Performance Management for ADP Workforce Now. Automatic Data Processing, LLC ES Canada

Transcription

1 Performance Management for ADP Workforce Now Automatic Data Processing, LLC ES Canada

2 INSTRUCTOR GUIDE ADP s Trademarks The ADP Logo, ADP, ADP Workforce Now and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC Third-Party Trademarks Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft, Excel, and Word are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners ADP, LLC and its licensors. All rights reserved ADP, LLC v W8010_ILT_ WFN80V01_0415

3 INSTRUCTOR GUIDE Contents Course Introduction Course Purpose... 1 Course Objectives... 1 Course Agenda... 2 Module 1: Defining Performance Management Module 1 Introduction Performance Management Overview The Performance Review Process Completed Performance Review Module 1 Summary Module 2: Setting Up Performance Management Module 2 Introduction Setting Up Job Competencies Demonstration: Creating Job Competencies Demonstration: Assigning Job Competencies Competency Weightings Setting Up Goals Locked and Unlocked Organizational Goals Demonstration: Creating Performance Goals Setting Up Rating Scales Demonstration: Creating a Rating Scale Setting Up Questions Demonstration: Creating Performance Review Questions Setting Up Templates Demonstration: Creating a Performance Review Template Setting Up Performance Review Policies Demonstration: Creating a Performance Review Policy Demonstration: Setting Up a Performance Review Activity Results: Setting Up a Performance Review Module 2 Summary Module 3: Using Performance Management Module 3 Introduction Assigning Goals ADP, LLC vi W8010_ILT_ WFN80V01_0415

4 INSTRUCTOR GUIDE Demonstration: Mass Assigning a Performance Goal Conducting Performance Reviews Demonstration: Mass Scheduling a Performance Review What Is Starting a Review? Demonstration: Starting a Review Completing a Review Form Demonstration: Completing a Self Assessment Review Form Demonstration: Completing a Review Form as a Manager Releasing a Performance Review Generating Performance Review Reports Module 3 Summary Course Closing Support after Class ADP Client Service Centre ADP Workforce Now Support Centre The Bridge Course Closing Appendix 2015 ADP, LLC vii W8010_ILT_ WFN80V01_0415

5 INSTRUCTOR GUIDE Course Preparation On the day of class before the class begins: Create a job in the Validation Table for Public Relations Specialist: Code = PSRP Search for the employees Peter Biggins and Edward Bonner (People>Employment>Employment Profiles) and change the Job Title field to PSRP - Public Relations Specialist Add a Performance Goal called Social Media for Public Relations as described on page 2-8 Assign the Performance Review to either Peter Biggins or Edward Bonner, employees in the test system. Complete the Performance Review as either Peter Biggins or Edward Bonner 2015 ADP, LLC x W8010_ILT_ WFN80V01_0415

6 Performance Management for ADP Workforce Now Course Introduction Automatic Data Processing, LLC ES Canada

7 PERFORMANCE FOR ADP WORKFORCE NOW COURSE INTRODUCTION Course Introduction Course Purpose This course will prepare you to use ADP Workforce Now Performance Management. You will learn how to perform various tasks to define and set up the Performance Management module so you can create performance reviews. Course Objectives Upon completion of this course, participants will be able to: Define Performance Management Set Up Performance Management Use Performance Management 2015 ADP, LLC 1 W8010_ILT_ WFN80V01_0415

8 PERFORMANCE FOR ADP WORKFORCE NOW COURSE INTRODUCTION Course Agenda During this course, we will explore several topics. Each topic and module within the ADP Workforce Now training has been designed to build upon the previous topic/module. Upon completion of the training, you will have a complete picture of how each individual module functions, and how they works together to create a complete solution. In addition ADP provides three different online resource tools that are designed to support your learning after class. During this course you will explore the following topics: Module Module 1: Defining Performance Management Topic Performance Management Overview The Performance Review Process Completed Performance Review Module 2: Setting Up Performance Management Setting Up Job Competencies Demonstration: Creating Job Competencies Demonstration: Assigning Job Competencies Competency Weightings Setting Up Goals Locked and Unlocked Organizational Goals Demonstration: Creating Performance Goals Setting Up Rating Scales Demonstration: Creating a Rating Scale Setting Up Questions Demonstration: Creating Performance Review Questions Setting Up Templates Demonstration: Creating a Performance Review Template Setting Up Performance Review Policies Demonstration: Creating a Performance Review Policy Demonstration: Setting Up a Performance Review Activity Results: Setting Up a Performance Review 2015 ADP, LLC 2 W8010_ILT_ WFN80V01_0415

9 PERFORMANCE FOR ADP WORKFORCE NOW COURSE INTRODUCTION Module Module 3: Using Performance Management Topic Assigning Goals Demonstration: Mass Assigning a Performance Goal Conducting Performance Reviews Demonstration: Mass Scheduling a Performance Review Starting a Review Demonstration: Starting a Review Completing a Review Form Demonstration: Completing a Self Assessment Review Form Demonstration: Completing a Review Form as a Manager Releasing a Performance Review Generating Performance Review Reports Module 4: Course Closing Support after Class ADP Client Service Centre ADP Workforce Now Support Centre The Bridge Course Closing 2015 ADP, LLC 3 W8010_ILT_ WFN80V01_0415

