Manager's ePerformance Process Steps

Overview

Managers can update Tasks & Standards for individual employees and submit them for approval within the system. At the end of the rating period, the Managers submit performance results for approval to the Reviewer and release the document to the employee once its been approved. Once the employee has selected 'Sign and Accept' or 'Sign Under Protest' in the system the Manager must then mark the document as Complete in the system. The Performance Document will now be available to the Manager and the Employee via 'Historical Documents' link in Performance Management.

These steps are meant for Managers who will be editing and releasing Performance Documents via ePerformance:

Process Steps - Beginning of the Rating Period Tasks & Standards

Note: Once the Performance Document has been created (the template has been assigned to the employee with a specific 'From' and 'To' period), the Manager/Supervisor must navigate to the 'Current Documents' page to update the employee's Tasks & Standards.

  1. In the 'Current Performance Documents' page locate the employee you will be working with and click the 'Document Type' link to the right of the employee name.

  2. The 'Document Details' page opens.

  3. Click on the 'Start' link in the Document Progress section.

  4. Performance Document - Tasks & Standards / Performance Evaluation page opens. The Manager/Supervisor can update or add to the existing Tasks & Standards.
    • Pencil icon: Click on the Pencil icon to make edits
    • Trans Can icon: Click on the Trash Can icon to delete a Tasks
    • Plus (+) button: Click on the Plus (+) button to add additional Tasks

  5. Complete all applicable edits / updates to the employee's Tasks & Standards. Click the 'Save' button to save all changes.
    • Note: The character limitation for the Tasks field is 1325.

  6. Click the 'Submit for Approval' button to submit the Tasks & Standards document to the Reviewer for review and approval.
    • Note: The 'Reviewer' is the Manager's Manager.

  7. Receive a soft warning verifying the action. Click the 'Submit' button to continue.

  8. The Reviewer receives a notification via email - stating that a 'Performance Document is pending review and approval'. The Reviewer must review the Tasks & Standards and take the appropriate approval action (i.e. Approve or Deny).
    • Note: The Reviewer cannot make changes to the Performance Document he/she can only enter comments in the 'Comments Section'.

  9. An email notification will be automatically sent to the Manager/Supervisor once the Reviewer takes an approval action.

  10. After the Reviewer has submitted his/her approval action, the Manager/Supervisor will refer to the applicable section for next steps:

    • Reviewer Approved the Tasks & Standards

      1. The Manager/Supervisor will get an email notifying him/her that the 'Performance Document has been approved".

      2. The Manager/Supervisor must releases the Tasks & Standards to employee.

      3. Navigate to the 'Current Documents' page. Click on the 'Document Type' link of the applicable employee you want to release the Tasks & Standards document to.

      4. The 'Documents Details' page will display. Click the 'Edit' link in the Document Progress section.

      5. Click the 'Available for Review' button.
        • Important: The employee must log into Employee Self Service to view his/her Tasks & Standards document. The employee may make suggestions to his/her Manager/Supervisor regarding the Tasks & Standards (outside of the system).

          • If the Manager/Supervisor agrees to the suggestions; he/she may re-open the document, make changes, and submit it for approval. The employee has to acknowledge his/her Tasks & Standards by choosing to 'Sign and Accept' and 'Saving' the selection.

      6. A soft warning will display to confirm that you are releasing the Tasks & Standards document to the employee. Click the 'OK' button.
    • Reviewer Denied the Tasks & Standards

      1. The Manager/Supervisor will get an email notifying him/her that the 'Performance Document has been denied".

      2. The Manager/Supervisor must re-open the document, make the changes indicated in the Comments section and submit for approval again.

Process Steps - End of Rating Period Performance Evaluation

At the end of the rating period, the employee has "Signed and Accepted" his/her Tasks & Standards document, therefor, the Manager/Supervisor must re-open the Performance Document and rate employee's Performance against Tasks & Standards. The Manager/Supervisor may choose to enter comments to support the rating given to an employee.

  1. The Manager/Supervisor must navigate to the 'Current Documents' page. Once in the 'Current Documents' page he/she must select the applicable employee he/she will be evaluating by clicking on the 'Document Type' link by the employees name.

