Created on 1/14/2015 12:49:00 PM
Table of Contents... 1 Lead@UVa Online Training... 1 Introduction and Navigation... 1 Logging Into and Navigating the Site... 2 Managing Notes and Attachments... 9 Customizing Your Dashboard... 11 Phase One: Performance Planning... 19 1 Employee: Entering Performance Goals... 20 1 Employee: Entering Competencies... 22 1 Employee: Entering a Development Plan/Submitting... 26 2 Manager: Reviewing an Employee's Performance Plan... 29 Phase Two: Interim Reviews... 31 3 Employee: Completing an Interim Self-Evaluation... 32 3 Employee: Submitting Without an Interim Self-Evaluation... 36 4 Manager: Completing the Interim Evaluation... 37 Phase Three: Annual Performance Evaluations... 40 5 Employee: Completing an Annual Self-Evaluation... 40 6 Manager: Completing an Annual Employee Evaluation... 45 7 Reviewer: Reviewing and Signing an Evaluation... 50 8 Manager: Signing and Returning an Employee's Evaluation... 55 9 Employee: Signing your Annual Evaluation... 58 Running Reports... 61 Running a Report... 61 Copying Data from a Report into Excel... 65 Page ii
Lead@UVa Online Training Lead@UVa is the online tool used to support performance management at UVa. The system is web based and is used to capture data related to performance and compensation actions. The information here serves as a reference for completing actions in the system. While Lead@UVa is used to document performance at the University, the most important parts of the process are the face-to-face meetings between employees and managers throughout the year. You can view helpful resources via the Performance Management website (http://hr.virginia.edu/other-hr-services/hr-consultingservices/performance-management/). Upon completion of this course, you will be able to: Access and navigate your Lead@UVa site Create performance plans Perform interim evaluations Perform annual evaluations Run reports (managers and super users) To access a simulation: 1. Double-click on the "Lead@UVa"module. 2. Double-click on the desired section. 3. Click on the topic you wish to view and read the information in the introduction pane. 4. Click "Try It" in the upper right-hand corner to interact with the simulation. Click "Print It" to download a step-by-step job aid. Introduction and Navigation All users can access the Lead@UVa system via the link on the HR home page (hr.virginia.edu): Upon completion of this section, you will be able to: Access and view information within Lead@UVa Attach documents to your evaluation form and add private notes to your site Customize your dashboard to display the reportlets you need Page 1
Logging Into and Navigating the Site Log into the Lead@UVa system through NetBadge. Your login information is your UVa computing ID for your Eservices or Central Mail System (CMS) account. NetBadge may also be used with your blue.unix cluster or your Health System email account information. You can also log in with one click using your UVa Digital Certificate, if you have one. Once you log into the system, the Home page displays. Here you ll see general performance management information, breaking news, and access to important resources such as training and web links. Navigation to the functionality you need is organized primarily by a top menu, which remains visible at all times. Procedure In this exercise you will log into your Lead@UVa site and navigate through the Home page, your dashboard, and a performance evaluation form. 1. Access is through the HR website (www.hr.virginia.edu). Click the Lead@UVa link. Page 2
2. The NetBadge Web Login page displays. Log in through one of two ways: (1) Using your UVa Digital Certificate. (2) Using your UVa computing ID with either your Eservices or Central Mail System (CMS) account password. In this simulation, example login information has been entered for you. Click the Log In button. 3. Your Lead@UVa Home page displays. Here you ll see general performance management information, breaking news, and access to important resources such as training and web links. 4. Note that department designated super users see extra tabs for additional functionality: Admin: for accessing administrative functions HRMS: Displayed (but not used) for reviewer change functionality In addition, super users who are also compensation administrators will see the Compensation tab during certain time periods. Page 3
5. My Tasks will display the number of tasks currently in your To Do list, if any. In this example, Jamie has one pending task. Click the My Tasks link. 6. The list of your pending tasks display (they also display automatically when you log in). Clicking Go on any task in the list opens the evaluation form for that task. Click the Close button. 7. Click My Profile to access your evaluations. You can also access your past evaluations from the My Past Reviews reportlet on your dashboard. Click Org Chart to display a hierarchical view of your organization. Click Notes to access your private notes area. See topic Managing Notes and Attachments for more information. Page 4
8. Navigation is primarily through this top menu. The menu remains visible at all times. In addition to the Home tab which always brings you back to this page, you have a Performance tab that takes you to your customized dashboard. Note that this is a "hover" menu and not a "click" menu. Point to the Performance tab. 9. Here you would choose Dashboard. 10. Use the My Position tab to access your job description. Point to the My Position tab. 11. Click the My Position link. 12. Your job description displays. 13. Managers and super users access reports through the Reporting tab. 14. Now let's access Jamie's dashboard. Point to the Performance tab. 15. Click the Dashboard link. 16. The Performance Dashboard displays. In addition to the default sections seen, you can customize your dashboard to include various other sections (called reportlets: see Customizing Your Dashboard topic this section). 17. If your evaluation form is pending action by you it displays in your My To Do List. Click the Go link. 18. The evaluation form displays. Scroll to work individually with your performance goals, competencies, and development plan (see topics). 19. Use the button icons (do not use Email Form) to perform actions, including the following: Send Forward to move your form through the steps to completion. Send Back if you need to return a form to a previous step. Print Preview to view/print the form. Page 5
