Talent Management System User Guide Employee Profile, Goal Management & Performance Management January 2017
Table of Contents OVERVIEW... 1 Access the Talent Management System (TMS)... 1 Access the TMS... 1 TMS Homepage... 1 EMPLOYEE PROFILE... 2 Public Profile... 2 Access Public Profile... 2 Upload a Picture... 3 Org Chart... 3 Tags... 4 Add a Tag... 4 Profile... 4 Access the Profile... 4 Personal Information... 4 Notes... 5 Access Notes... 5 Create a New Note... 5 History... 6 Org Chart... 6 Access the Org Chart... 6 Navigate the Org Chart... 6 Search for Employees... 7 GOAL MANAGEMENT... 8 Goal Management Module... 8 Creating New Goals... 9 Cascading and Linking Goals... 10 Copying Goals to a New Goal Plan... 12 Managing Goals... 13 Editing Goals... 13 Goal History... 13 Deleting Goals... 13 Locking Goal Plans... 13
PERFORMANCE MANAGEMENT... 14 Performance Evaluation Templates... 14 90 Day Touch Base... 14 Annual Hourly Evaluation... 14 Manager/Exempt Evaluation... 15 Access Performance Evaluations... 16 To Do... 16 My Forms... 16 Complete a Performance Evaluation... 17 Employee Information... 17 Select Ratings... 17 Write Comments... 17 Writing Assistant... 18 Summary Section... 18 Send Form to Next Step... 18 Save Progress... 19 Additional Functions... 19 Print Or Save As PDF... 19 Performance Form History... 19 Notes History... 19 Organizing Completed Evaluations... 20
OVERVIEW The Talent Management System (TMS) is an integrated software program that helps Coborn s, Inc. efficiently manage many aspects of the employee life cycle. This includes learning, goal setting, performance evaluations, and merit increases. The TMS also provides managers easy access to employee data throughout the year. ACCESS THE TALENT MANAGEMENT SYSTEM (TMS) Access the TMS The TMS is accessed through the Intranet. 1. Login to the Coborn s, Inc. Intranet 2. the left hand side of the page. TMS Homepage The TMS Homepage provides quick access to To Do items, employee profiles, and more. in the top left corner of the Homepage to access the TMS modules. (i.e., Compensation, Performance, etc.) 1
EMPLOYEE PROFILE The Employee Profile provides access to basic employee information and contact information. The Profile also provides access to the employee s data from other TMS modules. Note: Contact the HR Hotline to report inaccurate information on the Employee Profile or Org Chart. PUBLIC PROFILE Access Public Profile, then. The Public Profile displays basic employee information, a link to the Org Chart, and Tags. next to the profile picture to locate other employee profiles. to access additional employee information. Profile: Employee ID, emergency contact information, hire date, etc. History: past performance evaluations and goal plans Compensation Statement: past merit statements 2
Upload a Picture. Navigate to the file, and double-click the file name. Drag the between and to resize the image and drag the image to position your face in the center of the frame. Org Chart The Org Chart displays the employee s supervisor and direct reports. on a picture to view an employee s profile. to leave the profile and view the full screen org chart. See page 6 for more information about the full screen Org Chart. 3
Tags Tags allow employees to add keywords to their own profile that identify their role in the organization. a tag to view the list of employees with the same tag. Add a Tag. Start typing a keyword to see a list of previously used tags. one of the recommended tags or finish typing a new tag.. PROFILE Access the Profile, then. Personal Information The Personal Information section displays basic data about every employee (name, department, location information). Confidential employee data is only visible to the employee, their manager, and all managers above the employee in the org chart. 4
NOTES The Notes function is used to save notes about an employee s performance throughout the year. Notes are only visible to the person writing the note. The author can choose to share the note with other employees who also have permission to use the Notes function. Notes can be reviewed by the manager at the time of the employee s evaluation. The Notes function is not an email/messaging service. Access Notes Go to the employee s profile., then. Create a New Note Type a title for the note in the box marked with an asterisk(*). Type the note in the bottom box and click. Use the checkboxes to the left of the note to share the note with the employee or others. To share with others, click inside box next to Others, type a name in the text box that appears, and click on the name of the employee. employee s name when it appears on the list Notes can only be shared with employees who also have permission to use the Notes function. Hold your mouse to the right of a note and click or to edit or delete a note. 5
HISTORY The History tab provides access to an employee s past evaluations, goal plans and compensation statements., then. any of the form names to view the document. ORG CHART The Org Chart is an interactive tool that allows users to view reporting relationships throughout the organization and access employee information. Access the Org Chart, then. Navigate the Org Chart to display the employee s manager. anywhere on the employee s card to display their direct reports. on the employee s name to display additional information or to access their Employee Profile. and hold the left mouse button down to drag the view of the org chart in any direction. + or in the top right corner of the screen to zoom in or out. 6