10 Performance Management for ADP Workforce Now Module 1: Defining Performance Management Automatic Data Processing, LLC ES Canada

11 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Module 1 Introduction Purpose This module prepares you to define the ADP Workforce Now Performance Management feature and the performance review process. Objectives Upon completion of this module, you will be able to: Define performance management and the elements that make up a performance review in Workforce Now Describe the performance review process at a high level Identify what a completed performance review looks like in Workforce Now 2015 ADP, LLC 1-1 W8010_ILT_ WFN80V01_0415

12 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Performance Management Overview Overview You can use the ADP Workforce Now Performance Management feature to complete the steps of the performance review process. You can use the Performance Management feature to set up review policies and review form templates to help manage performance reviews. Performance Management Performance Management is a feature of ADP Workforce Now that allows you to better manage your performance review process and data while significantly reducing the risks and disadvantages associated with a paper-based system. It enables you to set up and manage performance reviews and report on performance review data. It is the process of providing feedback to employees about their performance to develop them into increasingly productive contributors to the organization. If you wish, your employees and managers can access, update, and submit performance review forms. You need to assign the appropriate rights to enable managers and employees to participate in the performance review process. Elements of a Performance Review Supervisor Assessment Employee self-assessment Peer assessment Goal setting Development Goals Important Information Managers and employees will need to be assigned the appropriate rights to participate in the performance review process. Additional Resources For more information about assigning workflow rights to managers and employees, take the Workflow Management for ADP Workforce Now course. Register at ADP, LLC 1-2 W8010_ILT_ WFN80V01_0415

13 MODULE 1: DEFINING PERFORMANCE MANAGEMENT The Performance Review Process Overview When setting up and using the Performance Management feature, you need to follow a series of stages in the performance review process. The stages that you complete depend upon the components that you use. Security Accesses to Performance Reviews Both Managers and Employees require the appropriate security access to performance reviews. You can verify that an employee has the appropriate security access to performance reviews through the Workforce Now menu. Starting Point: Setup > Security > Access Permissions > Menu Access: Step Action 1 To verify security access for a Manager, go to Manager > Standard Manager > My Team > Talent > Performance Review & Performance Goals. 2 To verify security access for an Employee, go to Employee > Standard Employee > Myself > Talent > Performance Review & Performance Goals ADP, LLC 1-3 W8010_ILT_ WFN80V01_0415

14 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Stages and Descriptions The following table describes the stages of the performance review process: Stage Setting Up Performance Management Description 1. Create job competencies Create job competencies based on your job analysis. 2. Assign competencies to jobs Assign job competencies to the applicable jobs. 3. Create performance goals Create goals based on required skills and job requirements. 4. Create rating scales Create rating scales to quantify employee performance. 5. Create performance review questions Create performance review questions to consider when evaluating employees. You can also create categories to better organize your questions. 6. Create performance review templates Create performance review templates to determine whether you will include job competencies, performance review questions, and comments as part of the review. 7. Create performance review policies Create policies that define how reviews are scheduled, the review templates used, who contributes to the review form, and the rating scale. Using Performance Management 8. Schedule performance review Schedule the review for filtered groups of employees or for an individual employee. 9. Start performance review Start the review by releasing the review form to the contributors you select. 10. Complete performance review Compile contributor feedback and select ratings to complete the performance review and then share it with the employee ADP, LLC 1-4 W8010_ILT_ WFN80V01_0415

15 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Completed Performance Review The following two graphics show an example of a completed performance review. Completed Performance Review Top Section 2015 ADP, LLC 1-5 W8010_ILT_ WFN80V01_0415

16 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Completed Performance Review Bottom Section 2015 ADP, LLC 1-6 W8010_ILT_ WFN80V01_0415

17 MODULE 1: DEFINING PERFORMANCE MANAGEMENT Module 1 Summary In this module, you learned how to: Define performance management and the elements that make up a performance review in Workforce Now Describe the performance review process at a high level Identify what a completed performance review looks like in Workforce Now 2015 ADP, LLC 1-7 W8010_ILT_ WFN80V01_0415

18 Performance Management for ADP Workforce Now Module 2: Setting Up Performance Management Automatic Data Processing, LLC ES Canada

19 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Module 2 Introduction Purpose This module prepares you to set up the various elements of the performance review when using the Performance Management features of ADP Workforce Now. Objectives Upon completion of this module, you will be able to: Set up Job Competencies Set up Goals Set up Rating Scales Set up Questions Set up Performance Review Templates Set up Performance Review Policies 2015 ADP, LLC 2-1 W8010_ILT_ WFN80V01_0415

20 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Job Competencies Overview Creating job competencies and assigning competencies to jobs are the first two stages of the performance review process in ADP Workforce Now Performance Management. Job Competencies Job competencies are clusters of related knowledge, skills, abilities, and other personal characteristics that are necessary to be successful in a particular job. Each competency is correlated with job performance and can be measured. A competency weighting is a percentage value that you assign to a job competency. Example Adaptability, which Geneva Entertainment defines as "adapts to change and is open to new ideas and responsibilities," is a key job competency for Geneva Entertainment's staff ADP, LLC 2-2 W8010_ILT_ WFN80V01_0415

