How to Create an Annual Appraisal Rating Official (RO) Contents

Transcription

1 How to Create an Annual Appraisal Rating Official (RO) Contents A. OPENING AN EMPLOYEE S PLAN B. CHECKING THE DATES ARE CORRECT C. TRANSFERRING THE APPRAISAL TO THE EMPLOYEE FOR THEIR INPUT D. RATING OFFICIAL NARRATIVE INPUT AND RATINGS E. RATING OF RECORD TAB F. APPROVALS AND ACKNOWLEGEMENTS TAB G. HLR APPROVAL USING OPTION A TO TRANSFER APPRAISAL TO HLR H. HLR APPROVAL USING OPTION B TO DOCUMENT HLR APPROVAL ON THEIR BEHALF I. COMMUNICATION OF THE APPRAISAL TO THE EMPLOYEE J. EMPLOYEE ACKNOWLEDGEMENT K. EMPLOYEE CAN T ACKNOWLEDGE APPRAISAL NO ACCESS L. EMPLOYEE REFUSES TO ACKNOWLEDGE APPRAISAL M. HOW TO SEE COMPLETED PLANS/APPRAISALS

2 A. OPENING AN EMPLOYEE S PLAN If the Rating Official (RO) is creating the Annual Appraisal, the RO must have possession of the plan. At the MyPerformance Main Page, locate the employee s plan. If the word Update appears on the drop down menu in the Action column, the RO has possession of it. If the RO has the word View on the drop down menu in the Action column, the employee has possession of the plan, and the RO should have the employee create the appraisal instead. 1. Click on the <Go> button next to the word Update on the drop down menu in the Action column. 2

3 B. CHECKING THE DATES ARE CORRECT 2. If you are not already on the Step 1: Plan Details tab, then click on the Plan tab, then the Step1: Plan Details tab to check the appraisal dates. The RO should check the Appraisal Period Start, End, and Effective dates to ensure they are correct. Refer to the Annual Appraisal Tip Sheet for what these dates should be. 3. If the Appraisal Period Start or End Dates need to be changed, either click in the box and type in the right dates ensuring you use the same date format, or click on the icon to the right of the box that looks like a calendar and choose the correct date from the calendar. 4. Make sure the Appraisal Effective Date is 1-Jun of the appraisal year. DO NOT CHANGE THE APPRAISAL EFFECTIVE DATE unless it is NOT 1-Jun of the appraisal year. 5. Click on the <Save and Continue> button to save any changes to the dates. 3

4 C. TRANSFERRING THE APPRAISAL TO THE EMPLOYEE FOR THEIR INPUT 6. Click on the Annual Appraisal tab. This creates the shell of the appraisal. 7. At this point, you should transfer the appraisal to the employee so the employee can provide their input for each performance element. 8. Click on the drop down menu on the far right side of the screen. 9. Choose Transfer to Employee. 10. On the next screen, transfer to employee with or without notification. 4

5 D. RATING OFFICIAL NARRATIVE INPUT AND RATINGS 11. When the employee transfers the appraisal back to you, follow the instructions in step #1 to Update the appraisal. 12. Click on the Annual Appraisal tab 13. Click on the Narratives and Ratings tab 14. Performance element 1 is automatically marked and highlighted. 5

6 RATING OFFICIAL NARRATIVE INPUT AND RATINGS (con t) 15. Scroll down to the Employee Input block to read what the employee input. 16. Scroll down to the Rating Official Narrative block and type in any narrative comments. 17. Click on the drop down menu next to Element Rating to assign a rating. 18. Click on the <Go to Next Performance Element> button to save the input on Element 1 and move to Element If you click on the <Go Back to Top of Page> button that will take you to the top of the page. 20. If you click on the <Save and Continue> button it will save the input you did on this element but will not advance the page. I have conducted three training sessions during the rating cycle and have been able to communicate the principles and objectives of the training to a high degree as evidenced by have an average rating of 4.6 out of 5 on the student evaluations at the end of the course. I constantly provide feedback to my supervisor on projects I am the lead on, and keep my co-workers informed at all times. The employee has done an outstanding job of communicating in training session, project meetings and group discussions throughout the rating cycle. 6

