Quick Reference Card Online Staff Evaluation System

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1 ACCESS THE ONLINE STAFF EVALUATION SYSTEM Log on to the OnePurdue (SAP) portal. Enter Career Account and password. Click the Log on button. Supervisors: Click the Manager Self-Service tab to access the appraisal documents of direct reports. Staff Members: Click the Employee Self-Service tab to access their appraisal document. Click the Performance Management tab to begin. Under the Appraisal Document Name column, click on the appropriate evaluation form. Note: If the form does not open, ensure popup blockers are turned off. Tip: If no documents appear, click on Show Quick Criteria Maintenance and adjust the Valid From dates to include your appraisal period. If you still do not see the evaluation document, please contact your immediate supervisor, or PHASE 1: GOAL CREATION AND DOCUMENTING ACCOMPLISHMENTS Both the supervisor and the staff member have access to the tool throughout the 12-month evaluation period. They will work collaboratively to create and update goals, establish an individual professional development plan, and document progress throughout the 12-month period. Note: Save work often. Though the system automatically saves progress after being idle for 15 minutes, any unsaved work will be lost if exiting the system without saving, or if the network goes down. Page 1

2 ENTER GOAL NAME, OBJECTIVES, AND PROGRESS Click the Goals and Updates tab. Note: If the unit has standard objectives across the organization, HR will pre-populate these goals and objectives. They will appear when this tab is clicked. If the supervisor and staff member discuss adding additional job-specific goals, click the Add button. Scroll to the bottom of the page to begin documenting the new goal (goal name and associated objectives). Note: The system automatically weighs all goals equally. If there is a desire to weigh certain goals more heavily than others in your area, please contact HR at for information on how to use this function. Supervisors and staff members are encouraged to record key milestones and accomplishments throughout the year. Type these in the Note Progress section. CREATE A PROFESSIONAL DEVELOPMENT PLAN Click the Professional Development tab. Page 2

3 Early in the performance period, the supervisor works with the staff member to establish potential development activities. Enter these goals here. During the performance period, the staff member enters professional development accomplishments. Enter accomplishments here. At the end of the performance period, each staff member will record number of professional development hours, along with total training investment. RECORD SUPERVISOR AND EMPLOYEE NOTES Click the Notes tab to view performance reports made by the supervisor and staff member. While staff and supervisors can view one another s notes, they cannot edit notes created by the other. Staff members enter notes here. Supervisors enter notes here. Staff members will click the Summary Comments tab to summarize performance at the end of the 12-month period. Page 3

4 UPLOAD ATTACHMENTS Click the Attachments button. Click the Upload button. Click the Browse button. Locate and select the file to upload. Click Open. Click the OK button. Click the Upload button to add another attachment. Click the Close button to return to the evaluation document. Page 4

5 SAVE YOUR WORK/PRINT PROGRESS REPORT To save work: Click the Save button or select Save and Exit Document and click the Continue button. Print a progress report: Click the Print button. A preview of the full Appraisal Document appears on the screen. To store a PDF version of the Appraisal Document click the Save icon. To print a hard copy of the Appraisal Document click the Print icon. USE THE ACTION LOG Click the Action Log button to view a dialog box listing all individuals who have accessed the evaluation document and their activity while in the document. Click OK to close. INITIATE THE EVALUATION AT THE END OF THE PERFORMANCE PERIOD The staff member will initiate the evaluation at the end of the performance period. The staff member should review the document thoroughly to ensure all updates are complete. After final review, select Initiate Evaluation and click the Continue button. Note: Once this is done, the staff member can no longer make changes to the document and the supervisor begins the formal evaluation process. Page 5

6 PHASE 2: SUPERVISOR EVALUATION Click the Manager Self-Service tab to access the Appraisal Documents of direct reports. Click the Appraisal Document link to open the evaluation document. Click through each tab as well as the Attachments section to thoroughly review all items in the document prior to assigning ratings. ASSIGN RATINGS (SUPERVISOR) Click the Goals and Updates tab. Click the arrow to assign a performance rating for each goal. Click the Value Description link to view evaluation rating definitions. Provide written comments to support the rating. Enter comments here. Once values have been assigned to all goals, the system will generate a Final Appraisal rating. Page 6

7 Click the Summary Comments tab to summarize the staff member s performance for the past 12 months. Enter comments here. The supervisor can print copies of the Performance Appraisal document for discussion with the staff member, prior to finalizing the evaluation. After the meeting, the supervisor will make any necessary updates then finalize the evaluation. Select Finalize Evaluation and click the Continue button. PHASE 3: EMPLOYEE SIGNOFF AND COMMENT The staff member will click the Employee Self- Service tab to access the Appraisal Document. Click the Appraisal Document link to open the evaluation document. Click through each tab as well as the Attachments section to thoroughly review all supervisor comments and ratings in the document. Page 7

8 The staff member will select the button to provide their electronic signature acknowledging the one-on-one meeting with their supervisor has occurred, and confirming they have reviewed the contents of their evaluation document. Click Continue. A dialog box appears allowing the staff member to provide final comments regarding any aspect of the evaluation. Enter comments then click the OK button. PHASE 4: FINAL SUPERVISOR REVIEW Click the Manager Self-Service tab to access the Appraisal Documents of direct reports. Click the Appraisal Document link to open the evaluation document. Click the Note Status button to review employee comments. Page 8

9 If something mentioned in the notes needs to be addressed, the supervisor can either speak to the staff member directly, or depending on the severity of the concern, can consult with the Human Resources Employee Relations team. Click Close. Page 9

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