21 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating Job Competencies We will now demonstrate the process of creating job competencies. Scenario Geneva Entertainment specializes in public relations. Each Public Relations Specialist is expected to have certain key job competencies. These job competencies are stored in the Job Competency validation table. Practitioners are responsible for setting up job competencies. Activity: Creating Job Competencies Starting Point: Setup > Tools > Validation Tables Step Action 1 In the Validation Table list, select Job Competency. 2 Click the Add button. 3 Click the arrow beside the Edit Name button, and select English (CA). In the Name field, enter Collaboration for the competency name. Click Done. 4 In the Description field, click the arrow beside the Other Languages button, and select English (CA). Enter the following description for the competency: Working with other Associates to meet common objectives and get the job done more efficiently Click Done. 5 Accept Specific Jobs as the default selection. The Specific Jobs option limits the competency to this specific job. If you select All Jobs, the competency is applied to all jobs and cannot be modified for a specific job. 6 For the Status field, select Active to immediately activate the job competency in the system. 7 Click Done ADP, LLC 2-3 W8010_ILT_ WFN80V01_0415

22 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Assigning Job Competencies We will now demonstrate the process of assigning a job competency. Scenario A practitioner assigns competencies to the Public Relations Specialist job for Geneva Entertainment. The practitioner just created the Collaboration job competency, and now needs to assign it to the Public Relations Specialist job. Activity: Assigning Job Competencies Starting Point: Setup > Tools > Validation Tables Step Action 1 In the Validation Tables list, under Position, select Job Title. 2 In the Code column, select PRSP. Result: The Edit Job page is displayed. 3 Expand the Competencies section. 4 Click Assign Competencies to this Job. 5 Select the Collaboration competency: 6 Set the weightings for all the competencies listed to 20%: Collaboration Communication Customer Service Interpersonal Skills Teamwork 7 Click Done ADP, LLC 2-4 W8010_ILT_ WFN80V01_0415

23 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Competency Weightings Overview A competency weighting is a percentage value that you assign to a job competency. The weighting reflects the competency's contribution to job performance for a specific job. The total of all competency weightings for a job must equal 100 percent. Example Geneva Entertainment's Public Relations Specialist position includes five core job competencies with the following weightings: Job Competency Weighting Collaboration 20% Communication 20% Customer Service 20% Interpersonal Skills 20% Teamwork 20% Total 100% Important Information When you assign a competency to a job, the weighting defaults to zero. Each time you assign or remove competencies from a job, you need to adjust the weightings so that the total equals 100 percent ADP, LLC 2-5 W8010_ILT_ WFN80V01_0415

24 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Goals Overview Creating performance goals is the third step of the performance review process in ADP Workforce Now Performance Management. Performance Goals Overview A performance goal is a target level of performance expressed as a tangible, measurable objective, against which to compare actual achievement. In ADP Workforce Now Performance Management, you can create goals and track employees' progress toward completing them. When goals are created at the organizational level, they are automatically attached to Performance Reviews. Practitioners can also specify that an organizational performance goal is excluded from Performance Reviews. Performance goals created at the team and personal levels are also automatically attached to Performance Reviews by default. When managers are assigning performance goals, they have the option to create a new Performance Goal or select one of the pre-defined organizational goals. Example Geneva Entertainment recognizes the importance of actively and persuasively creating and sharing content through blogs and other social media, especially for Public Relations Specialists. Each Public Relations Specialist is encouraged to enroll in a continuing education course related to social media for Public Relations. In turn, Geneva Entertainment creates a performance goal for this objective, and assigns it to all Public Relations Specialists. Types and Descriptions The following table describes the three types of performance goals: Goal Type Created By and Access Pathway Assigned By Organizational Team Personal Practitioners Setup > Tools > Validation Tables > Performance Goals Managers My Team > Talent > Performance Goals Managers My Team > Talent > Performance Goals Employees Myself> Talent > Performance Goals Practitioners Managers (to individual direct reports) Employees (self-assign) Managers (to all direct reports) Managers (to individual direct reports) Employees (self-assign) Important Information A new manager cannot access team goals that a former manager had created. The new manager must re-create all team goals ADP, LLC 2-6 W8010_ILT_ WFN80V01_0415

25 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Locked and Unlocked Organizational Goals Overview Goals are either locked or unlocked. Locked Goals are considered company-wide goals that are referred to as organizational goals. You also have the option to unlock the goals. A change that is made to an unlocked goal, only affects the employee record that is being updated and does not affect the other records that have the same goal. Types and Descriptions The following table describes each type of organizational goal: Locked goal Unlocked goal Type Description Only practitioners can unlock or modify Modifications display to all assignees, affect all records assigned to that goal Managers can only assign to individual direct reports as personal goals Managers can modify and assign as team or personal goals Employees can modify when self-assigning Any modifications that practitioners make display only for employees who are later assigned the goal Important Information A new manager cannot access team goals that a former manager had created. The new manager must re-create all team goals ADP, LLC 2-7 W8010_ILT_ WFN80V01_0415