7 E. RATING OF RECORD TAB 21. After completing the input blocks, and assigning the rating for the last performance element, click on the <Save and Continue> button 22. This should bring you to the Rating of Record tab that shows the Average Score and the Rating of Record that is automatically calculated based on the performance element ratings that you assigned to each element. 23. If this is correct, click on the <Save and Continue> button. 24. If it is not correct, click on the <Save and Go Back button to go back to the Narratives and Ratings tab to change any of the ratings or narratives you wish. 7

8 F. APPROVALS AND ACKNOWLEGEMENTS TAB 25. Once you are finished assigning ratings and inputting narrative comments on the Narrative Ratings and Inputs tab, click on the Approvals and Acknowledgements tab 26. Click the <Start> button on the Step 1: Rating Official Request or Document Higher Level Review row. 8

9 APPROVALS AND ACKNOWLEDGEMENTS TAB - 90 DAY WARNING MESSAGE THAT MAY APPEAR 27. If the employee has not been on an approved plan for at least 90 calendar days from the latest modification date to the day you are trying to approve the appraisal, you will receive a Warning message when you click on the <Start> button for Step 1 to transfer the appraisal to the HLR for approval. This is a system problem since the calculation should be from the latest approval date of the plan, but it is from the last modification date of the plan instead. 28. Since this is just a Confirmation message, if there has been 90 calendar days from the approval date of the plan, then you can click on the Yes button to continue on with completing the Approvals and Acknowledgements without a problem. NOTE: The Plan Approval Date can be found on the Narratives and Ratings tab of the Annual Appraisal (pg 5) 29. If there has not been 90 calendar days from the approval date of the plan, then you should click on the <No> button which will take you back to the Approvals and Acknowledgement tab of the Annual Appraisal. To extend the rating cycle, go back to Step #2 to see how to change the Appraisal Period End Date to move it out to a date that gives the employee 90 calendar days from the approval or latest re-approval of the plan so the employee can receive their appraisal in this rating cycle. 9

10 APPROVALS AND ACKNOWLEDGEMENTS TAB MISSING EMPLOYEE OR RO NARRATIVE INPUT MESSAGE 30. If the Confirmation message that is shown below comes up, it means that either the employee or the RO did not put words in the Employee Input or Rating Official Narrative block of one or more of the performance elements. 31. This is just a reminder that the RO should have given the employee the opportunity to provide their input, and a reminder to the RO that they should have filled in the Rating Official Narrative to justify any level 3 or higher rating. 32. Click the <No> button if you need to return the appraisal to the employee to complete their Employee Input blocks, or if you need to complete their Rating Official Narrative blocks. 33. Click on the <Yes> button if the Employee Input and Rating Official Narrative block are alright the way they are, and you want to continue. 10

11 G. HLR APPROVAL USING OPTION A TO TRANSFER APPRAISAL TO HLR 34. There are two options to complete the HLR approval. The first option is Option A where the appraisal is sent to the HLR for approval. Option B is used to just document the HLR s approval for them and will be covered on the next page. 35. To transfer the appraisal with an notification, click in the block below the words Message to Higher Level Reviewer which represents the body of the message, and type what you want the to say. 36. Click on the <Transfer to Higher Level Reviewer with Notification> button. 37. If the RO wants to transfer the appraisal without an message, the RO would click on the <Transfer to Higher Level Reviewer without Notification> button which would transfer the appraisal but no would be sent to the HLR to notify them. I have transferred an employee s appraisal to you for your approval. You should have possession of it in your MyPerformance Main Page now to approve. 11

12 HLRs SCREEN 38. Once the RO transfers the appraisal to the HLR for approval, the HLR would Update the appraisal from their MyPerformance Main Page. 39. The HLR should then review the employee input, RO Narrative Assessments, and the ratings that were assigned to each element under the Annual Appraisal tab, then the Ratings and Input sub-tab. 40. Once the HLR reviews the ratings, he/she should click on the Annual Appraisal, Approvals and Acknowledgements subtab as shown on the screen below. 41. To approve the appraisal the HLR should click on the <Finalize Ratings> button. 42. If the HLR wants changes to be made, HLR s have no edit capability, so they must click on the <Return for Change> button to return the appraisal to the RO to make the changes. The RO would then have to make the changes and transfer the appraisal back to the HLR for approval a second time. 12

