Annual Review (for Managers)

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1 Annual Review (for Managers) How Does the Annual Review Process Work? You and your employees will use the online forms contained in SuccessFactors to conduct their annual reviews. In this guide, learn how to complete and submit the form from a manager s perspective. Getting Started The employee s annual review performance form will remain in his or her inbox following the mid-year checkpoint meeting, where he or she can track performance notes leading up to the annual review. You should also be tracking performance notes for your employee(s) throughout the year to aid in the annual review process. Click Home in the upper left corner of the screen. Click Performance Forms from the drop down menu. Click the link to your employee s Performance Form from the list of forms. Note that the form will not be available to you until after the employee has completed his or her self-assessment. Employee Self-Assessment You will receive an when it s time to begin the annual review process for each of your employees. Those s will be triggered whenever one of your employees completes the annual self-assessment. It s important that you encourage your employees to complete their self-assessments soon after they become available so you have time to complete your own assessment and conduct the Annual Performance Review meeting. Important: You may want to start by scanning the employee s self-ratings and comments. If something s missing or you would like more detail, you can click the button to send the form back to the employee and ask for more detail before beginning your evaluation. If you complete some or all of your evaluation before clicking this button, your employee will see what you have entered. Completing an Annual Review Performance Form The top of the performance form displays which review is currently pending either mid-year or annual review. The form works the same for either, but you should be aware of which review you are working on. This guide is intended to be used for an employee annual review at the end of the performance period. There is a separate guide for mid-year reviews.

2 The performance form also shows your employee s information, which is populated automatically from SAP. If you see any errors, contact your HR representative to have them corrected. To complete the form, you will rate your employee and provide comments on their performance during the rating period in three primary areas: Goals: The priority outcomes or results that you agreed that the employee would accomplish. These will be transferred to the review directly from the employee s Goal Plan in SuccessFactors. If the details of any goal are not accurate, you will have one final opportunity to edit them in the annual review form. You can do this by clicking the Edit Goal button ( ) at the top right of any goal. Any changes you make here will be audited in the system. Please keep in mind that goals must add up to 100%. Major Responsibilities (Essential job Functions): The ongoing job requirements and duties that are included in the employee s job description. Core Values: Behavioral standards expected of every Johns Hopkins Medicine employee. The employee s Overall Rating will be based on the degree to which he or she has accomplished the goals and major responsibilities while demonstrating our Core Values. Employees are not to be evaluated based on their professional development goals. Entering Employee Ratings and Comments Scroll down the form and enter a self-rating for each Goal, Major Responsibility, and Core Value. To enter your ratings and comments: Manager Rating: Click the drop-down menu next to Manager Rating and select the rating that you believe applies. You may also click the text Manager Rating to see a detailed definition for each level of performance. Comments: Whenever you see a comments area, you may add descriptive details about what you have accomplished. Comments are required for every goal in your Goal Plan and optional in other areas of the review, though you are strongly encouraged to add comments for any item rated other than 3.0 Meets Expectations.. Type in the box to add comments that support your rating. Complete this process for all sections of the review.

3 Complete the Performance Form Just before the bottom of the form is a box titled Joint Commission Compliance, which asks you to verify that the employee us up to date on several job requirements, licenses, and certifications. Please select the appropriate answer for each one, and if one or more are not applicable, you may choose N/A. You will also have an opportunity in this part of the form to enter Annual Review Overall Comments. To calculate and see the employee s overall rating, click Save and Close at the bottom of the form. When you come back into the form, your calculated overall rating will be displayed along with the ratings that you selected for each of the employee s goals, major responsibilities, and core values. If the calculated overall rating is 4.86 or greater, you must contact your HR representative for the form to be sent to the appropriate Vice President for approval. Click Save and Close and wait for further instruction from your HR professional. Once you are satisfied with your rating and comments, there are four options: Save and Close the form so that you can review or revise it later, or if you are ready to schedule the employee s Annual Performance Review meeting. Close without Saving if you want to start again later. You will lose any edits you have made. Send the form to the employee to ask for more information from their point of view. Note: doing this will allow the employee to see your ratings and comments in advance of your annual review meeting. Send to Employee for Signature only after you have completed your Annual Performance Review meeting. Your evaluation of the employee is not complete until you have clicked this button and confirm that you would like to send for signature on the next page. After clicking either of the Send buttons, SuccessFactors will automatically offer to perform a spell check and legal scan of the information that you entered. You should complete both of these checks and make any necessary adjustments before finalizing the form. You will need to confirm that you want to move the form forward following the spell check and legal scan.

4 Holding The Annual Review Meeting After the form has been completed and saved, it is time for the Annual Performance Review meeting. You may click the Print icon ( ) toward the top right of the annual review form to printo copies in advance of the meeting. During your scheduled 1-1 meeting with the employee, you will have an opportunity to review and discuss the ratings, comments, and overall performance. Signature After you have completed the Annual Performance Review meeting with the employee, go back into the annual review form and click the Send to Employee for Signature button. The annual review is not complete until the employee has signed off on the performance form, returned it to you, and you have signed it. Once the employee signs the form electronically, it will be routed back to your Performance Forms inbox. At this point, there are four options: Save and Close the form so that you can review or revise it later. Close without Saving if you want to start again later. You will lose any edits you have made. Return to Evaluation if you would like to return to the evaluation stage to revise any ratings or comments. If you do this, the form will be routed back to the employee once again for a new signature. Add Electronic Signature to sign the form and complete the review. Please note that your employee s annual review is not complete until you add your signature by clicking this button and verifying the choice on the next screen. After the form is signed, the annual review process is complete and the performance form is no longer accessible in either your inbox or the employee s inbox.

5 Reviewing Completed Forms If you need to review any performance forms following submission, locate them by following this path: Click Home in the upper left corner of the screen. Click Performance Forms from the drop down menu. Click Completed to view a list of all previous forms that have been completed. Click the link to the Performance Form that you would like to review. At this point, you cannot edit the ratings or comments in the form, but you can review the details.

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