Halogen Performance Assessment 1AP and 2AP Program Managers Employee Guide

Transcription

1 Halogen Performance Assessment 1AP and 2AP Program Managers Employee Guide

2 Contents Performance Assessment Process... 2 Before You Start Completion of the Online Performance Assessment Form... 3 Completing Online Performance Assessment Form... 6 Once Perfromance Assessment is Approved Where to Get Help May 2018 Page 1

3 Performance Assessment Process Performance planning and assessment is an ongoing process of communication between managers and their staff. The process involves a proactive planning component at the beginning of the performance year; ongoing feedback and coaching during the year; as well as an annual end of year meeting to: Identify key priorities set goals and objectives; Assess and discuss the staff member s relative success in achieving the goals and objectives for the review period and how these objectives were achieved using the defined competencies; Recognize strong performance; and, Identify areas requiring improvement and/or development. The staff member has the responsibility to: i) Actively participate in the process of confirming and/or setting goals and objectives; ii) Provide the Reviewer with a report on outlining the completion of previously agreed to goals and objectives. The Reviewer has the responsibility to: i) Create a motivating and supportive climate; ii) Initiate the process of confirming and/or setting goals and objectives; and iii) Observe performance, give feedback, guide developmental activities and conduct a performance discussion. The Performance Assessment is a 5 steps process: The Performance Assessment process has 5 core steps that facilitate a review and discussion with an employee about their performance of goals and responsibilities. Step 1: The employee documents their accomplishments and progress over the review period. Step 2: The manager rates the employee s performance in relation to applicable positional competencies and operational objectives. Step 3: Advancement Compensation Committee meets to review all assessments to ensure equity and consistency and approves the ratings. Step 4: The manager meets face to face with employee to discuss the performance assessment and overall rating. Step 5: The employee confirms they have received their assessment and can add any final comments to the form. May 2018 Page 2

4 Before You Start Completion of the Online Performance Assessment Form The objectives that were approved by your manager at the beginning of the review period and listed on your Halogen My Performance page will be pulled into the performance assessment form automatically when the online process is launched. Make sure that you review your objectives and notes on your Halogen My Performance page before you start your activity report. NOTE: Before opening the performance assessment form and starting your Activity Report (i.e. before you click on the Employee writes own Activity report task on your Home page), check on your goals/objectives. Click on the Main Menu in the top left corner of your Home page. Click on My Performance, then click on Goals: May 2018 Page 3

5 You will be presented with the list of Objectives entered during the past Objective Setting processe(s): If you have participated in multiple years of Objective Setting using Halogen, you may find it helpful to use Options to filter your list of objectives by process: May 2018 Page 4

6 When you ve identified the objectives that will be pulled into this year s performance assessment form, click on each objective and make any notes you would like pulled into your performance assessment form with the objective: May 2018 Page 5

7 Completing Online Performance Assessment Form Getting Started All documentation, resources, login button, as well as support contact information for the Objective Setting process and Halogen Performance software can be found at: Login Please login to Halogen Performance using your UTORid and password at: The Home Page Upon logging into Halogen you will be presented with the Home page. The Tasks tile on the Home page includes tasks that are available to you to act on, as well as tasks that are assigned to you but are not ready yet. Any tasks that are not ready will become ready as the form advances through the process. Once a task is complete, it will disappear from your home page. Completing the Performance Assessment Form Once the Annual Performance Assessment Process has been launched, employees that are reviewed in the process will have a task to complete called Employee writes own Activity Report. Clicking on the Employee writes own Activity Report task box will take you to the Performance Assessment Form. The task box includes the task name, as well as two key pieces of information: May 2018 Page 6

8 Navigating the Online Performance Assessment Form The form window has two sections: RIGHT SIDE - The main (scrollable) form LEFT SIDE - The form navigator You can navigate to a specific section by clicking on the respective section headings found in the Form Navigator on the left hand side of the form or by using the scrollbar on the right hand side of the form window. May 2018 Page 7

9 On your top right are the Save and Submit buttons. Start with the completion of the Professional Development Plans section. The form will prepopulate with your previously approved professional development goals and activities on the left. To reflect on your progress and achievements regarding your professional development goals and activities, type the content of your progress into the text boxes provided to the right of your development plans and activities. 1. Note the text boxes are plain text, and will not hold any formatting when content is copied and pasted from a Word document. 2. If you type directly into the text boxes, remember to save your work periodically using the Save button at the top right corner of your online form. May 2018 Page 8

10 Next, complete the Objectives, Employee Comments and Manager Assessments section. Similarly to the Professional Development Goals and Activities section, the objectives will pre populate with the content from your previously approved Objective Setting form and the Notes added for each of the objective reflecting changes, barriers, and successes regarding the progress towards your agreed upon objectives (if any were added throughout the review period) You can briefly report on the results/outcomes of the key objectives for your position over the review period or highlight anything you may have missed, or any additional information you would like to provide in the Employee Comments box below each objective. May 2018 Page 9

11 NOTE: If less than six Key Objectives were recorded and approved at the beginning of the review period and your Objective Setting form has blank Objectives sections Performance Assessment form will not list these blank Objectives. However, the comment boxes will be available in the Performance Assessment form (see examples below: Objective 5 and Objective 6 are blank ). May 2018 Page 10

12 Be sure to type N/A into these comment boxes for blank Objectives as shown below: May 2018 Page 11

13 Click the Save button if you would like to save your updates to the form and come back later to finalize your work. Lastly, highlight any additional feedback or comments you want to add in addition to your accomplishments towards your objectives in the Employee Comments section: Once your comments have been added to the form and you are ready to submit them to your Manager for review, click the Submit button. The form will now show as Completed. Once you have submitted your performance assessment form to your Manager for review, the online form will be routed to your Manager. You will not have access to update the content of the form after submission, however you can view a read-only copy of the form you submitted while the process is open in the system. From your Home page, click on All Tasks List: May 2018 Page 12

14 Then click on the Employee Writes own Activity Report in the list of tasks: At any time in the process, you can check the approval status of your performance assessment form by using the three dots to click on process status:. May 2018 Page 13

15 The process status screen displays all the steps in the process, and indicates which step your form is at. The name of the person responsible for completing the step appears next to each step in the process. In the screen shot below, the form is with Manager Hal for review: Tasks are coded with one of the following graphic indicators: You will only have to act on the tasks that have the indicators: & May 2018 Page 14

16 Once Performance Assessment is Approved Your Reviewer will meet with you to conduct a face to face performance assessment discussion and go over their ratings and comments. Once this has been done, the performance assessment form will be released to you for overall comments about your performance, which will trigger a task on your Home page called Employee writes final comments. Employees will close off the Performance Assessment form by having the option to comment on the rating and confirming that a discussion with the reviewer has taken place: Timelines for Completion To assist Employees and Managers in completing the performance assessment, the online tool contains all relevant task deadlines. Timelines are also posted on the Performance Assessment page of the HR & Equity website at Automatic notifications will be sent to Managers via with reminders prior to deadlines and for any overdue tasks that require attention. May 2018 Page 15

17 Where to Get Help Process Support: For assistance, visit the Performance Assessment web page or contact your Divisional HR Office. What if my Manager information is incorrect? The Halogen software uses positional based workflows which are captured in HRIS. Any information that is not current or that requires modification should be directed to your Divisional HR Office. I am having a technical issue with the Halogen Software: If you are experiencing any technical issues with Halogen, please compensation.hr@utoronto.ca for direct support and assistance during regular working hours. May 2018 Page 16