20. Note that the Overview section contains a link to UVa's Performance Management website, where you can find additional useful resources. The General Information section contains information about you, your supervisor, and reviewer. 21. To return to your dashboard, point to the Performance tab. 22. Click the Dashboard link. 23. When your current form is not in your dashboard you can view it by clicking on the bar graph in the My Performance Reviews reportlet. Click the bar link. Page 6
24. The Details page displays a summary of activity. You can view and print details of your active form. Click the View Form button. 25. Here you can view your form in non-editable format. You can also print and export to PDF. Click the Return button. Page 7
26. To view the lowest level details of a line item, click the list. Page 8
27. Click the Information list item. 28. The lowest level of task detail displays. 29. Congratulations, you have completed the simulation for logging into and navigating your Lead@UVa site. End of Procedure. Managing Notes and Attachments Attachments can be added to your evaluation. For example, you may wish to attach the certificate for a course you completed as part of your development plan. Your manager, the reviewer, and departmental super users can also view and attach documents to your evaluation. Attachments can be added until the signature steps of the workflow. Since attachments are viewable by others, you may wish to use the Notes feature if you want to keep private notes within your Lead@UVa site. Those are viewable only by you. Procedure In this exercise you will add both a private note within your Lead@UVa site and an attachment to your evaluation. Page 9
1. How to work with your private notebook: Click the Notes button in the site header. 2. Your Notebook page displays all your current notes. Here you can add and manage your private notes. Since they exist outside evaluation forms but within your Lead@UVa site they are viewable only by you (or a super user for whom you have delegated access to your site). 3. To add a note, click the New button. 4. Add data in the Note Details fields. Example data has been entered for you here. Date of Entry defaults to today's date and may be changed as needed. Subject is a required field. Text you type here is displayed in the Subject column on the Notebook page. Managers can use the Name field to populate notes for specific members of their team. A free text Notes field is provided. Page 10
5. The Note page also gives you Print, Return (without saving) and Spell Check options. When you have finished adding your note, click the Save button. 6. Your new note displays in your Notebook. To manage your notes, click the list. Here you can choose to view, edit, or delete the note. 7. Managers only: When creating notes, you can populate the Name area by selecting an employee's name (choose My Team). Clicking Notes while within that employee's evaluation will display them. 8. How to work with attachments: All participants in your evaluation (you, your supervisor, and the reviewer) may add attachments until the signature steps of the workflow. 9. Access to Attachment(s) section is at the bottom of your form. Here you can view all attachments and manage the attachments you own. To add an attachment: browse to and upload the file, then click the Add button. 10. To view an attachment, click its link. To delete an attachment that you own, select s > Delete. 11. Congratulations, you have completed the simulation for managing notes and attachments. End of Procedure. Customizing Your Dashboard Primary for use by managers and super users You can customize your dashboard to more easily access information you need to view on a regular basis. The information displayed is a type of report in Lead@UVa known as a reportlet. If you are a manager, adding reportlets contain information about your team can provide great time savings. Some reportlets of particular interest include: Team Past Reviews: lists previous completed reviews for members of "My Team" Team Performance Reviews: lists current performance reviews for members of "My Team" Procedure Page 11
In this exercise you as manager Morgan Lee will customize your dashboard to display your team's performance reviews. 1. To begin, click the Customize button on your dashboard. Page 12
2. A list of your current dashboard reportlets displays. Here you can add, edit, and remove reportlets. To add a reportlet, click the New button. 3. Add and customize the look of the new reportlet. Click the Reportlet menu. Page 13
4. Choose from the list of options. Click the Team Performance Reviews list item. Page 14
5. Click the Column menu. 6. Choose on which side of the dashboard to display the report. 1 is the left column and 2 is the right. In this exercise, select 1. Page 15
7. Click the Visibility menu. Page 16
8. Choose the default display as an expanded or collapsed format. In this example, select Expanded. 9. Click the Save button. 10. Your list now displays the new reportlet. Manage your reportlets using the menu selections. Page 17
11. When you have finished customizing your dashboard reportlets, click Save. 12. The new reportlet displays on your dashboard. 13. Reportlet header functions Page 18