13 HLRs SCREEN (con t) 43. Once the HLR clicks on the <Finalize Ratings> button they will receive this message. 44. The HLR should click on the <Yes> button to approve the appraisal. 45. If the HLR does not want to approve the appraisal, the HLR should click on the <No> button to return to the previous screen. 13

14 H. HLR APPROVAL USING OPTION B TO DOCUMENT HLR APPROVAL ON THEIR BEHALF 46. Option B is used when the HLR has reviewed the appraisal, approves of it, and tells the RO he/she can approve the appraisal on their behalf. If Option B is used, the appraisal DOES NOT GET SENT TO THE HLR for approval, the RO documents the HLR s approval for them in the tool. 47. To use Option B, scroll down the screen below Option A, and choose the date the HLR approved the appraisal by clicking on the calendar icon to the right of the Review Date block and choosing the date. MAKE SURE THE DATE THAT IS CHOSEN IS NOT BEFORE the date the Progress Review was completed. 48. Click on the drop down menu next to Method of Review and choose the method by which the HLR approved the appraisal. If the RO chooses Other, there is a box to type in the reason that did not appear on the drop down menu. 49. Finally, click on the <Save> button. 14

15 HLR APPROVAL OPTION B (con t) 50. That will bring you to the screen shown below to certify that you accurately documented the your decisions on the narratives and ratings, AND the HLR s approval of them. 51. Click the <Yes> button to certify to this, 52. Click the <No> button if you do not want to use this method and go back to the last screen. 15

16 HLR APPROVAL OPTION B (con t) 53. If you used Option B to document the HLR approval, an will be sent to you as the RO, and the HLR automatically to notify them of the documentation of the HLR approval by the RO. 16

17 I. COMMUNICATION OF THE APPRAISAL TO THE EMPLOYEE 54. Once the HLR s approval has been obtained or documented, a discussion should take place with the employee to communicate their rating FIRST, before completing Step 3 to document the communication of the appraisal to the employee. 55. After the RO has discussed the rating with the employee, click on the <Start> button on Step 3: Rating official Document Communication to Employee. 17

18 COMMUNICATION OF THE APPRAISAL TO THE EMPLOYEE (con t) 56. This flushes out the Step 3 Section. 57. Click on the calendar icon next to the Communication Date box to select the date you communicated the appraisal to the employee. 58. Click on the drop down menu next to the Communication Method box and select the method that was used to communicate the appraisal to the employee. If Other is chosen, then type in the reason in the block next to Other. 59. Click on the <Save and Transfer to Employee for Acknowledgement> button to physically transfer the appraisal to the employee in the tool so that the employee can acknowledge the appraisal. 60. Click on the <Save and Go to Step 4> ONLY IF THE EMPLOYEE CAN T OR WON T ACKNOWLEGE THE APPRAISAL. By clicking on this button, the RO can document the employee s acknowledgement of the appraisal on their behalf, or the employee s refusal to acknowledge the appraisal. 18

19 CONFIRMATION MESSAGE 90 DAYS FOR ANNUAL APPRAISALS 61. If the RO receives the Warning message shown below, this means that 90 calendar days has not elapsed since the last modification of the plan. However, if you have already determined that 90 calendar days has elapsed since the Approval Date of the plan, or re-approval of a modified plan, then you can move past this message by clicking on the <Yes> button. 62. If 90 calendar days has not elapsed since the initial Plan Approval or latest Re-Approval date of a modified plan, then the RO can click on the <No> button to go back to the previous screen. In this case, the RO may have to extend the rating cycle by changing the Appraisal Period End Date to move it out further to give the employee at least 90 calendar days to perform in order to be eligible for their annual appraisal. Please go back to page 2, step 2 to instructions on how to change the Appraisal Period End Date. In this case, the appraisal should not be completed until after the new Appraisal Period End Date that represents 90 calendar days from the latest approval date. 19