26 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating Performance Goals We will now demonstrate the process of creating a performance goal. Scenario Geneva Entertainment expects its Public Relations Specialists to remain current on industry trends. Social media represent important channels for fostering and maintaining good public relations with existing and prospective clients. A practitioner in the company creates a locked goal to capture the importance of this performance goal for the Public Relations Specialists. Activity: Creating Performance Goals Starting Point: Setup > Tools > Validation Tables Step Action 1 In the Validation Tables list, under Performance, select Performance Goals. 2 Click the Add button. 3 Click the arrow beside the Edit Name button, select English (CA), in the Name field, type Social Media for Public Relations, click Done. 4 In the Goal Category field, select Education - Education. 5 In the Status field, select Active. 6 In the Goal Type field, select Locked. 7 In the Goal Detail field, select the arrow beside the Edit Description button, select English (CA), type Complete 10 hours of job-related training, and click Done. 8 In the Goal Detail field, select the arrow beside the Edit Description button, select English (CA), in the Name field, type Complete 10 hours of job-related training. 9 Click Done ADP, LLC 2-8 W8010_ILT_ WFN80V01_0415

27 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Rating Scales Overview Creating rating scales is the fourth stage of the performance review process in ADP Workforce Now Performance Management. Rating Scales Rating scales are standards by which to evaluate performance. You have the option to assign point values from low to high for each rating in a scale. You also have the option to assign rating thresholds to associate a range to the rating points on the scale. Rating points are displayed as a bar graph on the review form. You can choose to display the bar graph with the associated rating threshold, or hide the rating threshold ADP, LLC 2-9 W8010_ILT_ WFN80V01_0415

28 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating a Rating Scale We will now demonstrate the process of creating a rating scale. Scenario Geneva Entertainment uses the Ability Scale to evaluate how well newly hired Public Relations Specialists are adapting to the role and developing core competencies. A practitioner for Geneva Entertainment creates this introductory rating scale. Activity: Creating a Rating Scale, Part 1 Enter Summary-Level Data Starting Point: Setup > HR & Talent > Performance Reviews > Rating Scales Step Action 1 Click the Add button. 2 Beside the Name field, click the arrow beside the Edit Name button, and select English (CA). Enter PR - New for the rating scale name. 3 In the Description field, click the arrow beside the Edit Description button, and select English (CA). Enter the following text for the description: Introductory rating scale to evaluate how well newly hired Public Relations Specialists are adapting to the role and developing core competencies. 4 Click Done. 5 In the Use Points field, select Yes. 6 In the Status field, select Active ADP, LLC 2-10 W8010_ILT_ WFN80V01_0415

29 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Creating a Rating Scale, Part 2 Create Ratings This activity continues from the previous activity. Step Action 1 Click the Add button above the empty Ratings table. 2 For the first rating highlighted in the scenario, type the following information: In the Rating Name column, enter Exceeds expectations. In the Description column, enter Exceeds expectations. Click Ok. 3 To enter the next rating, click the Add button and type the following information: In the Rating Name column, enter Meets expectations. In the Description column, enter Meets expectations. Click Ok 4 To enter the last rating, click the Add button and type the following information: In the Rating Name column, enter Does not meet expectations. In the Description column, enter Does not meet expectations. Click Ok. 5 Click Done. Activity: Creating a Rating Scale, Part 3 Re-order Ratings This activity continues from the previous activity. Step Action 1 Click the checkbox beside the Does not meet expectations rating. 2 Position the cursor over the grid beside the Does not meet expectations rating until it becomes a crosshatch. 3 Drag and drop the Does not meet expectations rating to the top of the list, and click in the checkbox beside the rating again to de-select it when you are done. 4 Repeat steps 2 to 4 to re-order the rating Exceeds expectations to the bottom of the list. Important Information Rating scales are displayed as a bar graph on the review form. To display the bar graph with the correct score, you must enter points from the lowest to the highest ratings. Once you assign a rating scale to a review policy or use it in a scheduled review, you can no longer edit or delete it ADP, LLC 2-11 W8010_ILT_ WFN80V01_0415

30 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Creating a Rating Scale, Part 4 Add Points and Corresponding Rating Thresholds This activity continues from the previous activity. Step Action 1 In the Points column, enter the following numeric point values for the ratings: Exceeds expectations = 5 Meets expectations = 3 Does not meet expectations = 1 2 Click the To Threshold column beside the Does not meet expectations rating. 3 Enter 2.4 for the To Threshold. Therefore, any employees that receive a score between 1 and 2.4 will achieve the Does not meet expectations rating. 4 Click the To Threshold column beside the Meets expectations rating. 5 Enter 4.4 for the To Threshold. Therefore, any employees that receive a score between 2.6 and 4.4 will achieve the Meets expectations rating. Similarly, any employees that receive a score between 4.5 and 5 will achieve the Exceeds expectations rating. 6 Click Done ADP, LLC 2-12 W8010_ILT_ WFN80V01_0415

