Performance Management System Reference Guide Administrators

Transcription

1 Performance Management System Reference Guide Administrators

2 Administration 8 Manage Company Information... 8 Navigation... 8 Company Data... 8 Company Logo... 8 Password Settings... 8 Review Settings... 9 Review Notifications Goals Journal Entries esignature Surveys Compensation Module LMS Credits Subscribing Manage Departments Create a Department Update a Department Manage Job Descriptions Create a Job Description Update a Job Description Manage Employee Roles Add a Role Update a Role Reference Library Documentation Review Process 24 Manage Employees Navigation Add Individual Employee Import Employees Import Signatures View Deactivated Users Create or Complete a Review Change Reviewer Reroute Review View Completed Reviews Manage Business and Development Goals Manage 360 Degree Surveys Create/View Journal Entries Manage Review Periods Update Employee Information Deactivate Employee Send Passwords Send Review Notifications /20/2012 Have question? Contact your system administrator or 2 of 78

3 Compensation Dashboard Navigation Company Level Budget Department Level Budget Manager Level Budget Manage Pay Grades Manage Approvers Compensation Recommendations Compensation Approvals Manage esignatures Navigation Manage esignatures Degree Surveys Navigation Degree Surveys Import 360 Surveys Create Journal Entries Navigation Create Journal Entries Review Setup 57 Manage Goal Categories Navigation Add a Category Update a Category Manage Cascading Goals Navigation Add a Goal Import Goals Manage Development Plans Navigation Manage Goal Competency Groups Create a Learning Activity Import/Export Learning Activities Import LMS Courses Manage Rating Scales Navigation Create a Rating Scale Update a Rating Scale Manage Review Periods Navigation Create a Review Period Update a Review Period /20/2012 Have question? Contact your system administrator or 3 of 78

4 Manage Review Templates Navigation Standard Form Templates Overall Form Settings Create a Template Create and Add Custom Competencies Update Competencies Update Comments Update Settings Tools Split Screen Mode Spell Check AuthoriCheck Comment Suggestions /20/2012 Have question? Contact your system administrator or 4 of 78

5 Revision History Name Date Reason(s) for Change Version Huston 06/22/2011 Initial file 1.0 Huston 08/12/2011 Added explanations of the following features: 1.1 Auto Finalize Reviews when all signatures have been submitted Update Employee Information permission Adding rateable and non-rateable standard competencies Huston 09/30/2011 Updated guide to include these new features: 1.2 Clarification of review settings that enable a single form (combined self-appraisal and manager appraisal) approach. Compensation recommendation notes Journal entry improvements o Date filter o Private entry designation o Expanded list of attachment types o Attachment icon Administrator permission to change reviewer Ability to modify pre-defined competencies Huston 10/17/2011 Documented compensation module enhancements 1.3 Huston 11/07/2011 Documented the following enhancements: 1.4 Create Custom Review Periods and Anniversary Date Review Periods in the same site Create Competencies for Job Titles Huston 02/06/2012 Rebranding and details of the following enhancements: Allow for creation of review period-specific templates When using the single-form process (selfreview that is handed off to manager for review input), provide the ability to: o Prevent managers from starting a review if the employee self-review is in progress o Prevent managers from accessing employee self-reviews that are in progress o Hand a review back to an employee Allow administrators to delete reviewers from reviews 1.5 4/20/2012 Have question? Contact your system administrator or 5 of 78

6 Name Date Reason(s) for Change Version Huston 04/20/2012 Details of the following enhancements: Allow employee credentials to be sent with scheduled review notifications Learning Content Integration module Multiple level manager sign-off Permission for batch review sign-off Allow for multiple manager budgets User review period manager for administrators 2.0 4/20/2012 Have question? Contact your system administrator or 6 of 78

7 The reviewsnap performance management system is a complete, web-based, on-demand system that requires no downloading of additional software to your computer. You will access and manage your organization s performance reviews/appraisals and 360 degree feedback surveys simply by logging in from any computer that has access to the Internet. As you use the system, remember that you will manage the processes largely from the navigation tabs across the top of each page. Depending on the permissions of the user, this navigation area will display the links they have access to within the system. System administrators will generally see all system management tabs and links while others will generally see fewer tabs and links. The reviewsnap performance management system is highly configurable. If you are unable to access any of the features described in this guide, please contact your account manager to discuss your company-specific configuration. 4/20/2012 Have question? Contact your system administrator or 7 of 78