Search for Employees The search box can be used to locate any employee on the Org Chart. and enter a name in the search box and press enter. A list of suggested results will display as you type a first name or last name in the search field. Continue typing the first and/or last name until the employee you are looking for appears on the list. Tip: Only type the letters of the employee s name you know are correct. For example, if you don t know if an employee is named Chuck or Charles, type Ch, press the space bar, and begin typing the last name. Press the down arrow key until their name is highlighted in yellow, then press enter. 7
GOAL MANAGEMENT Goal setting is the first step toward successful goal achievement and is critical to personal success and the success of the company. Goals help employees maintain focus in the right direction, help keep employees motivated and improves time management, all of which result in a quicker execution of company strategy, increased operating margins, and reduced employee turnover. Goal-setting is a specific process that aligns everyone in the company with the same targets and objectives. A Goal Discussion takes place between the manager and employee when goals are created and to review and update progress on goals periodically throughout the year. Use the Goal Plan to create, edit, and track progress for goals throughout the year. The goals on an employee s Goal Plan will serve as the basis for the next performance evaluation. GOAL MANAGEMENT MODULE and then to access the Goal Management module. The top left corner of the screen indicates which Goal Plan is being displayed. Use the dropdown menu to select the Goal Plan you wish to display. The top left corner also indicates if the Goal Plan can be edited by the user or has been locked by the employee s manager. Managers can click the name displayed in the top left corner of the screen to view the Goal Plans of their direct reports and all employees beneath them in the org chart. Managers can only edit the Goal Plans of their direct reports. 8
to view which data is currently displayed on the Goal Plan. Check or uncheck the desired boxes and click to change which information is displayed on the Goal Plan. CREATING NEW GOALS 1. Choose:Create a New Goal to write a new goal Choose: Copy From Other Goal Plan to copy goals from a previous Goal Plan. (The copied goal will need to be upated to reflect the current year.) 2. to select a Goal Category. The Goal Category indicates which of the organization s goals your goal supports. 3. Type the goal statement in the Describe Goal box. The goal should include an action, a specific measurement of success, and deadline. i.e., Reduce shrink from 4.2% to 3.8% by November 2014. 4. Enter a Weight for the goal. The weight of the goals on an employee s Goal Plan must add up to100%. When entering a weight, consider the level of difficulty, amount of time/resources required, and impact on the company. 5. Enter a start date (optional) and due date (required) for the goal. 9
6. The Status of the goal should be updated throughout the year. 7. to add action steps to the goal. Action steps describe the specific steps that will be taken to achieve the goal. Enter a description and due date for each action step. to add additional action steps. The order of the action steps can be changed by clicking or. 8. The optional Metric field can be used to describe how you will measure your achievement of your goal. 9. to save the goal to the Goal Plan. CASCADING AND LINKING GOALS Cascading and linking are two functions that help support organizational alignment by creating visual links between a manager and direct report s goals. Employees can see how each of their goals supports their manager s goals and managers can monitor the progress of the objectives/initiatives that support each of their goals. Cascading The cascade function is used by managers to create a new goal on their direct report s Goal Plan. 1. From your Goal Plan, select the checkbox of the goal you want to assign. 2. at the top of the page to open the Cascade Goal wizard. 3. Select the checkboxes next to the employee(s) you want to cascade the goal to and click. 10
4. Edit the goal (description, weight, due date, action steps, etc.) to reflect the employee s role/expectations. 5. to finish cascading the goal to the employee(s). 11
Linking Linking creates a connection between two existing goals, so both the manager and employee must already have similar goals on their Goal Plans. 1. From your Goal Plan, locate the goal you want to link. 2. (right side of screen) and then 3. Select the employee you want to link the goal to and click. 4. Review the information on the Confirm Link screen and click linking the goals.. to finish COPYING GOALS TO A NEW GOAL PLAN Goals that carry over from the prior year can be copied to the current Goal Plan. 1. and then. 2. the next to the Goal Plan you want to copy the goal from and click. 3. the next to the goal(s) you want to copy to your new Goal Plan and click. The goal will need to be edited to reflect the current year after it has been added to your new Goal Plan. Changes made to the goal on your current Goal Plan will not affect the goal on the prior Goal Plan. 12