14. Congratulations, you have completed the simulation for customizing your dashboard. End of Procedure. Phase One: Performance Planning The annual performance planning process begins when Human Resources electronically distributes the employee evaluation form. There are two steps in the first phase of performance planning. The first step is accomplished by the employee, the second by the employee's manager. While Lead@UVa is the online tool used to document performance at the University, the most important parts of the process are the face-to-face meetings between employees and managers throughout the year, most importantly the initial meeting to discuss the employee's plan. After discussion between manager and employee, you as employee will access your Lead@UVa form and complete the following three components of 1: Component 1 focuses on performance goals, or what you do. Component 2 focuses on behaviorial competency development, or how you perform job tasks. Component 3 is a development plan, through which you and your manager identify learning opportunities that support the accomplishment of performance goals and/or competency development as well as your career direction and plans. When you have finished entering your goals, competencies, and development plan, click the Send Forward button to send your performance plan to your manager. 2 consists of managerial review and approval of the performance plan. Upon completion of this section, you will be able to: Enter your performance goals Add competencies Create a career development plan As manager, review and approve an employee's goals Page 19
1 Employee: Entering Performance Goals Performance goals can be developed in a number of ways. They can be drafted by you, written by your manager, written jointly, etc. It is a manager s responsibility to provide general guidance on the nature and number of your goals. Before you can enter goals a conversation between you and your manager must take place. Goals comprise 50% of your evaluation score; competencies make up the other 50%. You must enter a minimum of 3 goals. Developing sound goals is critical to your performance success. Goals should be S.M.A.R.T: Specific Measurable Achievable Results-focused Time-bound Procedure In this exercise you will enter example performance goals. Page 20
1. At your Lead@UVa Home page: When you have a pending task (in your evaluation form), the My Tasks popup automatically displays when you log in. Click the Go button. 2. The evaluation form display. Here you will scroll to and enter information in the Performance Goals, Competencies, and Development Plan sections, as well as any other sections as instructed by your department. 3. The Performance Goals section displays with fields for entering your first goal. Note that links are provided to the SMART Goals toolkit and SMART Goal Repository. 4. To begin, enter a short Goal Name and longer Description of the goal in the corresponding fields. As needed, enter a specific Due Date for goal completion. In this exercise we have entered an example goal for you. Page 21
5. To continue, click the Add Performance Goal link. 6. The next set of goal fields displays for your input. 7. Note that you can save your work and return to manage your goals (add, edit, or remove) until you submit your completed form to your manager for review. When you have finished adding goals (at least 3) click the Save button. 8. Congratulations, you have completed the exercise for entering performance goals. Before submitting your performance plan to your manager for review, you must also enter at least 3 competencies and at least 1 activity in your development plan (see next topics). End of Procedure. 1 Employee: Entering Competencies Behavioral competencies assess how you achieve outcomes and results. You must identify 3-5 competencies to develop throughout the year. These 3-5 competencies should be identified by both you and your manager; however, your manager has the final say on which will be chosen. Competencies total 50% of your annual evaluation rating. Performance goals comprise the other 50%. Procedure In this exercise you will add competencies to a performance plan. 1. Note: this link provides a valuable resource for working with competencies. Page 22
2. To begin, click the Select Competency link. 3. Select a competency from the list of options (use the top filter or the Next button to access more competencies). Click the Communicates Effectively link. Page 23
4. The competency and its definition displays. To continue, click the Add Competency link. 5. Click the Select Competency link. Page 24
6. Click the Next button. 7. Click the Manages Conflict link. Page 25
8. In this exercise we added a third competency for you. When you have finished adding competencies, click the Save button. 9. Congratulations, you have completed the simulation for entering competencies. In addition to your performance goals and competencies, you must enter at least one activity in your Development Plan before sending your evaluation form forward to your manager for review. End of Procedure. 1 Employee: Entering a Development Plan/Submitting A career development plan serves two purposes: 1. It allows you to identify and document learning associated with performance goals and competency development. 2. It encourages you and your manager to think about and plan for your career development and related activities. The plan is not evaluated, just revised as necessary. At minimum, 1 development activity must be identified. Development activities should support your performance goals/competencies. Procedure In this simulation you will enter one development activity in your development plan. Then you will send your evaluation form to your manager using the Send Forward button. 1. Information and links to assist you in creating a career development plan display at the top of the section. 2. To begin, enter information in the Development Activity Name and Development Activity Description fields. In this simulation we have entered an example development activity for you. 3. As needed, use the calendar tool to enter a Due Date for the activity. Page 26