8 Manage Company Information A Product of Applied Training Systems, Inc Administration Navigation When you subscribe to the reviewsnap performance management system, you provide some basic information about your organization. Making sure that all of the pertinent information about your company has been entered is the first step in initial setup. Navigate to Administration / Manage Company Information Company Data You can update company information at any time. Company Logo Upload your company logo and it will appear both in the online system and on your forms. Password Settings Use the following values to set password security requirements. 4/20/2012 Have question? Contact your system administrator or 8 of 78

9 Manage Company Information, Continued Review Settings Make the following global review and survey form decisions: Show Global Review Templates reviewsnap offers standard review templates for performance reviews and 360 degree surveys. Uncheck this box to hide the standard templates if you are not going to use them. Show Global Rating Scales reviewsnap offers global rating scales. Uncheck this box to hide the standard rating scales if you are not going to use them. Show Comment Area for Each Competency Group Check this box to provide a comments box for each competency group in review and survey forms. Show Comment Suggestions The Comment Suggestions tool can be made available in the competency evaluation section of a review form. If enabled, it provides potential feedback language for insertion into the comment fields. Allow Managers access to unfinalized Self Reviews Check this box to allow managers to view employee self-reviews that are in progress. Note: This option also triggers the signature process for self-reviews. Cutoff Employee Access to Self Review after Manager Handoff Check this box to trigger handoff of a self-review to the manager for their input. The manager will be able to provide their own ratings and comments and view the employee s ratings and comments. Notes: This option is dependent on the previous option. Only the manager s ratings will be used to calculate the overall rating. 4/20/2012 Have question? Contact your system administrator or 9 of 78

10 Manage Company Information, Continued Review Settings, (continued) Include Employee Ratings on Review PDF Check this box to include the employee s ratings and comments on the finalized version of the review. Note: This option is dependent on the previous two options. Do Not Allow New Reviews When a Self-Review is in Progress Check this box to prevent managers from starting a new review when the employee s self-review is in progress. Note: This option is dependent on the previous three options. Require all Review Fields to be Filled In Check this box to require that all rating and comments fields be filled in during a review or survey. The system will prompt the reviewer and will not let them proceed until they fill in all ratings and comments. If this box is not checked reviewers will be prompted that they missed a rating, but they will be able to move forward without filling it in. Show Warning Message when Comments are left Blank If Require all Review Fields to be Filled In is NOT checked and this box IS checked, reviewers will be prompted that they missed a comment, but they will be able to move forward without filling it in. Autorun AuthoriCheck on Review Step submit Check this box if you would like to have the system automatically scan for inappropriate, discriminatory, or derogatory language and suggest alternative words or phrases anytime you click the Next, Save Only or Save and Exit buttons within the system. Rating Scale scores range from 1 to X This option allows you to determine how many points are in your rating scales. The system is set to 5 points by default, but can be changed to accommodate scales up to 10 points. Review Notifications Make the following automatic system notification decisions: 4/20/2012 Have question? Contact your system administrator or 10 of 78

11 Manage Company Information, Continued Goals Make the following global goal plan decisions: Turn On Learning Content Integration Check this box to activate development goals and learning activity integration. Allow Management of Upcoming Goals in Review Process By default, the third step in a reviewsnap performance review provides an opportunity to set goals for the coming year. If that is not part of your review process, simply uncheck this box to disable. Use Weighted Goals Check this box to require that users assign a percentage to each goal based on its importance. The sum of all goals must equal 100%. If you don t select this option all goals will be considered to be of equal value. Allow Employees to Manage Their Goals Check this box to allow employees to add and update goals in their Manage Goals section. Note: If enabled, managers still have the option to Lock All Current Goals for an individual employee. Allow Employees to Delete Their Goals Check this box to allow employees to delete any current goals. Notify Manager when Goals are Changed Check this box to automatically trigger an notification to a manager anytime their employee makes a change, deletes, or adds a goal to the their Manage Goals section. Notify Employees when Goals are Changed Check this box to automatically trigger an notification to an employee anytime their manager makes a change, deletes, or adds a goal to the employee s Manage Goals section. 4/20/2012 Have question? Contact your system administrator or 11 of 78

