PeopleAdmin. User Manual. Section 3 Performance Management

Transcription

1 PeopleAdmin User Manual Section 3 Performance Management Revised 10/04/13 mdh Page 1

2 Log In To log in to Hiring (PeopleAdmin), go to MyMoreheadState, Productivity, Hiring (PeopleAdmin) You will be prompted for your User Name and password. These are the same as your single sign-on credentials. MSU ID MSU Password Performance Management Supervisors will start the performance management process for their direct reports. Supervisors will create a plan for direct reports. Creation of this plan includes preloaded competency and behavioral attitudes. The supervisor has the ability to review up to five main functions of the employee s job description. STEP INSTRUCTIONS Step 1 (required): Supervisor Creates Performance Plan: As a supervisor, it is now time to create the Performance Plan for your employee(s). This plan allows you to set appropriate and clear expectations of how the employee will be successful in their role at Morehead State University. Once you have created the Performance Plan, it will be forwarded to the employee so they can acknowledge receipt of it. Step 2 (required): Employee Acknowledges Performance Plan: The items below indicate how you will be measured at the end of the review period. It is important to your supervisor that you understand what is expected of you to be successful in your role at Morehead State University. By giving you the details of Revised 10/04/13 mdh Page 2

3 what it takes to be successful at Morehead State University, you should fully understand how your performance will be measured at the end of the review period. Please examine your plan in detail, discuss any questions with your supervisor, and then click "Acknowledge" at the bottom of the plan. You may review your plan at any time by coming back to this page. You may also record progress notes by clicking on the tab to the left called, "Progress Notes". These notes are confidential to you and for you to use as you deem appropriate. Step 3 (optional): Mid-Year Check-In: The mid-year check-in is a simple task to complete. Simply meet with your employee and discuss how you both believe performance is to date. You may want to focus on areas where you see improvement is needed for the rest of the review period. You may also want to take notes from this meeting in the "Progress Notes" tab to the left. Progress Notes are confidential to you and meant to be a tool to help you have all of the information needed to appropriately evaluate your employee at the end of the review period. Progress Notes will be available to you at the end of the period to help you remember specific details to support your ratings when the time comes to evaluate their performance. Step 4 (optional): Employee Self Evaluation: It is now time to complete your annual self-evaluation. As you evaluate your own performance, please reflect on how actual performance compares with what is expected of you. You may want to refer to any Progress Notes you have taken along the way. Step 5 (required): Supervisor Evaluation: As a supervisor, it is now time to prepare the annual evaluation of your employee s performance. You should assess the performance and successfulness of your employee using your Progress Notes and other supporting documentation maintained during the review period. Upon completion, the Supervisor Evaluation should be forwarded to the Reviewing Officer. Step 6 (required): Reviewing Officer Approves Supervisor Evaluation: Below you will find the Supervisor Evaluation of the employee. Please review this evaluation in detail, ask the supervisor if you have questions, and then click "Approve" or "Reject", as appropriate, at the bottom of the plan. If you select "Reject", the evaluation will be sent back to the supervisor. Be sure to include any comments that explain your action and what is expected. Step 7 (required): Evaluation Review Meeting: Please meet with employee to discuss job performance for the evaluation period. Once this meeting has occurred, mark this task complete. You should review the employee selfevaluation and compare their ratings with yours so that you are prepared to discuss any gaps in the review meeting. Once you have completed this task, the Revised 10/04/13 mdh Page 3

4 employee will receive a copy of the supervisor evaluation and will be expected to acknowledge the evaluation. Step 8 (required): Employee Acknowledges Supervisor Evaluation: Your supervisor should have already met with you to review and discuss your job performance. Please ensure that this document adequately reflects your understanding of feedback provided during that meeting. If you feel otherwise, please leave any comments below and/or discuss it with your supervisor. Once you have reviewed this feedback, click the "Acknowledge" button at the bottom of this page. PROGRESS NOTES DEFINITION: All employees have access to progress notes. This is where you can jot notes throughout the year to help when compiling the evaluation. Progress notes are confidential and can only be seen by the employee who created them. To Create a Plan: Select Go to Employee Portal The Supervisor s home dashboard will reflect all direct reports who need to have plans created. Revised 10/04/13 mdh Page 4

5 The Supervisor is now ready to create the performance plan for each of the direct reports. For the first employee, select Supervisor Creates Performance Plan Employee Plans The blue text box area contains instructions. The five tabs are the areas of content the performance plan covers. Review the Introduction, select Next. Review Competencies & Behavioral Attitudes, select Next. Review and Add Job Duties o Supervisors can select up to five key functions from the job description on which to evaluate the employee. o The employee s job description can be accessed, then the function can be copied and pasted into the performance plan. The job description can be accessed via the link on the upper left corner of the page. To go back to the performance plan from the job description, use the back button. Revised 10/04/13 mdh Page 5

6 o Copy and paste an entry. o To add another entry select Add Entry. o Copy and paste another entry. When finished, select Next. Review and add Goals. o Supervisors can add goals as needed. o To add another entry select Add Entry. o When finished, select Next. Review and add any Professional Development areas that would be beneficial to the employee. o Supervisors can add Professional Development criteria as needed. o To add another entry select Add Entry. o When finished, select Next. When all of these items have been finished, the plan is complete. Select Complete. You will get the following message, select OK. Revised 10/04/13 mdh Page 6