4. If this activity aligns with one of your competencies, use the dropdown list to select the competency. Click the Aligned Competency list. 5. Click the Communicates Effectively list item. Page 27
6. As needed, you can continue adding development activities. You may also add any attachments as needed at the bottom of your form. When you have finished, click the Save button. Page 28
7. When you have finished entering your performance goals, competencies, and development plan, forward the form to your manager for approval. Click the Send Forward button. 8. Confirm the submission. Click the Yes button. 9. A submission confirmation displays. Click the Return to Home button. 10. Congratulations, you have completed the simulation. Your evaluation form is now in step 2 awaiting manager approval. End of Procedure. 2 Manager: Reviewing an Employee's Performance Plan Once your employee has completed drafting his or her performance plan for the upcoming evaluation cycle, review and confirm that what is contained in the plan is what was discussed and decided upon with your employee. As needed, you may return (Send Back) the form with notes for revision. When both you and the employee agree on the content, use the Send Forward button to move the form to 3. Page 29
The role of the manager in the performance management process is to: Discuss and assist in establishing employee performance expectations; Ensure that performance expectations are clearly defined and communicated; Ensure that employee work is completed successfully; Provide support for employee learning and development; Discuss and assist in employee career planning; and, Provide ongoing training, coaching, mentoring, and performance feedback. Procedure In this exercise you will review and approve an employee's performance plan. 1. When you log into your Lead@UVa Home page, pending tasks display in a My Tasks fly out. Click the Go button for the form you wish to access. 2. The employee's Performance Evaluation form displays. The graphic reminds you which phase/step the form is in. The Overview section contains a link to UVa's performance management website. The General Information section lists the employee, manager, and reviewer for this form. Click the vertical scrollbar. Page 30
3. Review all goals the employee has submitted for accuracy and completeness. When finished, click the vertical scrollbar. 4. Review the selected competencies. When finished, click the vertical scrollbar. 5. Review the development plan activities. Are they (should they be) aligned to any competencies? 6. Note the Attachments section at the bottom of the form. This section can be used throughout the performance cycle by the employee, manager, and reviewer (see topic). 7. IMPORTANT NOTE: As needed, you may return the form to step 1 with a request for revisions. This action does not send the form forward to step 3. Click the Send Back button. 8. When you send the form back with comments, the employee will receive an email notification and will see your comments at the top when they access their form. Once the employee makes the changes s/he will send it forward to step 2 again. Click the Cancel button. 9. In this exercise you do not wish to send comments back. Click the Send Forward button. 10. Confirm that you want to send the form to step 3. Click the Yes button. 11. Congratulations, you have completed the exercise for completing step 2 of an employee's performance evaluation. End of Procedure. Phase Two: Interim Reviews Important note: This section currently reflects the functionality of the old (2014) form. It is in the process of being updated. Page 31
The interim review is a great time for a check-in to revisit goals, competencies and the career development plan. As a practice it is a good idea to do an interim evaluation at the mid-point of the performance cycle (6 months). This is not a formal process that affects pay or annual ratings, but a chance for employees and managers to reconnect on the plans they made together earlier in the year. The interim review consists of two parts: the employee s self-evaluation, followed by the manager s evaluation of performance to this point. Interim reviews are highly recommended but not required, except that the evaluation will have to be moved through steps 3 and 4 whether or not those steps are used as part of the process. Important: Please note that once your evaluation moves through the interim phase, goals will no longer be editable. Upon completion of this section, you will be able to: Complete the interim self evaluation (employee) Submit the interim review without self evaluation (employee) Complete the interim evaluation (manager) 3 Employee: Completing an Interim Self-Evaluation If your department uses them, interim evaluations occur in the mid-point of each cycle. This is an opportunity for you to document progress towards your goals and competencies. Self-evaluation gives you the opportunity to highlight your accomplishments, so you are strongly encouraged to take this opportunity to check in with your supervisor. Procedure In this simulation you will complete an interim self-evaluation. Page 32
1. From your Lead@UVa home dashboard, click your performance plan link. 2. Remember that you can use the attachments feature at the bottom of this Overview page to include attachments relevant to this performance cycle. Page 33
3. Access your performance goals by click the Performance Goals tab. 4. Click the vertical scrollbar. 5. Enter information regarding your accomplishments toward achieving this goal in the Employee's Accomplishments/Comments field. It may be useful to date your comments. In this simulation example text has been entered for you. 6. When you finish commenting on your performance goals, click the Competencies tab. 7. Scroll to view your competencies. Click the vertical scrollbar. 8. You can enter comments regarding the competency in the Employee's Accomplishments/Comments field. In this simulation an example comment has been entered for you. Page 34