  2. The 'Documents Details' page displays. Click the 'View' link in the 'Document Progress' section.

  3. Scroll to the bottom of the page and click the 'Re-Open' button.

  4. Receive a soft warning verifying the action. Click the 'OK' button.

  5. The 'Document Details' page will display. Click the 'Edit' link in the 'Document Progress' section.

  6. The employee's Tasks & Standards / Performance Evaluation page opens.
    • Note: The Rating and Weight fields are now displayed for the Manager/Supervisor.

  7. Select the applicable value from the 'Rating' drop-down list for each Tasks.
    • Rating: this is a drop-down list displaying the following values:

      0 - 'Unratable' or 'Not Rated or Not Applicable'
      1 - 'Unsatisfactory'
      2 - 'Marginal' or 'Needs Improvement'
      3 - 'Good' or 'Fully meets requirements'
      4 - 'Very Good' or 'Greatly exceeds requirements'
      5 - 'Outstanding' or 'Exceptional'

      • Note: The Manager/Supervisor must select the applicable value based on the employee's performance for this specific task.

    • Weight: this field is only used if "0 - Unratable or Not Rated or Not Applicable" is selected for any task during the end of the year rating period.
      • Note: The Manager/Supervisor must weight remaining tasks so the percentage totals 100%.

    • Important:
      • The Manager/Supervisor will not be able to submit the Performance Evaluation for approval if there are outstanding tasks that have not been rated.
      • The Manager/Supervisor will not be able to submit the Performance Evaluation for approval if the total Weight does not equal 100%.

  8. Click the 'Save' button to save the changes.

  9. Click the 'Submit for Approval' button to submit the Performance Evaluation with ratings to the Reviewer.

  10. The Reviewer will receive an email notification stating that a 'Performance Document is pending review and approval'.

  11. The Reviewer will review the Performance Evaluation and take the appropriate approval action (i.e. Approve or Deny).

  12. After the Reviewer has submitted his/her approval action, the Manager/Supervisor will refer to the applicable section for next steps:

    • Reviewer Approved the Performance Evaluation

      1. The Manager/Supervisor will get an email notifying him/her that the 'Performance Document has been approved".
        • Important: Once the performance document has been approved by the Reviewer, the Manager/Supervisor has the option of releasing the performance document to the employee for review only, and holding a conference with the employee or releasing the performance document for review and acknowledgement and then holding a conference with the employee.

      2. The Manager/Supervisor must releases the Performance Evaluation results to the employee by clicking on the link within the email or navigating to the 'Current Documents'.

      3. Navigate to the 'Current Documents' page. Click on the 'Document Type' link of the applicable employee you want to release the Performance Evaluation document to.

      4. The 'Documents Details' page will display. Click the 'Edit' link in the Document Progress section.

      5. Click the 'Available for Review' button. A soft warning will display to confirm the action, click the 'OK' button.

      6. The employee receives an email notification indicating a 'Performance Document is available for review'.
        • Note: At this point the employee can only view the Performance Evaluation.

      7. The Manager/Supervisor may hold a conference with the employee to discuss the performance evaluation ratings. After the discussion/conference is held the Manager/Supervisor updates the document by clicking the 'Distribute' button.
        • Important: The employee has to acknowledge the Performance Evaluation by signing off on the document. The employee may choose to "Sign and Accept" or "Sign Under Protest" the evaluation. If signing under protest, an appeal is filed outside of this process.

      8. The Manager/Supervisor receives an email notification stating that a "Performance Document has been acknowledged'.

      9. The Manager/Supervisor must know complete the process by accessing the document; go to the 'Current Documents' page, clicking on the 'Document Type' link by the applicable employees' name, the 'Document Details' page will display, click the 'Complete' link on the.

      10. The employee Performance Document will display, click the 'Complete' button. A soft warning will display to confirm the action, click the 'Complete' button.

      11. Click the 'OK' button.
        • Note: The Performance Document will now be available through Self Service under the 'Historical' link.
    • Reviewer Approved the Performance Evaluation

      1. The Manager/Supervisor will get an email notifying him / her that the 'Performance Evaluation has been denied'.

      2. The Manager/Supervisor must re-open the performance document, make the changes indicated in the 'Comments' section and submit the performance document for approval again. The Manager/Supervisor must then refer to the "Reviewer Approved Performance Evaluation" section to complete the process.

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Last revised: March 09, 2012