31 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Questions Overview Creating performance review questions is the fifth stage of the performance review process in ADP Workforce Now Performance Management. Performance Review Questions Performance review questions are questions about an employee's job performance that you want reviewers to answer. Adding a Question That Requires a Rating Questions with ratings are associated with a rating scale that is set up on the Add Rating Scale page. Question bank of both rated and non-rated questions for a performance review can be set up. Assign the questions from the master question bank to the performance review in the questions section of the Add Template page ADP, LLC 2-13 W8010_ILT_ WFN80V01_0415

32 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Answer Types and Descriptions Each question must have an answer type. The following table describes each answer type: Answer Type Description Example Coded menu Combo menu Comment For information where one item is chosen from a list of options, such as multiple choice, with values for each option For information where one item is chosen from a list of options; multiple choice For information that needs to be entered as a large block of text Average daily production: (High) (Average) 0-49 (Low) Average daily production: Describe how the employee performed against this competency Date field For information that needs to be in date format Date of infraction Drop list Money field Multi-select menu Number field Percent field Phone number Rating scale Text field For information where one item is chosen from a list of options; a user can only select an item from the list For information that needs to be entered in Canadian dollars For information where one or multiple items are chosen from a list of options For information that needs to be entered in numerical format For information that needs to be entered in percentage format For information that needs to be entered in phone number format For information that needs to be expressed in terms of the review scale assigned to the policy For information that can be entered without any format; these fields can hold text, numbers, punctuation, or symbols Customer service representative average calls in queue expressed in ranges (such as 0-5 or 6-10) Sales for the review period Languages spoken Units sold during review period Percent of quota achieved Alternate phone number Numbered rating system Next job title in career plan Yes/no buttons For information that requires a yes or no answer Willing to relocate 2015 ADP, LLC 2-14 W8010_ILT_ WFN80V01_0415

33 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating Performance Review Questions We will now demonstrate the process of creating performance review questions. Scenario Geneva Entertainment wants reviewers of the Public Relations Specialists to provide input on different areas of achievement during the review period. Questions to assess the reviewers' input are attached to the relevant performance review templates. A practitioner at Geneva Entertainment creates two performance review questions for the Public Relations Specialist. Activity: Creating Performance Review Questions Starting Point: Setup > HR & Talent > Performance Reviews > Questions Step Action 1 Click the Add button. 2 In the Category field, click the Add button. In the Code field, type ONBRD. In the Description field for English (CA), type Onboarding New Hire. The Performance Question Category is activated by default. Click Done, 3 Click the arrow in the Category field, and select ONBRD - Onboarding New Hire. 4 In the Answer Type field, select Percent Field. 5 In the Question Text drop-down box, select English (CA). In the Question Text field, type Quality score achieved when setting up accounts. Leave the default Status of Active. 6 Click the Add Another link to add another question. 7 Repeat steps 3-5 to create a second question with the following elements: Category: ONBRD - Onboarding New Hire Answer type: Number Field Question text: Service quality score from clients 8 Click Done ADP, LLC 2-15 W8010_ILT_ WFN80V01_0415

34 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Templates Overview Creating performance review templates is the sixth stage of the performance review process in ADP Workforce Now Performance Management. Performance Review Templates A performance review template determines what the performance review form will look like. The template may include instructions for the reviewers, questions to be answered, and whether comments are required. Information and Sections The performance review form template indicates the information and sections to be included on the performance review form, such as: Specific instructions Job Competencies Questions Goals Overall comments ADP Workforce Now provides one default performance review template for an annual performance review. You can modify this default template if you wish. Customized Templates Customized Templates can be created for different types of reviews: Employee Self - Assessment Template can be created that contains non-rated questions and/or Template can be created for manager reviews that contain questions that require a rating Important Information The performance review form template indicates the information and sections to be included on the performance review form, such as: Create questions before the Template is set up Set up Competencies and Goals before the Performance Review if they are to be included in the performance review 2015 ADP, LLC 2-16 W8010_ILT_ WFN80V01_0415

35 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating a Performance Review Template We will now demonstrate the process of creating a performance review template. Scenario Geneva Entertainment wants an annual review template for its Public Relations Specialists. The template includes instructional text for reviewers, requires each reviewer to enter comments about the employee's competencies, and includes review questions that must be answered. Once the elements of the template are determined, a practitioner creates a performance review template for annual performance reviews of the Public Relations Specialist. Activity: Creating a Performance Review Template, Part 1 Define General Template Settings Starting Point: Setup > HR & Talent > Performance Review > Templates Step Action 1 Click the Add button. 2 In the Template Name field, type PR Specialist. In the Status field, select Active. 3 In the Sections to be Included section, select the following: Overall Comments Competencies Goals Activity: Creating a Performance Review Template, Part 2 Select Performance Questions Step Action 1 Expand the Questions section. 2 Click Assign Rated Questions. 3 Select both questions and then click Done. Click Reset Weighting. 4 In the Weight % column, type the following values: 1st Question: 70 2nd Question: 30 Note: The weights that you assign must add up to 100 percent. 5 Click Assign Non-Rated Questions. 6 Select both questions you set up for the onboarding review. 7 Click Done. Important Information To assign a weight percentage, the question must use the rating scale answer type, and the scale must use points ADP, LLC 2-17 W8010_ILT_ WFN80V01_0415

