TTUHSC Staff Performance Management (PM) System User s Guide: Position Description and Performance Evaluation 12/2011

Transcription

1 TTUHSC Staff Performance Management (PM) System User s Guide: Position Description and Performance Evaluation 12/2011 1

2 Table of Contents Program Overview... 4 Staff Performance Management Program Home Page... 5 Performance Management Checklist... 7 Position Description (PD)... 9 STEP 1 Click the Position Description link:... 9 STEP 2 - Read the instructions for completing the PD form: STEP 3 Click the Next Button to Move to the Employee Information section: STEP 4 - Complete the Employee Information section: Procedure for existing employees: Procedure for New/Vacant positions: STEP 5 - Complete the Position Functions for Organizational Productivity section: STEP 6 - Complete the Competencies for Organizational Excellence section: STEP 7 - Complete the Qualifications section: STEP 8 - Complete the Physical Demands and Work Environment section in its entirety: STEP 9 - Complete the Position Summary section STEP 10 - Complete the Organization Chart section STEP 11- If desired; complete the Optional Attachments section STEP 12 - Submit the completed PD STEP 13 - Print a copy of the PD Performance Evaluation Form STEP 1 Click the Performance Evaluation Form link: STEP 2 - Read the instructions for completing the Evaluation form: STEP 3 Click the Next Button to Move to the Employee Information section: STEP 4 - Complete the Employee Information section

3 STEP 5 - Complete the Acknowledgement section and click the Next button STEP 6 Compete Section 1 Competencies for Organizational Excellence STEP 7 Compete Section 2 Performance Standard for Organizational Productivity STEP 8 Compete Section 3 Performance Improvement Goals/Development from PREVIOUS YEAR STEP 9 Complete Section 4 Evaluation Summary/Overall Performance Rating STEP 10 Complete Section 5 Performance Improvement Goal/Development Plans for Next Year STEP 11 Complete Section 6- Summary Comments (Optional) STEP 12- If desired, add optional Attachments STEP 13- Submit STEP 14 Print a copy of the Evaluation

4 Program Overview Welcome to the Performance Management online system. This guide will take you step by step through the completion of a Position Description and Performance Evaluation. The online system is simply a tool to produce forms that are used as part of the overall performance management process. These forms are just one part of a communication process to be used by a supervisor and employee in achieving the performance and rewards both desire. Performance management optimizes the talent of TTUHSC s most important resource, the employees, in support of TTUHSC s mission and vision. eraider Sign-In The online Staff Performance Management (PM) program is for use in the development and administration of key components of the PM process at TTUHSC. To access the online PM program, go to and sign-in using your eraider username and password. 4

5 Staff Performance Management Program Home Page TTUHSC PM User s Guide (12/2011) Once you have successfully logged in using your eraider username and password, you will be directed to the Staff Performance Management home page. From there you will be able to access the following information: 1. Links to HSC OP 70.12, Staff Performance Management and HSC OP Attachment A, A Supervisor s Guide to Staff Performance Management. 5