20 J. EMPLOYEE ACKNOWLEDGEMENT 63. If the RO clicked on the <Save and Transfer to Employee for Acknowledgement> button in Step 3 after documenting the communication of the appraisal to the employee, then a screen will come up like the one below to transfer the appraisal to the employee either with or without notification. 64. If you want to send the employee an notification, bill in the message block and then click on the <Transfer to Employee with Notification> button. 65. If you don t want to send the employee an , but want to just transfer the appraisal, click on the <Transfer to Employee without Notification> button. 20

21 EMPLOYEE ACKNOWLEDGEMENT (con t) 66. The employee now has possession of the appraisal, and should Update it from their MyPerformance Main Page. 67. When the employee clicks on the Annual Appraisal tab, then the Approvals and Acknowledgements sub-tab, their scree should like the one below. 68. The employee should click on the <Start> button on Step 4. This will show a date block where the employee should choose the date they are acknowledging the appraisal. 69. The employee would then click on the <Acknowledge Receipt and Sign> button if they are acknowledging the appraisal. 70. If the employee does not want to acknowledge the appraisal, they can click on the <Decline to Sign> button. 21

22 EMPLOYEE ACKNOWLEDGEMENT (con t) 71. Once the employee clicks on the <Acknowledge Receipt and Sign> button or the <Decline to Sign> button they will get an informational message as shown below. This is just to remind the employee that the appraisal is being completed now, and it will no longer show on the employee s MyPeformance Main Page as an ongoing plan. Instead, it will be placed under the Completed Plan/Appraisals area. 72. The employee will be given the chance to print the final DD Form 2906 appraisal on the next screen after this message, however, once it dissappears from the employee s MyPerformance Main Page, the employee will need to go to the Completed Plans/Appraisals link on the bottom left corner of their MyPerformance Main Page to see it and/or print a copy of it in the future. 73. Click the <Yes> button to continue 22

23 EMPLOYEE ACKNOWLEDGEMENT (con t) 74. This will bring the employee to the Approvals and Acknowledgements sub-tab where Step 4 is now complete, and they can print the final appraisal in the DD 2906 form by clicking on the <Print Appraisal Form> button. 75. This will open the appraisal where it can be printed and/or saved as a.pdf document. 76. Once the employee prints and/or saves the final appraisal, they should click on the drop down menu in the upper right corner of the screen and choose Return to Main Page to go back to their MyPerformance Main page. 23

24 K. EMPLOYEE CAN T ACKNOWLEDGE APPRAISAL NO ACCESS 77. The final appraisal will not be completed, and the DD Form 2906 produced unless the employee acknowledgement is completed. This can be done by the employee as the steps above described, or if the employee cannot acknowledge for themselves, then the RO can document the employee s acknowledgement on their behalf. 78. When you are on Step 3 to document the conversation with the employee, you still fill in the communication date and method of communication, however, you will click the <Save and Go to Step 4> button instead of transferring it to the employee. NOTE: This method should only be used when THE EMPLOYEE CAN T or WON T ACKNOWLEGE THE APPRAISAL themselves. 24

25 EMPLOYEE CAN T ACKNOWLEDGE APPRAISAL NO ACCESS (con t) 79. You will now have a <Start> button on Step 4: Rating Official Document Employee Acknowledgement. 80. Click on the <Start> button on Step 4 which will bring up the section to document the employee s acknowledgement on their behalf. 81. You need to choose the reason you are documenting the acknowledgement for the employee by choosing one of the reasons from the drop down menu next to Acknowledgement. If you choose Other, then you can type in the reason in the block next to the words Other Method. 82. You then fill in the date the employee acknowledged the appraisal through some other means than in the tool. 83. Click on the <Save> button. 25