36 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Setting Up Performance Review Policies Overview Creating performance review policies is the seventh stage of the performance review process in ADP Workforce Now Performance Management. Performance Review Policies The Performance Review Policy is to determine the standards at a company level by which an employee s performance will be evaluated. It determines how a review is conducted. The policy may include scheduling details and due dates, the role of the review owner, the templates and rating scales to use, and the roles of the review contributors. Example Geneva Entertainment has a quarterly review policy for all staff. All employees are reviewed on the same date. Although the direct manager is responsible for the review, other managers contribute to it. Default Review Policies and Descriptions ADP Workforce Now provides default review policies. If you wish, you may modify these polices by assigning rating scales, contributors, and review templates. Table Head Annual Review Common Review Date Annual Review Hire Date Manual Table Head Used to schedule performance reviews for all employees on the same date. In the Review Due Date field, enter the number of days (before or after) you want to allow the owner of the review to complete the review. Used to schedule performance reviews on each employee's service anniversary date. In the Review Due Date field, enter the number of days (before or after) you want to allow the owner of the review to complete the review. Manually Schedule the review date Important Information To delete a policy, it must not be associated with an in-progress performance review. Tip Use the Acknowledgement tab to enter acknowledgement instructions for employees ADP, LLC 2-18 W8010_ILT_ WFN80V01_0415

37 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Creating a Performance Review Policy We will now demonstrate the process of creating a performance review policy. Scenario A practitioner creates a policy to review Geneva Entertainment's Public Relation Specialists. Activity: Creating a Performance Review, Part 1 Policy Name and Scheduling Starting Point: Setup > HR & Talent > Performance Review > Policies Step Action 1 Click the Add button. Click on Edit Name, select English (CA). 2 In the Name field, type PR Specialist - Annual Review, and click Done. The Policy Description field is optional. 3 In the Scheduling Options fields, select the Common Review Date as the first day of the next month. 4 In the Review Due Date field, type 30 and select After Review Date. 5 In the Automatically Schedule Next Review field, select Yes. Activity: Creating a Performance Review, Part 2 Owner and Ratings This activity continues from the previous activity. Step Action 1 In the Owner field, select Direct Manager. 2 In the Owner Template field, select Annual Performance Review 3 In the Initial Reminder to Owner field, type In the Second Reminder to Owner field, type In the Rating Scale field, select Annual Review Scale. 6 In the Calculate Rating field, select Yes. 7 In the Weighting fields, type the following: Competencies: 50 Questions: 30 Goals: 20 8 In the Display Rating field, select Bar Graph with Score. This option displays the threshold rating assigned to an employee 2015 ADP, LLC 2-19 W8010_ILT_ WFN80V01_0415

38 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Creating a Performance Review, Part 3 - Release, Contributors and Templates This activity continues from the previous activity. Step Action 1 In the Release to Employee field, select Release Manually. 2 Select Employee Acknowledgement. 3 In the Acknowledgement Reminder to employee field, type 5. 4 In the Contributor Role Selection section: Clear the Practitioner selection Select Employee (Self Assessment) and then select Annual Performance Review Select Peers and then select Annual Performance Review Note: If the review owner is the practitioner, Direct Manager displays as the first contributor role. 5 Click Done ADP, LLC 2-20 W8010_ILT_ WFN80V01_0415

39 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Demonstration: Setting Up a Performance Review We will now demonstrate the process of setting up a performance review, which includes all of the elements we've discussed so far when setting up a performance review. Scenario Geneva Entertainment needs to set up a performance review policy for Public Relations Specialists. A practitioner sets up the performance review policy. You need to have employees acknowledge their reviews and, in addition, peers, other managers, and the employee will contribute to each review. Activity: Setting Up a Performance Review, Part 1 - Set Up Review Questions Starting Point: Setup > HR & Talent > Performance Reviews > Questions Step Action 1 Click the Add button. 2 In the Category field, choose applicable category. 3 In the Answer Type field, select Percent Field. 4 In the Question Text drop-down box, select English (CA). In the Question Text field, type Quality score from client interactions. Click Done. 5 Click the Add Another link to add another question. 6 Repeat steps 1-4 to create a second question with the following elements: Category: select appropriate item Answer type: Yes/No buttons Question text: Would the client recommend the PR Specialist to others? 7 Click Done ADP, LLC 2-21 W8010_ILT_ WFN80V01_0415