6 2. Links to access key components of the PM program (Note: Each of these are described in more detail in the following sections): Performance Management Checklist: Printable checklist outlining the 5-phases of the performance management process. The checklist is designed to assist supervisors with administration of the PM process with an emphasis on completion of employee evaluations. Position Description (PD) Form: Previously known as the Position Description Questionnaire (PDQ), the PD is the detailed description of the skills and qualifications required for a specific position. All staff (non-faculty) employees should have an up-to-date PD completed electronically (using this electronic form) and maintain paper copies on file with the respective employee/supervisor. Self-Assessment Form: This form is used during Phase 1 and 2 of the PM process and is designed to allow employees the opportunity to provide a self-assessment of their performance during period being evaluated. Performance Evaluation Form: This form is used by the supervisor (evaluator) during Phase 2 of the PM process to evaluate employee performance during the period being evaluated. Existing Forms: This link allows for review of forms (PD, Self-Assessment, Evaluation) created by the user, about the user, or that have been assigned to the user for review. IMPORTANT: Use this link to access forms (i.e. a PD, self-assessment or evaluation) that have not yet been finalized but must be accessed again after exiting the system. Templates: Nursing Titles Pilot Program: This link accesses particular nursing title templates that are in a pilot program at this time. More templates are in the development stage for the future. Performance Management (PM) Website : This link accesses the PM webpage located as a link on the TTUHSC HR webpage. The PM webpage contains important information related to the Staff Performance Management process (program status updates, related PM links, contact information, tutorials, PM training schedules, etc.). Supervisors and Staff Employee Relationship: This link shows the organization manager the supervisor/employee relationships for their department. Only the supervisor can initiate a Position Description or Evaluation. Only the Org Manager can make a change in this section. Tip: Use this link for a guide to How to set the Employee/Supervisor relationship ip.pdf Admin Options: (Available for HR use only) Sign Out: Allows the user to sign-out of the PM program. 3. Human Resources contacts: List of TTUHSC HR offices and related contact information to provide user assistance For information on attending Performance Management classes go to: 6

7 Performance Management Checklist

8 The PM Checklist provides links to related PM information (OP s and contacts) as well as an abbreviated listing of the 5-phases of the performance management process. This checklist should serve as the starting point for using the PM online system as well as a guide for completing all staff (non-faculty) evaluations. 1. Links to HSC OP 70.12, Staff Performance Management and HSC OP Attachment A, A Supervisor s Guide to Staff Performance Management: Note: All supervisors new to the PM process should take the time to read OP and Attachment A to ensure understanding of the process. In addition, all supervisors should take the time on an annual basis (or as needed) to re-familiarize themselves with the process outlined in these documents. 2. Human Resources contacts: List of TTUHSC HR offices and related contact information to provide user assistance. 3. Steps for completing employee evaluations: An abbreviated listing of the 5-phases of the performance management process: Preparation, Rating, Evaluation Conference, Administrative Review, and Implementation. 4. Print Check List: Allows user to print the PM checklist in PDF format. 8

9 Position Description (PD) STEP 1 Click the Position Description link: From the Staff PM home page, click on the Position Description link to access the PD form. Tip: Guide to how to set up reviewer for a Position Description Tip: Guide to how to clone a Position Description:

10 STEP 2 - Read the instructions for completing the PD form: TTUHSC PM User s Guide (12/2011) This page also contains the following: 1. Return to Home tab: This tab is available on all pages throughout the entire PM program and allows the user to return to the PM homepage. 2. Save Form tab: This tab allows for the user to manually save information inputted at any time. Although the programs will auto-save information anytime the next button is clicked, it is recommended that users periodically save their work. 3. Status column: This column lists all of the sections of the PD form being completed. Each time a user checks the check box if section is complete box at the end of each section, the status column will update reflecting the section/% completed. 4. Next button: When clicked, this button takes the user to the next section in the form. STEP 3 Click the Next Button to Move to the Employee Information section: Once you have read the instructions, click the Next button to proceed to the Employee Information section. 10

11 STEP 4 - Complete the Employee Information section: Procedure for existing employees: TTUHSC PM User s Guide (12/2011) A. Input employee "eraider ID" or "Tech ID" area first to auto-populate related employee information (imported from Banner & TechJobs). Then click Import Data. Fields that will be populated from Banner: Name Title Department Organization Code eraider ID Tech ID (R number) Position # Fields that will be populated from TechJobs: Position Class Proposed Title B. Select Employee Type (Non-Supervisory/Supervisory) depending on employee status. Note: The only difference between Non-Supervisory/Supervisory is that when Supervisory is selected, an additional four (4) competencies (Leadership, Fiscal Management, HR Management, and project/program Management) will be listed specific to supervisory employees in the Competencies for Organizational Excellence section of the PD. C. Select Transaction Type from the available drop-down list D. If this section of the PD is complete, click the check box if section is complete box E. Click Next to the Position Functions for Organizational Productivity section Procedure for New/Vacant positions: A. Manually input the following information: Department Organization Code Position # (if known) Employee type Transaction Type B. Look up Position Class number from the Position Class Table: C. Do not click the check box is section is complete box at this time. Note: Once the employee has been hired or placed in the position for which the PD is being created, come back to the Employee Information section of the PD and input their employee "eraider ID" or "Tech ID" to auto-populate related employee information (imported from Banner & TechJobs). D. Click Next to proceed to the Position Functions for Organizational Productivity section 11

