we can modify it to meet the needs of the Salary Increase Eligibility process. Click update and then click on the Requirements tab. There should be one row for every step of the current table. On each step are entry fields for score needed, wait days, next grade, next step, fail score, and fail wait days. (There are other fields here as well but they are not part of the Salary Increase Eligibility functionality). The expected setup will be to enter a score that is necessary to move to the next payroll grade/step. 42

43 Basic salary table setup with Salary Increase Eligibility requirements defined. Step/Level: The step/level for which the requirements are being defined. Score: Minimum score necessary to be advanced to Next Grade/Next Step. Wait: Number of days after last evaluation to schedule the next evaluation. Next Grade: New grade if the employee meets the minimum score requirement. Next Step: New step if the employee meets the minimum score requirement. Fail Score: Maximum score that would be considered Failing the evaluation. Fail Wait: Number of days after the last evaluation to schedule the next evaluation. 43

44 After creating the salary tables the Employee Job/Salary record needs to be assigned to that salary table. This will link the employee with those requirements if a new evaluation is added for them. After an evaluation record is added it should have its needed score populated to match what is defined in the salary table s requirements tab. The evaluation can then be filled out by the reviewer. If the evaluation yields a score that is higher than the minimum the recommendation tab should then be populated specifying a new job class, new position, or lump sum values if desired. 44

45 Once the evaluation has been completed it can then be processed using the Salary Increase Eligibility program that is included as part of the payroll process. The Salary Increase Eligibility program is used to post salary increases for employees based on their evaluation scores and the supervisor s recommendations in the Employee Evaluations program. The Salary Increase Eligibility program is typically run each time a new payroll is started. The user confirms the current payroll. Then the system will prompt for a personnel action code and effective date. The generate menu option will create Salary Increase Eligibility detail records based on evaluations that were completed within the payroll period. The generate process will associate each record with an Increase Status of Approved, Denied or Bypassed for the user to review/update as needed. Then the user has the opportunity to Output/Posts the Salary Increase Eligibility records to a personnel action to be posted at a later date. 45

46 Salary Increase Eligibility main screen with menu options. Salary Increase Eligibility detail records showing approved increase to new grade/step. 46

47 After clicking output-post a proof will be generated to review the approved / denied / bypassed increases. After applying the increases each approved increase will be posted to Personnel Actions Entry. 47