40 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Setting Up a Performance Review, Part 2 - Set Up Rating Scales Starting Point: Setup > HR & Talent > Performance Reviews > Rating Scales Step Action 1 Click the Add button. 2 Beside the Name field, click the Edit Name button, and select English (CA). Enter PR Specialist - Annual Review for the rating scale name. 3 In the Description field, click the Edit Description button, and select English (CA). Enter Annual review for the Public Relations Specialist for the description, and click Done. 4 In the Use Points field, select Yes. In the Status field, select Active. Activity: Setting Up a Performance Review, Part 3 Create Ratings This activity continues from the previous activity. Step Action 1 Click the Add button. 2 In the Rating Name column, enter Exemplary for the name in English(CA). 3 In the Description column, enter Exemplary for the description in English(CA), and click OK. 4 In the Points column, enter 3 for the numeric point value. 5 Repeat steps 1-4 to create the following two additional ratings: Satisfactory with a numeric point value of 2 Unsatisfactory with a numeric point value of 1 Activity: Setting Up a Performance Review, Part 4 Re-order Ratings This activity continues from the previous activity. Step Action 1 Click the checkbox to select the Exemplary rating. 2 Position the cursor over the grid beside the rating to be re-ordered until it becomes a crosshatch. 3 Drag and drop the rating to the bottom of the list. 4 Click the checkbox to select the Unsatisfactory rating. 5 Drag and drop the rating to the top of the list. Click Done ADP, LLC 2-22 W8010_ILT_ WFN80V01_0415

41 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Setting Up a Performance Review, Part 5 Define General Template Settings Starting Point: Setup > HR & Talent > Performance Review > Templates Step Action 1 Click the Add button. 2 In the Template Name field, type PR Specialist. In the Status field, select Active. 3 In the Sections to be Included section, select the following: Overall Comments - Comments Required Competencies - Comments Optional Goals - Comments Optional Activity: Setting Up a Performance Review, Part 6 Select Performance Questions Step Action 1 Expand the Questions section. 2 Click Assign Rated Questions. 3 Select the following questions and then click Done: Did you have all the tools required to perform your tasks? Did you meet all your goals? 4 In the Weight % column, type 50 for both questions. 5 Click Assign Non-Rated Questions. 6 Select the following questions: Service quality score from clients Quality score achieved when setting up accounts 7 Click Done ADP, LLC 2-23 W8010_ILT_ WFN80V01_0415

42 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Setting Up a Performance Review, Part 7 Assign Policy Name and Scheduling Starting Point: Setup > HR & Talent > Performance Review > Policies Step Action 1 Click the Add button. Click on Edit Name, select English (CA). 2 In the Name field, type PR Specialist - Annual Review. Click Done. 3 Set Status set to Active. 4 In the Scheduling Options fields, select the Common Review Date and the first day of the next month. 5 In the Review Due Date field, type 30 and select After Review Date. 6 In the Automatically Schedule Next Review field, select Yes. Activity: Setting Up a Performance Review, Part 8 Assign Owner and Ratings Step Action 1 In the section that begins with the Owner field, enter the following information: In the Owner field, select Direct Manager In the Owner Template field, select PR Specialist In the Initial Reminder to Owner field, type 20 In the Second Reminder to Owner field, type 10 2 In the section that begins with the Rating Scale field, enter the following information: In the Rating Scale field, select Public Relations Specialist. In the Calculate Rating field, select Yes. In the Weighting fields, type the following: a. Competencies: 60 b. Questions: 30 c. Goals: 10 In the Display Rating field, select Bar Graph with Score ADP, LLC 2-24 W8010_ILT_ WFN80V01_0415

43 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity: Setting Up a Performance Review, Part 9 - Assign Release, Contributors and Templates Step Action 1 In the section that begins with the Release to Employee field, select Release Manually. 2 Check Employee Acknowledgement. 3 In the Acknowledgement Reminder to employee field, type 7. 4 In the Contributor Role Selection section: Clear the Practitioner selection Select Employee (Self Assessment) and then select PR Specialist from the dropdown Select Peers and then select the PR Specialist template 5 Click Done. Practice Login Information Record your login information here: 2015 ADP, LLC 2-25 W8010_ILT_ WFN80V01_0415

44 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Activity Results: Setting Up a Performance Review 2015 ADP, LLC 2-26 W8010_ILT_ WFN80V01_0415

45 MODULE 2: SETTING UP PERFORMANCE MANAGEMENT Module 2 Summary Objectives Upon completion of this module, you will have an understanding of: Setting Up Job Competencies Setting Up Goals Setting Up Rating Scales Setting Up Questions Setting Up Templates Setting Up Performance Review Policies 2015 ADP, LLC 2-27 W8010_ILT_ WFN80V01_0415

46 Performance Management for ADP Workforce Now Module 3: Using Performance Management Automatic Data Processing, LLC ES Canada

47 MODULE 3: USING PERFORMANCE MANAGEMENT Module 3 Introduction Purpose This module prepares practitioners, managers and employees to use the Performance Management feature during the performance review process, and provides instructions on generating performance review reports. Objectives Upon completion of this module, you will be able to: Assign Goals as a practitioner Conduct Performance Reviews as a manager and as an employee Generate Performance Review Reports as either a practitioner or a manager 2015 ADP, LLC 3-1 W8010_ILT_ WFN80V01_0415