12 STEP 5 - Complete the Position Functions for Organizational Productivity section: Use this section to identify the functions and associated standards for the position (Tip: If an existing PD is being converted from a Word (or similar) format, you can use the cut/paste function to expedite data entry). Enter the following (Note: Steps 5A-F will need to be repeated for each individual function). 12

13 A. Function: List a function required to perform the job. B. Equipment Used: List any equipment that will be used to perform the associated function (i.e. computer, telephone, etc.). C. Frequency: Identify how often the function will be performed. D. Percent (%): List the approximate % of time this function will be performed if daily only. E. E/M: Identify if this is an Essential or Marginal function of the job. F. Performance Standards: Identify the performance standard(s) established for the respective function. Note: A function may have more than one associated standard. G. Once this section of the PD is complete, click the check box if section is complete box. H. A spell check is available for each function/standard or the whole page. I. Click Next to proceed to the Competencies for Organizational Excellence section of the PD. Tip: Click on Save Form button periodically STEP 6 - Complete the Competencies for Organizational Excellence section: All staff employees will be evaluated on all competency areas listed in this section. Supervisory personnel will also be evaluated on the four (4) additional competency areas of Leadership, Fiscal Management, HR Management, and Project/Program Management. Each competency includes a corresponding definition. Space is provided after each competency to add additional criteria if desired but is not required. 13

14 A. Review each competency B. Add supplemental criteria (if necessary) C. Once this section of the PD is complete, click the check box if section is complete box D. Click Next to proceed to the Qualifications section of the PD STEP 7 - Complete the Qualifications section: A. Minimum Qualifications: Note: Once the Position Class field has been populated in the Employee Information section, the Minimum Qualifications field will be automatically populated from TechJobs. This information cannot be edited in the PD. B. Position Specific Qualifications: You can list qualifications that directly relate to this job. However, these qualifications will never be less than the minimum qualifications. It may include more specific or targeted areas that build upon the minimum qualifications. 14

15 C. Preferred Knowledge, Skills and Abilities: Enter the ideal knowledge, skills and abilities for the position that will enable the incumbent to better perform within this position/job. D. Enter N/A or NA if a section of this page is not applicable. E. Once this section of the PD is complete, click the check box if section is complete box. F. Click Next to proceed to the Physical Demands and Work Environment section of the PD. Tip: Click on Save Form button periodically STEP 8 - Complete the Physical Demands and Work Environment section in its entirety: A. Identify the Physical Demands and Work Environment for the primary area in which the employee performs assigned duties. Identify the amount of time spent on the necessary physical activities needed to perform this job. Then, identify the amount of time spent in the listed environmental conditions while performing the job. B. Once this section of the PD is complete, click the check box if section is complete box. C. Click Next to proceed to the Position Summary section of the PD. 15

16 Tip: If you haven t submitted the PD, you can deselect the Check box if the section is complete check box and continue editing. 16

17 STEP 9 - Complete the Position Summary section by identifying the following: A. Chief Purpose of this Position Note: Once the Position Class field has been populated in the Employee Information section, the Chief Purpose of this Position field will be automatically populated from TechJobs. This information can be edited in the PD. B. Level of Co-Worker Interaction C. Level of Supervision Received D. Amount and Type of Supervision Given to Subordinates E. Once this section of the PD is complete, click the check box if section is complete box. F. Click Next to proceed to the Attachment section of the PD. STEP 10 - Complete the Organization Chart section as follows: A. Create and attach a current organization chart showing the employees position in the organization. Note: The attachment can be in Word, Excel, PDF, or similar format. B. Once this section of the PD is complete, click the check box if section is complete box. C. Click Next to proceed to the Optional Attachments section of the PD. Tip: Click on Save Form button periodically 17

