Annual Performance Review

Transcription

1 Workday Job Aid for Managers & Performance Support Managers Use this job aid for the Annual Performance. Trinity Health Performance Management Process To learn more about Workday, find job aids and videos at the Workday Help website at workday.trinity health.org. For additional assistance, contact your Tier 1 resource, as noted on the Workday Help website at workday.trinity health.org. Updated 2017 Trinity Health as of Livonia, February MI 1, 2017 July 2018

2 Business and Roles The Talent Administrator role will initiate the annual performance review. Before You Start Ensure local policies and procedures are followed. This may include: Manager Discuss and assign goals to colleague, considering both organization goals (if applicable) and goals to support performance Manager Discuss choices for feedback reviewers and decide if manager or colleague will request feedback from those reviewers *Manager and Performance Support Manager discuss and identify the sections of the performance review they will complete Colleague Complete the self evaluation SPECIAL NOTE: Comments are optional in many parts of the annual performance review; however, please note that comments are auditable and therefore should be appropriate. *Performance review tasks/sections to complete will be available to both the manager and support manager via their Workday inbox. If a task in the inbox is started by one reviewer, it will automatically be removed from the inbox of the person who did not start it. 2

3 The steps conducted by the Manager and Performance Support Manager are listed below. Role Process Step Talent Administrator Colleague Colleague Manager/Performance Support Manager Other colleague(s) Manager/Performance Support Manager Additional manager Manager/Performance Support Manager HR Partner/Colleague Relations Partner Manager s Manager Manager/Performance Support Manager Colleague Launch annual performance review Complete self evaluation Request feedback from others (optional) /Approve Get Feedback Request (if applicable) Provide feedback (if applicable) Request additional manager evaluation (optional) Complete manager evaluation (if applicable) Note: The manager should have a conversation with add l mgr. to discuss completion time expectations for the review. If the manager completes the review before the additional manager submits their review, the additional manager portion will not be included in the review. Complete the manager evaluation Approve annual performance review (only if a colleague receives a Does Not Meet rating) Receives a report (only if a colleague receives a Does Not Meet rating) Meet with colleague to discuss annual performance review Annual performance review acknowledgement (signoff) NOTE: This may be useful if the colleague has changed managers during the year (or similar situation) to get additional feedback representing the colleague s full year experience. Manager/Performance Support Manager Annual performance review acknowledgement (signoff) 3

4 1. Log in to Workday 2. Click Inbox and find the Get Additional Manager Evaluation (The Get Additional Manager Evaluation step is optional) Mary Manager ( ) Get Additional Manager Evaluation (550120) Staff : George Williams (550120) Penny T. Wouds ( ) NOTE: The Get Additional Manager Evaluation notification will be in both the Manager s and Performance Support Manager s Inbox; it is an optional step, however either can complete it Managers can choose anyone to complete this step (Get Additional Manager Evaluation) 4

5 Get Additional Manager Evaluation (550120) Click the gear, and click Skip This Task to bypass the process of getting an additional manager s evaluation; then click Submit. Staff : George Williams (550120) Penny T. Wouds ( ) 5

6 3. Click the menu 4. Type the name of the person you want to complete the Additional Manager Evaluation and press your enter key Get Additional Manager Evaluation (550120) Staff : George Williams (550120) Tonya Ways Penny T. Wouds ( ) 5. Click Submit NOTE: Managers can select a maximum of two Additional Manager ers to provide input into the colleagues performance review. Managers can choose anyone to complete this step (Get Additional Manager Evaluation) 6

7 Get Additional Manager Evaluation (550120) 6. Click Done Tonya Ways ( ) 7

8 1. Log in to Workday 2. Click Inbox Manager Evaluation / Performance Support Manager 3. Find the notification and click to open 4. You can walk through the evaluation with each step on a separate screen (Go to Guided Editor) OR show all evaluation steps on a single screen (Go to Summary Editor); click your choice NOTE: This job aid provides the step by step instructions for following Go to Guided Editor. Carla Colleague ( ) Carla Colleague ( ) 8

