Program Updates Spring 2014

Transcription

1 Program Updates Spring 2014

2 What's New in EPAS 2014? Increased speed Self-service password reset now available for all employees Printable blank evaluations (for information only may not be submitted as evaluations) More PRINT buttons within program Automatic saving after each field to ensure retention of work Screen tips to assist users Tutorial available on welcome screen Improved navigation for raters and reviewers Raters see a list of all initialized evaluations so they can check to make sure all evaluations initialized

3 EPAS Workflow Rater Initializes Evaluations Reviewer(s) Approve Evaluation Rater Submits Evaluation to Employee for Meeting Preview Employee Completes Evaluation Rater Submits Evaluation to Reviewer (s) Rater Selects Meeting Held/Appraisal Complete Employee Submits Evaluation to Rater Rater Completes Evaluation Employee Signs /Refuses to Sign

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5 Step 1: After receiving notification that your appraisal is ready to begin, click on Internet Explorer. Click on the EPAS link on the Employee Center home page

6 Step 2: Log In If you forget your password on your next login, enter your City ID number and click the I forgot my password link. On Your First Log In: 1. Enter your 5 digit City Employee ID Number (if your ID # contains less than 5 digits, add zeros in front of the numbers to get a total of 5 digits) 2. Enter your default password: your first and last initials followed by your complete City ID #. Ex. John Smith City ID # His password would be js Click the Log In Button 4. Next you will be required to select a new password and answer a security question.

7 Step 3: Change Password & Set Security Question (Only on 1 st Log In) 1. Select a security question by clicking on the drop-down arrow 2. Answer your selected question 3. Enter your current password (your initials + your 5-digit City ID #) 4. Select a new password and enter it in both boxes (NOTE: Passwords must be a minimum of 5 characters.) 5. Click the UPDATE PROFILE button. 6. If you have completed all the fields correctly, you will receive the following message: Enrollment Completed. Click the below link to continue 7. Click the Continue to Main Menu link at the bottom or the RETURN TO MENU button at the top of the page to begin your evaluation. Logout using this button on any screen whenever you are ready to leave the program. Logging out automatically saves all entries.

8 Step 4: Begin Appraisal Click here to start your appraisal. You may complete part of your evaluation at one session and the rest at other sessions. The program saves automatically when you move from one field to another and when you logout. The label beside the pencil icon and the WELCOME verbiage will change depending on the stage of the application. At different stages, the label will read: 1) Start my appraisal (at beginning of process); 2) Edit my appraisal (after saving the evaluation) 3) View my appraisal (after submitting to the rater) 4) See my rater s answers to my appraisal (after rater submits the appraisal for meeting preview) 5) Complete my evaluation (after the evaluation meeting in order to sign the evaluation and make final comments) 6) View/Print my appraisal (after signing the evaluation)

9 Step 5: Complete Core Competencies Self-Rating New Identity Oval Ensures Employee Identity for Evaluation Saving prompt indicates EPAS saves after each entry You may show/hide the team member information header with this button Click on the RATINGS DESCRIPTION Link for a description of the ratings Select self-rating in each green drop-down field.

10 Ratings Description Performance Ratings Descriptions Non-Performer Below Performance Expectations Low Performer Almost Attains Performance Expectations Solid Performer Meets Performance Expectations Strong Performer Frequently Exceeds Performance Expectations Top Performer Consistently Exceeds Performance Expectations Does not meet expectations for responsibilities and objectives Does not demonstrate the necessary knowledge, skills, abilities, and commitment required for the total job Has not kept pace with changing requirements Has only occasional successes or has deteriorating performance Immediate & substantial improvement needed to continue employment Performance improvement plan needs to be developed Does not always meet all expectations for responsibilities and objectives identified for the area of responsibility Possesses most necessary knowledge, skills, and abilities required for the job Additional training or commitment required Only meets the very minimum position requirements Performance could be improved through development, experience, and/or application Meets all established performance expectations for responsibilities and objectives Demonstrates the required skills, abilities, and commitment for the job Possesses some knowledge of all major aspects of the job and has had experience in many of these areas Handles job assignments in a manner consistent with the high standards of the City Any minor areas where performance should have been better were counterbalanced by performance beyond expectations Fully qualified with overall proficient performance Achieves and frequently exceeds expectations for responsibilities and objectives Demonstrates commitment to the job and skills and abilities above those required for the job. Possesses a working knowledge and understanding of major aspects of the total job and has experience in each of these areas Unusually effective employee who performs above what is normally expected Can-do attitude and jobrelated behaviors exceed the high standards of the City Consistently exceeds all the expectations for responsibilities and objectives, skills, abilities, and commitment required for the job Possesses superior knowledge of major aspects of the total job and has had experience in each of these areas Can-do attitude and jobrelated behaviors stand as a model for other employees May also be used as special recognition for extraordinary accomplishments that have significant impact on the organization