18 STEP 11- If desired; complete the Optional Attachments section as follows: A. Other documents that will enhance the position description may be attached to the PD. Note: The attachment can be in Word, Excel, PDF, or similar format. B. Multiple attachments are allowed and will display on this page. C. When complete, click Next to proceed to the Submit page. Tip: If you haven t submitted the PD, you can deselect the Check box if the section is complete check box and continue editing. 18

19 STEP 12 - Submit the completed PD as follows: A. Click the Submit button. Note: This step should only occur once the PD is complete since this step locks the final PD indicating that the supervisor is verifying the document is accurate and complete. Upon successful completion, the associated employee will have access to the view the PD. B. The check box if section is complete box is not available in this section since checking the Submit button will automatically update the progress/% column. C. Click Next to proceed to the Print a Copy (final) section of the PD. Tip: If you haven t submitted the PD, you can deselect the Check box if the section is complete check box and continue editing. 19

20 STEP 13 - Print a copy of the PD by clicking the Print a Copy button: A. Click the Print a Copy button to get a PDF version of the PD. Note: You can print a copy of the PD during any stage of its development. B. Once the final version of the PD has been printed, both the employee and supervisor should review and sign the document. At this point, the PD becomes official. A signed copy should be maintained by both the employee and supervisor. The original signed PD should be submitted to Human Resources for inclusion in the employee s file. C. Close the program to exit or click Return Home to access other options. 20

21 Performance Evaluation Form STEP 1 Click the Performance Evaluation Form link: From the Staff PM home page, click on the Performance Evaluation Form link to access the online Evaluation form. 21

22 STEP 2 - Read the instructions for completing the Evaluation form: This page also contains the following, as referenced above: 1. Return to Home tab: This tab is available on all pages throughout the entire PM program and allows the user to return to the PM homepage. 2. Save Form tab: This tab allows for the user to manually save information inputted at any time. Although the programs will auto-save information anytime the next button is clicked, it is recommended that users periodically save their work. 3. Status column: This column lists all of the sections of the Evaluation form being completed. Each time a user checks the check box if section is complete box at the end of each section, the status column will update reflecting the section/% completed. 4. Next button: When clicked, this button takes the user to the next section in the form. STEP 3 Click the Next Button to Move to the Employee Information section: Once you have read the instructions, click the Next button to proceed to the Employee Information section. 22

23 STEP 4 - Complete the Employee Information section A. Input employee "eraider ID" or "Tech ID" area first to auto-populate related employee information (imported from Banner). Then click Import Data. Fields that will be populated from employee s PD or Banner: Name Title Department Organization Code eraider ID (R number) Tech ID Position Supervisor/Supervisor eraider Employee Type (Non-supervisory/Supervisory) B. Date of Evaluation : Defaults to current date, may be edited. C. Type of Evaluation : Use radio button to choose D. Evaluation Period : Type dates of evaluation period. Calendar pop-ups appear. E. Overall Evaluation Rating : This field will auto-populate as the evaluation progresses and will show the overall rating when the evaluation is submitted. E. Click Next button to move to the next section. 23

24 STEP 5 - Complete the Acknowledgement section and click the Next button You must complete the acknowledgement page to move forward to the next section illustrated below. Tip: If you haven t submitted the evaluation, you can deselect the Check box if the section is complete check box and continue editing. 24