9. Click the Development Plan tab. 10. Development activities do not include interim comment fields. If you wish to enter a comment you may do so in the Employee's Accomplishments/Comments field. If you do this, date your comment. 11. When you have finished entering interim evaluation comments, send the evaluation to your supervisor. Click the Send Forward button. 12. A dialog box asks you to confirm the submission. Click Yes to submit. 13. A system confirmation message displays. Click Return to Dashboard. 14. The task is no longer in your My To Do List. Important note: When your supervisor returns your evaluation to you (step 5), your goals will no longer be editable. Page 35
15. Congratulations, you have completed the simulation for completing your interim self-evaluation. End of Procedure. 3 Employee: Submitting Without an Interim Self-Evaluation The interim review consists of two parts: the employee s self-evaluation followed by the supervisor s evaluation of the employee s performance. Even if your school or department does not perform interim reviews your evaluation needs to move through steps 3 and 4 of the process. Check with your supervisor to determine if you or your designated Lead@UVa Super User is responsible for this process. Procedure In this simulation you will send your interim evaluation to your supervisor without completing a self-evaluation. 1. From your Lead@UVa home dashboard, click your performance plan link. Page 36
2. To submit your evaluation form without interim comments, click the Send Forward button. 3. A dialog box asks you to confirm. Click the Yes button. 4. A submission confirmation message displays. Click the Return to Dashboard button. 5. The task is no longer in your My To Do List. 6. Congratulations, you have completed the simulation for sending your evaluation form to your supervisor without completing an self-evaluation. End of Procedure. 4 Manager: Completing the Interim Evaluation The interim review consists of two parts: the employee s self-evaluation, followed by the supervisor s evaluation of the employee s performance. Interim reviews are highly recommended but not required. Even if your school or department does not perform interim reviews, all evaluations need to move through steps 3 and 4 of the process. Either you and the employee or your designated Super User are responsible for this process. Page 37
Procedure In this simulation you will complete an interim evaluation for an employee. 1. Click the employee's performance plan link. Page 38
2. Review the employee's comments and enter your own for the performance goals, competencies, and development activities. Click the Performance Goals tab. 3. Read interim evaluation comments entered by the employee, then enter your comments in the Supervisor's Interim Comments field. It may be useful to date your comments. Repeat these steps for each of the employee's goals. 4. Click the Competencies tab. 5. Read interim evaluation comments entered by the employee, then enter comments of your own in the Supervisor's Interim Comments field. Repeat these steps for each of the employee's competencies. 6. Click the Development tab. 7. Although interim comment fields are not provided, an employee can enter comments in the Employee's Accomplishments / Comments field. Any interim comments made in this field should include the date. 8. After reading comments entered by the employee, you can enter comments in the Supervisor's Comments field. If you do so, be sure to date them. Repeat these steps for each of the employee's development activities. 9. If you plan to meet with the employee to discuss the interim evaluation, click Save to keep the form in your My To Do List. Otherwise (as in this example) you can move the evaluation to the next step. Important note: When you return the evaluation to the employee (step 5), goals will no longer be editable. Click the Send Forward button. 10. A dialog box asks you to confirm. Click the Yes button. Page 39
11. Click the Return to Dashboard button. 12. The task was removed from your My To Do List and is now in the employee's dashboard. 13. Congratulations, you have completed the simulation for completing an interim performance evaluation. End of Procedure. Phase Three: Annual Performance Evaluations Important note: This section currently reflects the functionality of the old (2014) form. It is in the process of being updated. To begin the annual evaluation, both you and your manager rate and provide comments about your performance. The steps are as follows: Complete your annual self-evaluation and send forward to your manager (step 5). Your manager completes their portion of your evaluation (step 6) and sends the form forward to the reviewer for calibration and signature (step 7); the reviewer sends the form forward to your manager for signature (step 8). At the end of the evaluation cycle, your manager meets with you to conduct the annual evaluation; you sign the form and send it forward to archive it (step 9). Upon completion of this section, employees, managers, and reviewers will be able to complete an employee's annual performance evaluation. 5 Employee: Completing an Annual Self-Evaluation The annual evaluation process begins with employees completing their self-evaluation. This is your opportunity to highlight your accomplishments and work from the past year by finalizing the performance goals, competencies, and development activities. In addition, use the Ratings Summary tab to comment on and provide a self-rating on the accomplishments of your full performance plan. Procedure In this simulation you will complete and forward your annual self-evaluation to your supervisor. Page 40