48 MODULE 3: USING PERFORMANCE MANAGEMENT Overview of the Performance Review Process There are numerous elements that make up the Performance Review process. This section summarizes how the various roles within an organization contribute to the Performance Review process within ADP Workforce Now. Practitioners are responsible for setting up all of the elements of the Performance Review. The access permissions given to practitioners allow them to create all types of performance goals, including organizational goals, team goals and personal goals. The practitioner role is the only role able to create all types of performance goals. Practitioners mass assign performance goals, and mass schedule performance reviews. They also run Performance Review reports for the organization. Managers can create both team and personal goals. Managers also start reviews on behalf of their employees. When providing feedback for a performance review, managers complete a review form as a manager. If managers have the appropriate access permissions, they can also generate performance review reports for their team. Employees are responsible for completing the self-assessment review form, and may also be asked to provide feedback for their peers during the performance review cycle ADP, LLC 3-2 W8010_ILT_ WFN80V01_0415

49 MODULE 3: USING PERFORMANCE MANAGEMENT Assigning Goals Overview Practitioners set up all of the elements required to conduct performance reviews. Once a performance review is set up, practitioners, direct managers, and employees can set goals in ADP Workforce Now Performance Management. The following tables summarize the roles, and pathways to set up the various types of performance goals: For Practitioners: Pathway Setup > Tools > Validation Tables > Performance Goals Organizational Goal Team Goal Yes No No People > Talent > Performance Goals No Yes Yes Personal Goal For Managers: Pathway Organizational Goal Team Goal My Team > Talent > Performance Goals No Yes Yes Personal Goal For Employees: Pathway Organizational Goal Team Goal Myself> Talent > Performance Goals No No Yes Personal Goal What Is Assigning Goals? When you assign a goal, the employee is expected to work toward achieving it. Once assigned, practitioners, direct managers, and employees can view the goal and update progress. You can mass assign goals or assign them to groups or to individuals. You can also exclude goals from performance reviews in progress if they are no longer being pursued. Example Geneva Entertainment requires all Public Relations Specialists to complete the Social Media for Public Relations training sessions by December 31 and to update their progress in Performance Management ADP, LLC 3-3 W8010_ILT_ WFN80V01_0415

50 MODULE 3: USING PERFORMANCE MANAGEMENT Demonstration: Mass Assigning a Performance Goal We will now demonstrate the process of mass assigning a performance goal. Scenario Donald East, the HR Practitioner for Geneva Entertainment, mass assigns the Performance Goal to the Public Relations Specialist team. Samuel Barbato is the Manager of the Public Relations Specialists team. After Donald East assigns the performance goal to him and his team, he needs to assign this goal to the Public Relations Specialists of Geneva Entertainment. Peter Biggins and Edward Bonner are on Samuel Barbato's team. Activity: Mass Assigning a Performance Goal, Part 1 Select Goal and Dates Starting Point: Process > Talent > Performance Goals Log in to Workforce Now as a practitioner. Step 1 Click Assign/Unassign. Select Assign. Action 2 In the Performance Goal field, select Increase Customer Satisfaction by 10%. 3 In the Target Completion Date field, select December 31 of the current year. Activity: Mass Assigning a Performance Goal, Part 2 Apply Filter and Assign Goal This activity continues from the previous activity. Step Action 1 Click the Manage My Lists link beside the Filter property. 2 Click the Add button. 3 In the List Name field, type PR Specialists, and leave the default list Public as Public. 4 For Include Future New Hires, leave as No default. 4 In the Field Name field, select Job Title. 5 In the Comparison field, select is equal to. 6 In the Field Value field, select PSRP - Public Relations Specialist. 7 Click Done and then click Return. 8 From the Manage My Lists window, select the filter that you created. 9 Click Done ADP, LLC 3-4 W8010_ILT_ WFN80V01_0415

51 MODULE 3: USING PERFORMANCE MANAGEMENT Tip Each time you mass assign performance goals, a file log is created. To view the file log to see who has been assigned the goal, click View Results. Note: Deleting the file log does not delete the goal assignments. Additional Resources For more information about viewing and updating goals, refer to the Viewing and Updating Performance Goals job aid in the appendix ADP, LLC 3-5 W8010_ILT_ WFN80V01_0415

52 MODULE 3: USING PERFORMANCE MANAGEMENT Conducting Performance Reviews Overview After practitioners set up performance reviews in ADP Workforce Now Performance Management, all of the roles that participate in the Performance Review process are ready to complete the final stages of the performance review process. The performance review process includes scheduling, starting, and completing performance reviews. What Is Scheduling Performance Reviews? Scheduling a performance review is the process of selecting a review policy and the employees to include in the review. You can schedule reviews for everyone, for groups, or for individual employees. Example All employees of Geneva Entertainment must complete a scheduled annual review on March 15. Mass Scheduling Performance Reviews Mass Scheduling tool can be used to schedule a performance review for a selected group. Specify a filter to filter the employee list, and then include or exclude employees from the mass-schedule list Use the same procedure to remove a group of employees from a scheduled performance review. Note: Only performance reviews with a status of Not Started can be removed from the schedule ADP, LLC 3-6 W8010_ILT_ WFN80V01_0415