11 More About "Core Competencies" Section You and your rater may add comments to each competency by clicking on the ADD/REVIEW COMMENT button. If a comment has been added, the box will remain open by default. If there is no comment, the box will close by default. Comments are optional. You may not Submit to Rater until you have completed ALL drop-down fields.

12 Handbook Acknowledgement/ EPAS Footer In order to move forward, you must check the handbook acknowledgement box acknowledging that you have access to the Employee Handbook. Click on the For a screen tip. Click the PART 2 OTHER CRITERIA button to move to the next section of your appraisal. Click on the links to find answers to your questions Click the ADD OR REMOVE PDF ATTACHMENTS link to manage any attachments to your appraisal. IMPORTANT: Attachments are restricted to PDF documents.

13 Attachments Click the trash can to delete an attachment. Click the SELECT FILE button to browse to the location where you have saved the PDF documents you wish to attach to your appraisal. Remember: All attachments must be in a PDF format.

14 Step 6: Complete Part 2 Other Criteria Click the HEADER button to show the header as seen on the first page of the Core Competency Section. Click the Part 3. Final Comments & Rating Button at the top or bottom of the page to move to the final section of your evaluation. For each question, enter your comments in the green team member comment boxes.

15 Disciplinary Issues Please note: Per City policy, if an employee receives a written disciplinary action, regardless of the reason, during the evaluation year, he/she may not receive a Final Rating higher than SOLID PERFORMER.

16 Step 7: Complete "Final Comments & Rating Section" All text boxes hold a maximum of 2000 characters a character counter will count your characters for you and stop your entries at 0. If you copy and paste a large document that exceeds 2000 characters, you will see a RED warning that your entire text was not pasted. Click the SUBMIT TO RATER button when you have finished your evaluation. After you click the button, you will no longer be able to make changes.

17 Next Steps 1. After the employee clicks the SUBMIT TO RATER button on the Part 3 Final Comments & Ratings screen, an is sent to the Rater to inform him/her that the employee has completed his section of the appraisal. 2. The Rater then logs on and completes his portion of the appraisal. When he is finished, he clicks SUBMIT TO REVIEWER and an is sent to the reviewer telling him/her that the evaluation is ready for his review. 3. The Intermediate Reviewer logs on and adds his comments in the Reviewer s Comment Box, and the Final Reviewer does the same. The Final Reviewer clicks the Reviewer Approval button which sends an back to the Rater telling him that the review is complete. If the department does not use Intermediate Reviewers, then only the Final Reviewer box comment box appears. 4. The Rater logs on and clicks the Submit for Meeting Preview button to send an to the employee to tell him/her that the PDF of his/her evaluation is ready for review prior to their meeting. 5. The employee logs on and reviews the ratings given him by his Rater. The employee will see the Rater s comments, but not the final Rating. 6. After the meeting is held, the Rater logs on and clicks the Appraisal Complete button which sends an to the employee telling him/her that the evaluation is now ready for signature. 7. The employee logs back onto the system and makes his/her Final Comments on Part 3, Signs or Refuses to Sign the evaluation, and prints a final copy for his/her records.