1. From your Lead@UVa home dashboard, click your performance plan link. 2. Enter comments and a rating for your performance goals and competencies, and comments for your development activities. In the final step before submitting, provide overall comments and a self-rating via the Ratings Summary tab. Click the Performance Goals tab. 3. Your performance goals for the year display, along with any interim comments made by you and/or your supervisor. Enter information regarding your accomplishments toward achieving this goal in the Employee's Accomplishments/Comments field. In this simulation we will enter example text for you. Page 41
4. Next you should assign your rating for the accomplishment of this goal. As needed, refer to the ratings legend at the top of the page. When you send your evaluation forward, your supervisor will also comment on the goal and assign a rating. Click the Effective option. 5. Continue to enter comments and ratings for all your performance goals. When you have finished, click the Competencies tab. 6. Your competencies for the year display, along with any interim comments made by you and/or your supervisor. Enter information regarding your accomplishments toward achieving this competency in the Employee's Accomplishments/Comments field. In this simulation we will enter example text for you. Page 42
7. Next, you should assign your rating for the accomplishment of this competency. As needed, refer to the ratings legend at the top of the page. When you send your evaluation forward, your supervisor will also comment on the competency and assign a rating. Select a rating option; in this simulation click Effective. 8. When you have completed commenting on and rating each of your competencies, click the Development Plan tab. 9. Your development activities for the year display, along with any dated interim comments made by you and/or your supervisor. Enter information regarding your accomplishments toward achieving this development activity in the Employee's Accomplishments/Comments field. In this simulation we will enter example text for you. Note that development activities are not rated on a scale. 10. When you have finished commenting on each development activity, move to the final step before submission: completing an overall evaluation rating. Click the Ratings Summary tab. 11. Enter information regarding your accomplishments toward achieving this development plan in the Employee's Comments field. Additionally, assign an overall rating for your accomplishment of this year's performance plan. When you send your evaluation forward, your supervisor will make overall comments and assign an overall rating. Page 43
12. When you are ready to submit your evaluation to your supervisor, click the Send Forward button. 13. Confirm the submission. Click the Yes button. Page 44
14. A submission confirmation displays. Click the Return to Dashboard button. 15. The task is no longer in your My To Do List. 16. Congratulations, you have completed the simulation for submitting your annual selfevaluation. End of Procedure. 6 Manager: Completing an Annual Employee Evaluation After the employee submits his or her annual self-evaluation, you will add comments and provide ratings for each performance goal, competency, and development activity. You will also provide overall evaluation comments and a rating via the Ratings Summary tab. Once you have completed these tasks you will send the evaluation forward to the reviewer for calibration discussions and the start of the signature phase. Procedure In this simulation you will complete an employee's annual performance evaluation and send it forward to the reviewer. Page 45
1. Click the employee's performance plan link. Page 46
2. Enter comments and a rating for their performance goals and competencies, and comments for their development activities. In the final step before forwarding to the reviewer, provide overall comments and a rating via the Ratings Summary tab. Click the Performance Goals tab. 3. Read comments entered by the employee then enter comments of your own in the Supervisor's Comments field. 4. Note the employee's self rating score and provide your score. In this example, rate the employee as effective. Click the Effective option. 5. Repeat these steps for each of the employee's goals. Click the Competencies tab. Page 47
6. Read comments entered by the employee then enter comments of your own in the Supervisor's Comments field. 7. Note the employee's self rating score and provide your score. Click the Effective option. 8. After repeating these steps for each of the employee's competencies, click the Development Plan tab. 9. Read comments entered by the employee then enter comments of your own in the Supervisor's Comments field. Repeat the process for each of the development activities. Note that development activities are not rated. 10. When you have finished with all performance goals, competencies, and development activities, give the employee an overall performance rating. Click the Ratings Summary tab. Page 48
11. Read comments entered by the employee, then enter comments of your own in the Supervisor's Comments field. Additionally, assign an overall rating for the employee's accomplishment of this year's performance plan. Note that links to required forms are located at the top of this page. 12. Finally, provide an overall rating. Click the vertical scrollbar. 13. A Ratings Summary section displays both the employee's self-rated scores and your scores for each performance goal and competency. Review your ratings to arrive at a fair overall rating. 14. Note the employee's self rating score and provide your score. In this example, rate the employee as effective. Click the Effective option. Page 49