MANAGING GOALS Editing Goals to the right of the goal to edit the goal, update the status, etc. the goal. to save the changes to Goal History on the right side of the screen and select to view previous versions of the goal. Changes to each version of the goal are highlighted in yellow. : when you are done viewing the history to return to the Goal Plan Deleting Goals and to remove a goal from your Goal Plan. Note: Deleted goals cannot be recovered. Locking Goal Plans Managers can lock an employee s Goal Plan by viewing the employee s Goal Plan and then clicking. the Goal Plan. to unlock 13
PERFORMANCE MANAGEMENT The Performance Management process is a critical part of communicating expectations and developing employee job skills. A successful performance management process requires engaged participation from the manager and employee. The goal of any effective performance management process is to grow the employee s skills and capabilities by identifying areas for improvement and aligning the manager s and employee s expectations. PERFORMANCE EVALUATION TEMPLATES The content and layout of evaluations vary based on the role of the employee being evaluated and purpose of the evaluation (i.e. 90 Day Touch Base vs. Annual evaluation). 90 Day Touch Base The 90 Day Touch Base is completed by managers 90 days after an employee s hire date. The process for the 90 Day Touch Base consists of four steps: 1. Manager Evaluation - The employee s manager provides ratings on the employee s performance toward Performance Dimensions - the outcomes of an employee s job and how well they do the work associated with their role. Managers also provide comments about the employee s strengths and opportunities to improve and an overall summary of the employee s performance. The manager sends the form to the Performance Discussion step. 2. Performance Discussion - The employee and manager meet to review the evaluation form and discuss the employee s performance, strengths, and opportunities for improvement. The manager and employee may discuss the employee s long term career goals and steps that may support those goals. The Manager sends the form to the employee for signature. 3. Employee Signature The employee signs the evaluation and sends it to their manager for signature. 4. Manager Signature - The manager signs the evaluation to complete the 90 Day Touch Base. Annual Hourly Evaluation The Annual Hourly Evaluation is completed annually in April or October, depending on the employee s hire date. The process for the Hourly Evaluation consists of five steps: 1. Manager Evaluation - The employee s manager provides ratings on the employee s performance toward Performance Dimensions - the outcomes of an employee s job and how well they do the work associated with their role. Managers also provide comments about the employee s strengths and opportunities to improve and an overall summary of the employee s performance. The manager sends the form to the Performance Merit Process. 14
2. Performance Merit Process - The TMS imports the overall rating from the form into the Compensation Management module. The rating is used as a primary factor in determining the employee s annual merit increase. The form is automatically routed to the Performance Discussion step after merit increases are finalized. 3. Performance Discussion - The employee and manager meet to review the evaluation form and discuss the employee s performance, strengths, and opportunities for improvement. May discuss the employee s long term career goals and steps that may support those goals. The manager presents the employee with their personal Compensation Statement. The manager sends the form to the employee for signature. 4. Employee Signature The employee signs the evaluation and sends it to their manager for signature. 5. Manager Signature - The manager signs the evaluation to complete the 90 Day Touch Base. Manager/Exempt Evaluation The Manager/Exempt Evaluation is used to evaluate the performance of exempt employee s and employees in leadership positions. Employees and managers complete the Annual Evaluation once a year. The Process for the Manager/Exempt Evaluation consists of six steps: 1. Self Evaluation - The employee provides ratings and comments on their own performance toward the Performance Goals established the prior year and demonstration of Competencies. Competencies are skills, attributes, and attitudes critical to success in the employee s role. The employee sends the evaluation to the Manager Evaluation step. 2. Manager Evaluation - The employee s manager provides ratings and comments on the employee s performance toward Performance Goals and demonstration of the Competencies. The employee s ratings and comments are available to the manager while filling out the evaluation. The manager sends the evaluation to the Performance Merit Process step. 3. HR Audit - HR audits the performance form to ensure the manager s comments support the ratings selected and align with the organization s performance metrics. The HR representative can send the form back to the manager for revisions, or send it forward to the Performance Merit Process. 4. Performance Merit Process - The overall rating is pushed to the Compensation Management module. The rating is used as a primary factor in determining the employee s annual merit increase. The form is automatically routed to the Performance Discussion step after merit increases are finalized. 5. Performance Discussion - The employee and manager meet to review the evaluation form and discuss the employee s performance, areas for improvement, and the manager s expectations moving forward. The manager presents the employee with their personal Compensation Statement. The manager sends the form to the employee for signature. 6. Employee Signature - The employee signs the evaluation and sends it to the manager. 7. Manager Signature - The manager signs the evaluation to complete the process. 15