9 (continued) 5. Click the edit icon to review the goal, employee rating, and colleague and additional manager (if applicable) comments IMPORTANT: If you have cascaded goals after the launch of the annual review and goals are not showing in the performance review, see Appendix B for instructions on how to pull goals into the review. Manager Evaluation / Performance Support Manager Click the checkmark icon to accept changes Click Goals to see all sections of the performance review 6. Give a rating and type comments under Manager Evaluation 7. Repeat step 6 for each goal Click the edit icon to continue with this section and to edit responses Strongly recommended to add comments for these ratings: Does not meet Partially meets Exceeds NOTE: Ratings are required (an error message will display at the end of the evaluation if NOTE: skipped) Comments are auditable Comments and are therefore optional (and are auditable should and therefore be appropriate. should be appropriate) Moneypenny Manager ( ) 9

10 (continued) 8. Click the edit icon for the Core Value and give a rating for each Core Value; type comments, if applicable Click the edit icon to continue with this section Manager Evaluation / Performance Support Manager Click the checkmark icon to accept changes Moneypenny Manager ( ) 9. Repeat step 8 for each Core Value 10

11 (continued) 10. Click Next Click the edit icon to continue with this section Manager Evaluation / Performance Support Manager Click the checkmark icon to accept changes 11. Click the edit icon to rate and type comments on performance related to the colleague s Role Specific Accountabilities of the Job Description Moneypenny Manager ( ) Role Specific Accountabilities of the Job Description SPECIAL NOTE: It is recommended that you rate the three questions the same, unless there is a reason for the rating variance. The first question shows up a second time and requires you to rate it again. It is recommended that you use the same rating you previously used. If you do not provide a rating you will not be able to advance to the next page. 11

12 (continued) Manager Evaluation / Performance Support Manager 12. Click Next 12

13 (continued) Manager Evaluation / Performance Support Manager 13. On the Supporting Documents page, review any Employee attachment(s) Certificate of Health Care pdf Click the checkmark icon to accept changes Carla Colleague (500017) 14. Click Add under Manager to add an attachment(s) (optional) 15. Click Next 13

14 (continued) 16. the Overall page and click the edit icon to add a comment Manager Evaluation / Performance Support Manager Carla Colleague ( ) Click the checkmark icon to accept changes Final Overall evaluation rating is Fully Meets Calculated Rating is Click Next NOTE: Workday calculates the colleague s rating based on the ratings you choose in the evaluation and the pre defined weightings for each section. 14

15 (continued) 18. the page; click the edit icon next to anything you want to change or update Manager Evaluation / Performance Support Manager (Once you click Submit, you are no longer able to edit any ratings) 19. Click Submit 20. Process moves to next step; click To Do Mary Manager Carla Colleague (510007) This window will display. Click the X to close it Click Guide Me to return to the step s page Click the edit icon to make changes NOTE: The next step is to meet with the colleague to communicate his/her final review rating. If you need to do that before completing the To Do step in Workday, click Done.You will be able to access the To Do step from your Workday inbox when you are ready. NOTE: For instructions on how the manager can send the colleague evaluation back to themselves after they have submitted it, refer to Appendix C 15

16 (continued) Important Note: If the colleague s overall performance review rating is Does Not Meet,after you submit the annual performance review, the next step in the process is your HR Partner/Colleague Relations Partner review and approval. Manager Evaluation / Performance Support Manager HR Partner/Colleague Relations Partner NOTE: The manager s manager will receive a report of all the colleagues in their supervisory organization hierarchy with an overall Does Not Meet annual performance review rating. 16

17 HR Partner/Colleague Relations Partner will receive an Outlook stating there is a Workday inbox item waiting for approval (regarding a Does Not Meet performance review rating for a colleague. HR Partner/Colleague Relations Partner Approval 1. Log in to Workday 2. Click Inbox 3. Walk through the evaluation to review each section (Go to Guided Editor to see each page OR Go to Summary Editor to show all evaluation sections on a single screen); click on your choice B.J.Jones ( ) (550120) SCREEN CONTINUES ON NEXT PAGE 17

18 (continued) HR Partner/Colleague Relations Partner Approval You can Send Back and Add Approvers (optional) B.J. Jones ( ) B.J. Jones ( ) Complete Manager Evaluation B.J.Jones ( ) Complete Manager Evaluation Select from the management chain the approver you want to add 18