15. IMPORTANT NOTE: As needed, supervisors may return (Send Back) the form with comments for the employee, who can edit the form and resubmit (using Send Forward) it to you. 16. If you do not need to send the evaluation back to the employee, forward the evaluation to the reviewer. Click the Send Forward button. 17. Confirm the submission. Click the Yes button. 18. A submission confirmation displays. Click the Return to Dashboard button. 19. The task is no longer in your My To Do List. 20. Congratulations, you have completed the simulation for completing an annual employee evaluation. End of Procedure. 7 Reviewer: Reviewing and Signing an Evaluation Upon completion of employee evaluations, and prior to the supervisor s signature, the evaluations are sent electronically to you the reviewer. The offline calibration process must occur BEFORE you sign and return the evaluation to the supervisor. In all cases, calibration occurs before signed performance evaluations have been shared with employees. For more information on the calibration process, click here (http://www.hr.virginia.edu/uploads/documents/media/calibrating_performance.pdf). As the reviewer, you will read each evaluation, looking in particular for constructive supervisory comments and ensuring evaluations are thorough and logical. If you decide a supervisor should alter a particular evaluation you may send the evaluation back and wait for the revision to be returned to you. After calibration is completed, sign the evaluation electronically and send it forward to the supervisor, who also electronically signs the evaluation. The supervisor meets with the employee to discuss the evaluation and then sends it forward to the employee for their electronic signature. The annual process is then complete. Procedure In this simulation you will review and sign an employee's evaluation. Page 50
1. Click the employee's performance plan link. 2. The Overview page displays. Any attachments associated to this evaluation are accessed at the bottom of this page. Review the employee's performance goals and competencies, as well as their development activities (not rated). Page 51
3. Click the Performance Goals tab. 4. A rating scale legend displays at the top of the page. Scroll down to review the goals, comments, and ratings. Click the vertical scrollbar. 5. Review comments and ratings for each goal. 6. Click the Competencies tab. 7. Scroll down to view the competencies. Click the vertical scrollbar. 8. Review the comments and ratings for each competency. Page 52
9. Click the Development Plan tab. 10. Here you can review the employee's development plan activities, as well as any comments made by both the employee and the supervisor. Click the Ratings Summary tab. Page 53
11. This page contains the overall rating of both goals and competencies. Click the vertical scrollbar. 12. Both supervisor and employee ratings are displayed for each performance goal and competency. In addition, an overall rating by both employee and supervisor displays. 13. When you have finished reviewing the performance evaluation and are prepared to sign it, enter your comments in the Reviewer Comments field. In this simulation, text has been entered for you. 14. IMPORTANT NOTE: Alternately, you may click Send Back to return the form with comments to the supervisor, who can edit and resubmit the form to you for signature. 15. In this simulation you do not wish to send back the evaluation. Click the Signatures tab. 16. Click the Sign button. 17. Your name and the current date display. Click Send Forward to send the evaluation to the supervisor. Page 54
18. Confirm the submission. Click the Yes button. 19. A submission confirmation displays. Click the Return to Dashboard button. 20. The task is no longer in your My To Do List. 21. Congratulations, you have completed the simulation for reviewing and signing an employee's evaluation. End of Procedure. 8 Manager: Signing and Returning an Employee's Evaluation After the reviewer has signed the evaluation electronically it is sent to you for your electronic signature. You are required to meet with your employee to review the evaluation. It is best to do this prior to electronically sending the review to the employee. Once the employee has electronically signed the form the annual process is complete. Procedure In this simulation you will sign an employee's evaluation. Page 55
1. Click the employee's performance plan link. 2. Begin by viewing reviewer comments. Click the Ratings Summary tab. 3. Read the comments from the reviewer. Before signing the evaluation and sending it to the employee, meet with the employee to discuss the evaluation. 4. After meeting with the employee, sign the evaluation and send it to the employee for signature. Click the Signatures tab. 5. After reading the Supervisor Note, click the Supervisor Acknowledgement option. 6. Click the Sign button. Page 56
7. Enter final comments for the employee's evaluation in the Supervisor's Comments field. For this simulation text has been entered for you. 8. Send the evaluation to the employee for signature. Click the Send Forward button. 9. Confirm the submission. Click the Yes button. 10. A submission confirmation displays. Click the Return to Dashboard button. 11. The task is no longer in your My To Do List. 12. Congratulations, you have completed the simulation for signing the evaluation and sending it to the employee. End of Procedure. Page 57
9 Employee: Signing your Annual Evaluation After you have met with your supervisor to discuss your evaluation, the final step is to electronically sign the form. After you do so, your annual evaluation process is complete. Procedure In this simulation you will sign your evaluation form, the final step in the annual review process. 1. Click the performance plan link. Note that your next yearly performance plan typically displays during this timeframe. 2. The Overview page displays. Remember that any attachments are located at the bottom of this page. Use the tabs to view supervisor and reviewer comments and ratings. Note: If you have already reviewed all comments and ratings you may proceed directly to the Signatures tab. Click the Performance Goals tab. 3. Here you can view your supervisor's comments and ratings for each goal. 4. Click the Competencies tab. Page 58