7 Supervisors can track the progress of the evaluation plan from the My Employees Reviews Dashboard. Next Step: Employee Acknowledges Performance Plan The employee will log in to People Admin and then select Go to Employee Portal. Select Go to Employee Portal The employee Dashboard will reflect what needs to be done: Select Employee Acknowledges Performance Plan. The employee will review the plan, and then select Acknowledge. Revised 10/04/13 mdh Page 7

8 All employees have access to progress notes. This is where you can jot notes throughout the year to help when compiling the evaluation. Progress notes are confidential and can only be seen by the employee who created them. To access your progress notes, log-in to PeopleAdmin and select Go to Employee Portal. From the employee portal, select Performance, then My Reviews. Select the appropriate review: Revised 10/04/13 mdh Page 8

9 Now you can access your progress notes: Next Step: Mid-Year Check-In The mid-year check-in is an optional step in the performance process. However, the Supervisor will be notified via that a mid-year check-in is recommended and will be given a timeframe to complete this task. Please use the Performance Management module to mark the mid-year check-in complete. Select Mid-Year Check-In. Review and select Complete. Revised 10/04/13 mdh Page 9

10 Next Step: Employee Self-Evaluation The Employee Self-Evaluation is an optional step in the performance process. The Supervisor will be notified by that it is time to alert their employee that a selfevaluation is due. If the self-evaluation tool is used, please complete the task in the Performance Management module. The employee will log in to People Admin and then select Go to Employee Portal. Select Go to Employee Portal The employee Dashboard will reflect what needs to be done: Select Employee Self-Evaluation. Review the Introduction, select Next. Review Competencies and Behaviors. Self- rate in each area. If the employee doesn t supervise, they must mark N/A for the competencies and behaviors for supervisors. From the drop down box, select either: Needs Further Development ; Meets Expectations ; Exceeds Expectations or N/A. o The employee can add comments as necessary. Revised 10/04/13 mdh Page 10

11 o Select Next. Review Job Duties. Self- rate in each area. From the drop down box, select either: Needs Further Development ; Meets Expectations ; Exceeds Expectations or N/A. o The employee can add comments as necessary. o Select Next. Review Goals. The employee will review the goals that have been established. They can add comments as needed and include an actual completion date and status. o Select Next. Review Professional Development Plan. Select Next. Select Overall Rating. From the drop down box, select either: Needs Further Development ; Meets Expectations ; or Exceeds Expectations. Revised 10/04/13 mdh Page 11

12 o Select Complete. o You will get the following message, select OK. Next Step: Supervisor Evaluation The Supervisor is now ready to conduct the evaluation. From the Supervisor s dashboard, select Supervisor Evaluation. Review the Introduction, select Next. Review Competencies and Behaviors. Rate in each area. From the drop down box, select either: Needs Further Development ; Meets Expectations ; Exceeds Expectations or N/A. Revised 10/04/13 mdh Page 12

13 o The supervisor can add comments as necessary. If the rating is Needs Further Development or Exceeds Expectations, comments are required. o Select Next. Review Job Duties. Rate in each area. From the drop down box, select either: Needs Further Development ; Meets Expectations ; Exceeds Expectations or N/A. o The supervisor can add comments as necessary. If the rating is Needs Further Development or Exceeds Expectations, comments are required. o Select Next. Review Goals. Add any comments as needed. Select a rating from the drop down box: Needs Further Development ; Meets Expectations ; Exceeds Expectations or N/A. o The supervisor can add comments as necessary. If the rating is Needs Further Development or Exceeds Expectations, comments are required. o Select a status, either Complete or Incomplete from the drop down box. o Add the actual completion date (if completed). Revised 10/04/13 mdh Page 13

14 o Select Next. Review Professional Development Plan. Select Next. Select Overall Rating. From the drop down box, select either: Needs Further Development ; Meets Expectations ; or Exceeds Expectations. o The supervisor can add comments as necessary. If the rating is Needs Further Development or Exceeds Expectations, comments are required. o Select Complete. o You will get the following message, select OK. Next Step: Reviewing Officer Approves Supervisor Evaluation The Reviewing Officer will log in to People Admin and then select Go to Employee Portal. Select Go to Employee Portal Revised 10/04/13 mdh Page 14

15 The Dashboard will reflect what needs to be done: o Select Reviewing Officer Approves Supervisor Evaluation. Review the evaluation and select Reject or Approve. o If approved, the next step is the Evaluation Review Meeting. o If rejected, the reviewer must add comments and the supervisor evaluation returns to supervisor for action. Next Step: Evaluation Review Meeting From the dashboard, the Supervisor will select Evaluation Review Meeting. Meet with the Employee, review and discuss the evaluation, then select Complete. Revised 10/04/13 mdh Page 15

16 Next Step: Employee Acknowledges Supervisor Evaluation o Select Employee Acknowledges Supervisor Evaluation. Review Evaluation and Acknowledge. Evaluation process is complete. Revised 10/04/13 mdh Page 16