19 (continued) 4. Click Approve 5. Click Done HR Partner/Colleague Relations Partner Approval Donna B. Woods ( ) B.J. Jones ( ) The next step is the manager to communicate the final rating to the colleague. SCREEN CONTINUES ON NEXT PAGE 19

20 Performance Meeting 1. Log into Workday 2. Click the Inbox 3. Find the Communicate the final rating to employee notification, and click to open it NOTE: At this point in the process, you may want to review the feedback received on the colleague. See the Appendix for how to review feedback. Carla Colleague ( ) Carla Colleague ( ) Carla Colleague (510007) 4. Read the Instructions 5. Click Submit 20

21 (continued) Performance Meeting 6. Click Done Carla Colleague ( ) Carla Colleague ( ) Carla Colleague (( ) Acknowledgement 21

22 End of Process: Next Steps WHEN YOU HAVE COMPLETED THE PERFORMANCE REVIEW: Colleague complete Annual Integrity & Compliance Documents Acknowledgement Manager complete Approval of Colleague Annual Integrity & Compliance Documents Acknowledgement Manager and colleague review the annual performance review together Colleague acknowledgement the annual performance review Manager acknowledgement of the annual performance review 22

23 Team Performance Worklet You can View your team s performance information from your Team Performance worklet (see below). Appendix A If you do not see the Team Performance worklet, click the gear icon in the upper right blue bar and then add it (plus icon) from the Optional Worklets column ) GOALS View goals by employee (colleague) or by goal GOALS I VE ASSIGNED View goals you ve assigned ORGANIZATION GOAL ALIGNMENT View organizational goals EMPLOYEE REVIEWS View reviews by review period MY TEAM S PERFORMANCE REVIEWS View reviews by team member that are In Progress or Complete FEEDBACK View feedback for your team members PRINTABLE REVIEW Print a review for a team member REVIEW SUMMARY View summary of employee reviews by organization, review period, and rating category DEVELOPMENT ITEMS View development items assigned to your team members 23

24 Team Performance Worklet Appendix A PRINTABLE REVIEW Print an annual performance review for a team member Carla Colleague (510007) :Carla Colleague (510007) To print the annual performance review: Click Printable Type colleague s name (or select it from the drop down list) and click your enter key Select the Click OK Click the printer icon in the top right corner of the window 24

25 Team Performance Worklet Appendix A To review feedback on a colleague: 1. Log into Workday and click the My Team worklet 2. Scroll down the page; find the colleague for which you want to review feedback 3. Click the Action button Click the Actions button Mary Peters ( ) Daniel West ( ) SCREEN CONTINUES ON NEXT PAGE 25

26 Team Performance Worklet Appendix A 4. In the Actions column, click Talent; then click View Feedback Mary Peters ( ) Daniel West ( ) 26

27 Pulling Goals into the 1. When you begin reviewing the annual performance and need to add goals at this time, click Add NOTE: If goals are not showing in the annual performance review, the manager (or colleague) will need to pull them into the review. Appendix B 2. To pull in an existing goal, click Use Existing Goal 2017 Trinity Health Livonia, Mich. 27

28 Pulling Goals into the Appendix B 3. Select a People Centered 2020 goal Category NOTE: It is important to know the People Centered 2020 category the manager has connected to the cascaded goal. If this is not known, click on each category until the goal appears 2017 Trinity Health Livonia, Mich. 28

29 Pulling Goals into the Appendix B 4. Click the goal to pull it into the annual review (see the Operational Excellence example) Click the goal Increase project 29

30 Pulling Goals into the Appendix B 5. Type a Weighting for the goal (it may be necessary to reweight all goals to total 100%. All goals must total 100% to be able to successfully submit the annual review) Increase project Increase project completion rate by 25% 2017 Trinity Health Livonia, Mich. 30

31 Manager Send Back After Submitted Appendix C 1. From your (manager) Home Page, click on the Team Performance worklet 2017 Trinity Health Livonia, Mich. 31

32 Manager Send Back After Submitted Appendix C 2. Scroll down the Actions and click on My Team s Performance s 2017 Trinity Health Livonia, Mich. 32

33 Manager Send Back After Submitted Appendix C 3. Select from either the Performance s tab or the Additional Manager Evaluations tab. Select the colleague review you want to send back to yourself 4. Click Send Back so the review will go back to your (manager) inbox 2017 Trinity Health Livonia, Mich. 33