25 STEP 6 Compete Section 1 Competencies for Organizational Excellence A. Using the rating scale of 1-7, rate the employee s performance on Competencies by clicking on the radio buttons. B. Any additional competency information will be brought over from the employee s PD. C. A rating between 1 and 3 or a 7 will require additional explanation in the comment box which will be automatically populated. D. The check box may be checked if the section is complete, but can be done at a later time. E. Click on the Next button to move to the next section. Tip: Click on Save Form button periodically Tip: If you haven t submitted the evaluation, you can deselect the Check box if the section is complete check box and continue editing. 25

26 STEP 7 Compete Section 2 Performance Standard for Organizational Productivity A. Using a rating scale of 1-7, rate the employee s performance for each of the job functions that have been brought over from the employee s PD. B. A rating between 1 and 3, or 7, will require additional explanation in the comment box which will be automatically populated. C. The check box may be checked if the section is complete, or can be done at a later time. D. Click on the Next button to go to the next section. Tip: Click on Save Form button periodically 26

27 STEP 8 Compete Section 3 Performance Improvement Goals/Development from PREVIOUS YEAR 27

28 A. Using the rating scale of 1 through 7, rate the employee on the results of the previous year s evaluation s improvement and development plan. Note: For the evaluation prepared in 2011, manually add the improvement plan and development plan from 2010 s evaluation. All future evaluations will have this section pre-populate from the previous year s evaluation. B. The rating of N/A, Not Applicable, may be used in this section. An N/A rating will not affect the overall rating. C. The check box may be checked if the section is complete, or can be done at a later time. D. Click on the Next button to go to the next section. STEP 9 Complete Section 4 Evaluation Summary/Overall Performance Rating Tip: If you haven t submitted the evaluation, you can deselect the Check box if the section is complete check box and continue editing. 28

29 A. This section displays the total ratings from each section of the evaluation and the overall evaluation rating. Click the Next button to move to the next section. STEP 10 Complete Section 5 Performance Improvement Goal/Development Plans for Next Year A. Each competency or standard with a rating of less than 4 on this evaluation will populate this section. Other performance improvements may be added by the evaluator. B. Indicate a target date for completion of the performance improvement. C. Complete goals or development plan for the next evaluation period. D. Indicate a target date for the completion of the goals or development. E. Click the Next box to proceed to the next section. 29

30 STEP 11 Complete Section 6- Summary Comments (Optional) A. Use this section to provide an overall summary of the employee s job performance. This Section is Optional but is often helpful to the employee. B. Click the Next box to continue to the next section. Tip: Click on Save Form button periodically Tip: If you haven t submitted the evaluation, you can deselect the Check box if the section is complete check box and continue editing. 30

31 STEP 12- If desired, add optional Attachments A. Other documents that will enhance the evaluation may be attached. Note: The attachment can be in Word, Excel, PDF, or similar format. F. Multiple attachments are allowed and will display on this page. G. When complete, click Next to proceed to the Submit page. STEP 13- Submit A. When you have fully edited and completed the evaluation, click the Submit button. You can print a copy without it being submitted but it must be submitted to be considered official. Once submitted it may not be edited. If modification is necessary, contact your Human Resources Director for assistance. 31

32 STEP 14 Print a copy of the Evaluation The last section allows you to print a copy of the evaluation. Note that you can have performance standards appear on the evaluation by checking the Show Performance Standards box. Continue the Performance Management process as described on the Checklist: Conduct preliminary Administrative Review with Administrator Phase 3 Evaluation Conference: Prepare (in advance) for the meeting (time, location, preparation) Conduct the Evaluation Conference Meet with employee to discuss completed performance evaluation Sign/date evaluation and self-assessment Update PD for upcoming year (if applicable) 32

33 Phase 4 Administrative Review: Provide evaluation(s) to administrative officer for review/signature Make necessary changes (if applicable) Provide employee with a copy of the signed performance evaluation and self-assessment Maintain a copy/forward originals to HR (for employee file) THANK YOU Your commitment to participating in this process is extremely valuable to the continued success of your employees, your department, and Texas Tech University Health Sciences Center. 33