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19 Step 1: Initiate Appraisals Raters click the crossed pencil icon or the INITIALIZE EVALUATIONS button to start the evaluation process. If evaluations are successfully initialized, employee names will appear under your Rate Employee Evaluations link. Check the list to make sure all evaluations initialized. If an initialization fails, call for help. Raters may click on the links to go to each part of an employee s evaluation or to print a copy of the evaluation. Blank forms may be printed from the links on the left to assist in the evaluation process. However, a paper form may NOT be submitted as a formal evaluation. Next Step: An is sent to the employee telling him that his/her evaluation is active. When the employee finishes his evaluation, an is sent to the rater telling him/her that they may begin.

20 Initializing Non-Annual Evaluations Raters may view their own appraisals from previous years as well as those of their employees by clicking on VIEW/PRINT HISTORICAL EVALUATION. If this were any type other than the annual evaluation, the rater would need to click on the Manage Rated Employees link or the block pyramid. (See slide #20.)

21 Managing Other Appraisals 1. Click on the View Options link and the Options Box opens. 2. If this were other than an annual appraisal, the rater would need to select the correct evaluation type from the buttons that appear in the box to initialize the evaluation and then click Cancel to return to the dashboard.. Ex.: 90-day.

22 Step 2: Evaluate Employees Click on the Part 1 link for each employee to start their evaluation. Raters and employees may work on evaluations at the same time.

23 Rating the Employee Raters should rate each competency using the blue drop-down menus. All must be answered in order to move to the next section.

24 Completing the Evaluation - Raters may choose to add comments for each competency. - Use the big blue buttons to navigate to the 2 nd and 3 rd parts. - Raters may attach PDF documents. - Remember that EPAS autosaves after each entry so you may exit the program without fear of losing entries.

25 Step 3: Submit to Reviewer Raters should be sure to complete the Final Rating dropdown box before clicking the Submit to Reviewer button to move the evaluation to the next step. Remember, if the Final Rating is anything other than Solid Performer, documentation must be provided in the Rater s General Comment Box. An will be sent to the Final Reviewer stating that the evaluation is ready for review.

26 Reviewer's Role Whether you are an Intermediate Reviewer or a Final Reviewer, your steps in EPAS are very similar. To begin, click on the View link beside the name of the employee you wish to review. The View link will only be available if the evaluation is ready for you to review.

27 Reviewer's Comment Box You will be taken to Part 3 of the Evaluation. Click on the View Full Evaluation button to view a PDF of the complete evaluation. It is the responsibility of the Final Reviewer to ensure that any Intermediate Reviewers complete their comments first s are not sent to Intermediate Reviewers. Intermediate Reviewers do not have a Submit button. They simply Save Intermediate Reviewer comments. After both the Intermediate Reviewer (if available) and the Final Reviewer have completed their comments, the Final Reviewer Submits the evaluation to the Rater by clicking the Submit Reviewer Comments button. An is sent to the Rater telling him that the Reviewer has completed his section of the evaluation.

28 Step 4: Submit for Meeting Preview After the rater is notified by that the reviewer has completed his section of the evaluation, the rater logs in and clicks the Submit for Meeting Preview button at the bottom of the Part 3 Final Comments and Ratings screen. An is sent to the employee telling him/her that a PDF copy of the evaluation is ready for review. The employee will see the rater s comments but not the final rating.

29 Step 5: Evaluation Meeting/ Appraisal Complete The rater schedules a meeting with the employee to discuss the evaluation. At this meeting the rater reveals the final rating by clicking his Meeting Held - Appraisal Complete button at the bottom of the Part 3 screen. Next, the employee logs in to the EPAS system again. On the welcome screen (see slide 8), he/she will see a link that reads Complete my evaluation.

30 Step 6: Signing the Evaluation The employee is now able to add final comments to his evaluation and sign it electronically. The employee signs electronically by clicking the Sign or Refuse to Sign button at the bottom of the Part 3 page. When the employee signs his evaluation, it becomes available for HR to add to his personnel file. If an employee elects to neither accept or reject his evaluation, the completed but unsigned evaluation will become available to HR on May 31, 2014.

31 EPAS Assistance For assistance, please contact Brenda Holmes at or at Please try the new password reset, which is now available to all employees, before calling or ing for password help.