26 EMPLOYEE CAN T ACKNOWLEDGE APPRAISAL NO ACCESS (con t) 84. This brings you to the Confirmation message telling you that the appraisal is being completed now, and it will no longer show on your MyPeformance Main Page as an ongoing plan. Instead, it will be placed under the Completed Plan/Appraisals area. 85. You will be given the chance to print the final DD Form 2906 appraisal on the next screen after this message. 86. Click the <Yes> button to continue 26

27 EMPLOYEE CAN T ACKNOWLEDGE APPRAISAL NO ACCESS (con t) 87. This will bring you to the Approvals and Acknowledgements sub-tab where it shows Step as complete, and you can print the final appraisal in the DD 2906 form by clicking on the <Print Appraisal Form> button. 88. This will open the appraisal where it can be printed and/or saved as a.pdf document. 89. Once you print and/or saves the final appraisal, you can click on the drop down menu in the upper right corner of the screen and choose Return to Main Page to go back to their MyPerformance Main page. 27

28 RATING OFFICIAL S MYPERFORMANCE MAIN PAGE 90. Once you are back at your MyPerformance Main Page, the employee s appraisal will no longer be listed under the list of ongoing plans and appraisals. 28

29 L. EMPLOYEE REFUSES TO ACKNOWLEDGE APPRAISAL 91. The final appraisal will not be completed, and the DD Form 2906 produced unless it is acknowledged by the employee, or unless you document the employee s acknowledgement if they won t acknowledge it themselves. 92. After you have a discussion with the employee on their final appraisal, if the employee tells you they will not acknowledge the appraisal, then you should advise them that you are going to transfer the appraisal to them in the tool anyway, and they can choose the <Acknowledge Receipt and Sign> button, or they can choose the <Decline to Sign> button as shown below. 29

30 EMPLOYEE REFUSES TO ACKNOWLEDGE APPRAISAL (con t) 93. If the employee still won t complete Step 4 to acknowledge or decline to acknowledge the appraisal, you can retrieve it back from the employee and complete Step 4 yourself. 94. From your MyPerformance Main Page, the appraisal will be showing as in the employee s possession in the Current Owner column, and will be in a Pending Employee Acknowledgement status in the Current Status column. 95. Click on the drop down menu under the Action column and choose Retrieve, then click the <Go> button. 96. You now have the word Update on the drop down menu for that employee s appraisal. 97. Click on the <Go> button to open the appraisal. 30

31 EMPLOYEE REFUSES TO ACKNOWLEDGE APPRAISAL (con t) 98. Click on the Annual Appraisal tab, and then the Approvals and Acknowledgements sub tab. 99. You will need to click on the Start button on Step 3 to do this step over again Enter the date you communicated the final appraisal to the employee, and the method Click on the <Save and Go to Step 4> button. 31

32 EMPLOYEE REFUSES TO ACKNOWLEDGE APPRAISAL (con t) 102. You can now complete Step 4 to document that the employee declined to acknowledge the appraisal themselves Click on the drop down menu next to the words Acknowledgment and select Employee Declined 104. Choose the date the employee refused to acknowledge the appraisal 105. Click on the <Save> button This will complete the appraisal and you can look at pages for what the next screens will show and what to do. 32

33 M. HOW TO SEE COMPLETED PLANS/APPRAISALS 107. You as the current RO can always access the completed plans and appraisals of your employees by going into the Completed Plan/Appraisals link in the bottom left hand side of your MyPerformance Main Page. 33

34 HOW TO SEE COMPLETED PLANS/APPRAISALS (con t) 108. In the search screen, you can enter the employee s name, and can limit the search to a particular appraisal year Once the search criteria is filled in, click on the <Find> button After clicking on the <Find> button, all the snapshots of the approved or completed plans, progress reviews, narrative statements, and appraisals for that employee are listed By looking in the Event column, you can find the snapshot of the individual plans, modifications, progress reviews, and annual appraisals for the employee To print any of the snapshots, click on the icon in the Reports/Forms column on the row for that item that looks like a printer To hide the Completed Plans/Appraisal link and lists of snapshots, click on the Hide Completed Plans/Appraisals link which will hide the list and only show those in progress in the MyPerformance Main Page above. 34