ACCESS PERFORMANCE EVALUATIONS To Do The icon in the To Do tile indicates there are performance evaluations that require your action. on a green, name to open the evaluation for that employee. lists any evaluations that have been created but not routed to you/that step yet. My Forms My Forms provides access to all of your active and previously completed forms. Forms. and then to access My on a blue, underlined form title to open the evaluation. Inbox The inbox displays all the forms that require action. Forms can be sorted by clicking on any of the column headers. En Route to view active forms that have already been completed and submitted to the next step in the route map. Completed forms to view forms from previously completed performance merit processes. Completed merit forms can be organized in folders by using the buttons. and 16
COMPLETE A PERFORMANCE EVALUATION The following section describes the tools and functions associated with performance evaluations within the TMS. Employee Information Basic information about the employee and their role in the organization is displayed at the beginning of the form. Report inaccurate information to the HR Hotline. Select Ratings Ratings are used to provide feedback on an employee s performance toward goals, performance dimensions, competencies, etc. (above the selector) to review a description of each rating. To select a rating for the item, click on the box to expand the list of options, then click on the desired rating. Write Comments Written comments help support the ratings selected and help the employee understand specifically what they are doing well or need to improve. Written comments are also used to provide overall thoughts about an employee s performance. inside the text box below the rating to enter comments. at the top of the form to spell check entire form. 17
Writing Assistant The writing assistant helps craft feedback on competencies. to begin using the writing assistant. The writing assistant will display several behaviors representing varying degrees of demonstration of the competency. Make sure the employee s name is selected and click on a behavior to display feedback for that behavior. the + or - symbols to make the statement slightly more or less positive. When the statement accurately describes the employee s behavior, click to insert the text into the evaluation form s comment box. This process can be repeated with multiple behaviors. to view the text on the evaluation form. Summary Section The summary section displays the ratings for each item on the evaluation and the calculated overal rating. Note: only the manager s ratings are used to calculate the overall rating. The summary section includes a comment box for adding overall thoughts about the employee s performance, or address performance factors not mentioned in the other sections (i.e. special assignments/projects, awards, etc.). Send Form to Next Step After completing/reviewing all necessary parts of the form, click the routing button at the bottom of the form to send the form to the next step. Routing Button 18
A confirmation page (see image at right) will display the next step in the workflow and who will receive the form. Confirmation Page the Send to button to send the form to the next step. Note: The form cannot be sent to the next step until all required steps are complete. If any required steps are not completed, a pop-up window will list the items that need to be resolved before the form can be sent to the next step in the workflow. Save Progress Evaluations can be saved and completed at a later time. at the bottom of the screen. ADDITIONAL FUNCTIONS Additional functions can be found in the top right corner of the evaluation form. Print Or Save As PDF The Print to HTML or PDF function can be used to print the form and review it with the employee or to save the form as a PDF. the in the top right corner of the screen to bring up the Print Setup window. on the include. to de-select any sections of the form you do not want to to view the form to print it or save it as a PDF. Performance Form History to view the employee s past evaluations in a new window. Notes History to view performance notes that have been added to the employee s profile. 19
ORGANIZING COMPLETED EVALUATIONS 1. from the Performance inbox to view completed performance evaluations. 2. to create a new folder. 3. Type a name for the folder and click. 4. the checkboxes next to the evaluations you want to move. 5. Use the Move to Folder: dropdown menu to select the folder you want to move the evaluations to. 6.. 20