12 Manage Company Information, Continued Journal Entries Make the following global journal entry decisions: Limit Journal Entries to Subordinates Only Check this box to limit journal entries to managers only. If this option is not checked then anyone within the company can leave journal entries on anyone else. Notify Manager of Subordinate s Journal Entries If this option is checked (which we recommend) then a manager will receive an notification anytime someone leaves a journal entry on one of their employees. Allow Employees to see others Journal Entries on themselves If this option is checked then an employee will be able to see the content of all journal entries for which they are the subject. They will not be able to see who submitted the entry. If this option is unchecked only the manager of the employee, author of the journal entry, and administrator of the system will be able to see journal entries. Allow Managers to delete Subordinate s Journal Entries Check this box to allow managers to delete journal entries that have been submitted for any of their employees. This enables managers to delete inappropriate journal entries or items that are not pertinent. Note: If this box is not checked, the administrator of the system will still have the ability to delete any journal entry. Send Manager Journal Entry Reminders every days, starting This option gives you the ability to set up automatic notifications to managers if you wish to systematically remind them to use the journal entries tool. 4/20/2012 Have question? Contact your system administrator or 12 of 78

13 Manage Company Information, Continued esignature Make the following global review form signature decisions: Require esignatures to finalize reviews This option must be checked to activate the esignature feature in the system. Auto Finalize Reviews when all signatures have been submitted Check this box to automatically finalize reviews once all esignatures have been submitted. Note: Employee s will not have access to the completed review until a manager or administrator selects Allow Employee to View. Allow Employees to sign off on reviews Check this box if ANY of your employees will be signing off on reviews using the esignature option. You will have an option at the end of each review to turn off the employee esignature requirement. Require HR esignature to finalize reviews Check this box if a representative of the HR department is required to sign-off on reviews before they can be considered complete. Do not check this box if HR is not part of your review process. HR esignatures based on location Check this box if your organization has multiple locations and you have an HR representative from each location who will be signing off on the reviews completed at their location. Remove esignatures when a review is updated Check this box to require that reviews be re-signed in the event that a change is made after a signature has been applied. esignature Sign-off Order This option allows you to enforce the order of signatures. Require Managers to Sign-off in Specific Order This option enables multiple level manager sign-off. 4/20/2012 Have question? Contact your system administrator or 13 of 78

14 Manage Company Information, Continued 360 Surveys Make the following global 360 survey decisions: Allow 360 Surveys Check this box to activate the 360 Degree Survey module. When checked, all links related to the 360 module will appear and it can be used at anytime. If it is not checked the links will be hidden. Note: If you uncheck this option you can activate it at any time if you decide to implement the 360 Degree Survey module later on. Require Survey Admin Approval for Rater Finalization Check this box if you require that the survey administrator approve feedback before a rater is done with the survey. Leave this option unchecked if you want raters to be done as soon as they hit the finalize button. Compensation Module Make the following compensation decisions: Allow Compensation Module Check this box to activate the Compensation module. When checked, all links related to the Compensation module will appear and it can be used at anytime. If it is not checked the links will be hidden. Note: If you uncheck this option you can activate it at any time if you decide to implement the Compensation module later on. Include Bonuses Check this box to include bonus budgets and recommendations in the workflow. Include Stock Options Check this box to include stock options budgets and recommendations in the workflow. 4/20/2012 Have question? Contact your system administrator or 14 of 78

15 Manage Company Information, Continued LMS Credits Use this information to manage LMS credits when Learning Content Integration is activated: LMS Credits Remaining Track remaining credits LMS Credit Notification Level Set the notification level to trigger a notification to the system administrator when credits are running low. Purchase LMS Credits Click this link to enter LMS Credit, Billing and Payment information Subscribing Use the following links to activate your reviewsnap performance management system: Click Renew Now to subscribe to the system Click Add More Employees to expand your current subscription 4/20/2012 Have question? Contact your system administrator or 15 of 78