5. Here you can view your supervisor's comments and ratings for each competency. 6. Click the Development Plan tab. 7. Here you can view your supervisor's comments for each development activity. 8. Click the Ratings Summary tab. 9. Here you can view the comments and ratings by your supervisor and reviewer. 10. Scroll down to see the supervisor's overall rating. Click the vertical scrollbar. 11. When you are ready to sign your evaluation, click the Signatures tab. Page 59
12. After reading the Employee Note, click the Employee Acknowledgment option. 13. Click the Sign button. 14. You may enter comments regarding your evaluation in the Employee Comments field. 15. Note that you may print out a copy of your evaluation using the Print Preview button. Click the Send Forward button. 16. Confirm the submission. Clicking Yes completes the form (removes it from the To Do list and archives it within Lead@Uva). Click the Yes button. Page 60
17. A submission confirmation displays. Click the Return to Dashboard button. 18. The task has been removed from your My To Do List. You can easily view/print prior forms by adding the My Past Reviews reportlet to your. 19. Congratulations, you have completed the simulation for electronically signing your evaluation. End of Procedure. Running Reports Reports are often limited by "group access rights." This means that most super users will have the results of their report requests limited to only those employees in the areas to which they have been granted access. A few reports may be available to run Universitywide. In these cases the report results can be limited by selecting only the desired areas from the search criteria. Managers typically see report data only for the employees they supervise, whereas employees cannot receive any data from reports. If you foresee reporting needs where a report is not currently available please contact your Human Resource Consultant. University Human Resources will consider reasonable reporting requests and design reports as the application specifications and time allow. Upon completion of this section, you will be able to: Run reports Copy data from reports into Excel Running a Report The list of reports available to you (restricted by role and by area) display when you access the Reports page. Some are vendor reports that are not useful to you. Useful reports include the following: PM: Performance Rating Distribution (Admin) - Shows the distribution of performance ratings for the manager's direct and/or indirect reports PM: Performance Rating Distribution (Manager) - Shows the distribution of performance ratings for the selected manager. Workflow Report - Provides a report by hierarchical level of the status on an employee in the Performance Management process. Also see the two custom workflow step reports. Workflow Roll Up Report (Admin) - Shows step status for the selected evaluation year for all managers that report to the manager selected. Page 61
Workflow Roll Up Report (Manager) - Shows step status for the selected evaluation year for all managers that report to the manager running the report PM: Performance Employee Rating Report - Provides the distribution of manager overall PM ratings for all managers in the company organized by business hierarchy. Allows managers to drill down to see the details of the direct reports, showing actual ratings instead of a percentage. Access limited by either direct report or group relationships. Team Completion Report - Gives a manager the status of his/her direct reports in the PM process. It lists the manager s name, the employee name, and places an X in the step the employee is in the workflow. The number of columns is dictated by the number of steps in the workflow. There is also a total row which totals the number of Xs for each step. Procedure In this exercise you will run a report. 1. On your Home page: Point to the Reporting menu. 2. Click the Reports list item. Page 62
3. The list of reports to which you have access displays. Notes: Use the Filter button to filter your report view Click the Hide button to hide the Explorer Plus folders in the left pane Click the report in the Preview column to view a description of the report 4. In this exercise you will run a workflow step report. Click the Workflow Report dropdown list. 5. Click Run. 6. Report criteria for the particular report displays. Asterisks (*) indicate required input. In this example, change the required Workflow Process year to 2014. Click the Workflow Process * list. Page 63
7. Click the 2014 Performance Evaluation list item. Page 64
8. Continue selecting criteria as needed or required. Click the Human Resources list item. 9. Click Run. 10. The report displays. Note the Print button. You can also copy data to Excel (see topic). 11. Congratulations, you have completed the simulation for running a report. End of Procedure. Copying Data from a Report into Excel Soon you will be able to export report data to Excel. As of now, you can manually copy information from reports and paste it into Excel. Procedure In this simulation you will run a report, copy the resulting data, and then paste it into Excel. 1. On your Home page: Point to the Reporting menu. Page 65
2. Click the Reports list item. 3. Run the report of your choice. Click the Performance Rating Distribution dropdown list. 4. Click Run. 5. In this example, change the required Workflow Process year to 2012. Click the Workflow Process * list. Page 66
6. Click the 2012 Performance Evaluation list item. Page 67
7. Continue selecting criteria as needed or required. Click the Human Resources list item. 8. Click Run. 9. The report displays. To begin, click and drag to select the data you need. In this exercise we have highlighted example data to be copied for you. 10. Right-click the whitespace. 11. Click the Copy menu. Page 68
12. Open an empty Excel worksheet. Right-click the top cell. 13. From the right-click menu, select Paste. 14. The selected lines of data display in the worksheet. 15. Congratulations, you've completed the simulation for copying report data to Excel. End of Procedure. Page 69