16 Manage Departments A Product of Applied Training Systems, Inc Create a Department Department values are not required. They can be used to automatically assign goals and/or form templates. They can also be used as filters in some reports. Navigate to Administration / Manage Departments Click Create a Department Name the department o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Department to save the entry and remain in this screen to enter another Note: Departments may be automatically created using the employee import feature of the system. Reference the Manage Employees / Import Employees topic. Update a Department To update a department value: Click Update and make your changes Note: Only departments that are not assigned to anyone may be deleted. 4/20/2012 Have question? Contact your system administrator or 16 of 78

17 Manage Job Descriptions A Product of Applied Training Systems, Inc Create a Job Description At least one job description must be entered before employees can be set up. They can be used to automatically assign goals and/or form templates. Navigate to Administration / Manage Job Descriptions Click Create a Job Description Select a Pay Grade (only appears if the Compensation module is active) Enter the Job Description Title Enter Job Description Text by using Job Description Suggestions, entering/formatting your own text, or attaching a file o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Description to save the entry and remain in this screen to enter another 4/20/2012 Have question? Contact your system administrator or 17 of 78

18 Manage Job Descriptions, Continued Create a Job Description, (continued) You may initially enter all of your titles and come back in later to add the actual descriptions Entering the full job descriptions is a great way to give managers and employees easy access through their employee profile Notes: Job description title values may be automatically created using the employee import feature of the system. Reference the Manage Employees / Import Employees topic. Full job description information can also be imported using the template and instructions available by clicking Import Job Descriptions. Update a Job Description To update a job description value: Click Update and make your changes Note: Only job descriptions that are not assigned to anyone may be deleted. 4/20/2012 Have question? Contact your system administrator or 18 of 78

19 Manage Job Descriptions, Continued Update a Job Description, (continued) Click Update Competencies to add job-specific competencies to the job description Create custom competencies and/or select standard competencies o Click Add a New Ratable (or Non-ratable) Custom Competency to create one from scratch Click Update to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Update and Add Ratable (or Non-ratable) Custom Competency to save the entry and remain in this screen to add another o Select standard competencies The reviewsnap system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly communicates to employees/managers what is being measured. Note: Competencies may be added to the form as ratable or nonratable. Click Add to link the competencies to the job description Note: Competencies added to the job description will automatically be pulled into employees performance reviews. 4/20/2012 Have question? Contact your system administrator or 19 of 78

20 Manage Employee Roles A Product of Applied Training Systems, Inc Add a Role Employee Roles functionality is used to assign the specific permissions that each employee will have within the system. The system provides default settings for three roles; Administrator typically has permission for all functionality in the site Manager someone with direct reports Employees someone without direct reports To create additional roles: Navigate to Administration / Manage Employee Roles Click Add a Role Name the new role, check the required permissions, then click Create 4/20/2012 Have question? Contact your system administrator or 20 of 78

21 Manage Employee Roles, Continued Add a Role, (continued) Administrator Only recommendations Manage Company Info Allows the user to update information about the organization. Create/Update/Delete Employees Add employees and update their information when necessary. Add/Edit Roles Allows the user to add and edit new roles with system permissions that may differ from default roles. Create Reviews for All Employees Allows the user access to create reviews for any employee in the system. Edit Review Comments Allows the user to edit comments left by others on a review. Sign-off on All Reviews Users with this permission are required to sign-off on all employee reviews when the esignatures option is active and the option to require HR esignatures is also active. Finalize Reviews Allows the user to finalize any incomplete review. Finalize/Unfinalize/Delete Reviews Allows the user to unfinalize or permanently delete any completed review or survey. Change Reviewer on Reviews Allows the user to change the reviewer on any performance review. Completed Review Notification Users with this permission are sent notifications upon completion of all reviews. Note: Click in the system for detailed information on each permission. 4/20/2012 Have question? Contact your system administrator or 21 of 78

22 Manage Employee Roles, Continued Update a Role You may rename any of the roles and update their permissions: Click Update and make your changes Note: Only roles that are not assigned to anyone may be deleted. 4/20/2012 Have question? Contact your system administrator or 22 of 78

23 Reference Library A Product of Applied Training Systems, Inc Documentation System documentation is available: Navigate to Administration / Reference Library Click the document link to view, print, and/or save 4/20/2012 Have question? Contact your system administrator or 23 of 78

24 Manage Employees Review Process Navigation The reviewsnap system is employee-centric. All goals, reviews, feedback and other relevant performance information are tied directly to an employee record. Navigate to Review Process / Manage Employees Add Individual Employee Each employee that will be reviewed and anyone who will be responsible for conducting reviews and/or surveys must exist in the system. Click Add Individual Employee to manually add a new record. Fill in all pertinent employee information. o Username (Required) Used by the employee to log into the system and must be unique. o Password / Confirm Password If you don t enter a password the system will auto-generate one. o (Required) Used by the system to send any automated notifications your organization may be using. Note: If an employee does not have a valid address, you may add a fictitious address to fulfill the system requirement. We recommend something like user1@yourcompanyname.com. o Send to user with login information Check this box to automatically notify the user of log information when the record is saved. 4/20/2012 Have question? Contact your system administrator or 24 of 78

25 Manage Employees, Continued Add Individual Employee, (continued) o First Name (Required) o Last Name (Required) o Employee ID (Optional) An optional employee identification field. o Department (Optional) Must already exist in the system to be included in the drop-down list. o Job Title (Optional) Must already exist in the system to be included in the drop-down list. o Signature Image (Optional) Upload JPEG images of employees signatures. o Salary (Optional only visible with the Compensation module) o Wage Type (Required only visible with the Compensation module) o If Hourly, Hours Per Week (Optional only visible with the Compensation module) o Location (Optional) o Hire Date (Required) o Use Anniversary Review Periods (Optional) Use this field to designate that Anniversary Review Periods should be used for this user when Custom Review Periods have been chosen overall. o Probation End Date (Optional) If you would like to include a probationary review period for a user, enter the end date of the probationary review period. 4/20/2012 Have question? Contact your system administrator or 25 of 78

26 Manage Employees, Continued Add Individual Employee, (continued) o Manager(s) (Optional) This field establishes the hierarchical reporting relationship for performance appraisals. It is optional. However, each employee must have a manager in order to be reviewed. Click Add a Manager to search for and assign a manager. o User Roles (Optional) Use these checkboxes to assign the role the employee will play as a user of the reviewsnap system. This associates the permissions assigned to that role to the employee. Note: It is a best practice to design your roles such that it is only necessary to assign one role to each employee. 4/20/2012 Have question? Contact your system administrator or 26 of 78

27 Manage Employees, Continued Import Employees Another option for adding employees to the system is to use the employee import feature. Click Import Employees to access the zip file that contains the instructions and file template Enter your employee data and save the csv file Note: Do not add, delete, or reorder the columns. Return to the reviewsnap system and click the Browse button to locate your file Click Upload and an onscreen message will provide import results. Note: Contact your account manager if you need help addressing import errors. Import Signatures reviewsnap makes it possible to batch upload employee signature images to be used during the performance review signature step. Images must be saved as JPEG (*.jpg) files and the maximum image width should be no greater than 250 pixels for optimum placement Name each signature file using the address of the user Compress the images files into a ZIP file that you will use in the upload process Return to the system and click Import Signatures Click the Browse button to locate your ZIP file Click Upload and an onscreen message will provide import results Note: Contact your account manager if you need help addressing import errors. View Deactivated Users To view a list of inactive users: Click View Deactivated Users The option to reactivate an employee is available here as well 4/20/2012 Have question? Contact your system administrator or 27 of 78

28 Manage Employees, Continued Create or Complete a Review To create and complete a review: Navigate to Manage Employees Select an employee and click Create or Complete a Review Select an available review period then click Continue Select a review template then click Continue Confirm employee, review period, and template information then click Continue Provide competency ratings and comments as required then click Next 4/20/2012 Have question? Contact your system administrator or 28 of 78

29 Manage Employees, Continued Create or Complete a Review, (continued) Provide goal ratings and comments as required then click Next [Optional Step] Set goals for the upcoming review period then click Next Review development plan progress then click Next [Optional Step] Set development goals for the upcoming review period then click Next [Optional Step] Provide summary comments as required then click Next [Optional Step] Mark the review ready for signatures 4/20/2012 Have question? Contact your system administrator or 29 of 78

30 Manage Employees, Continued Create or Complete a Review, (continued) [Optional Step] Select additional manager(s) to require signature(s) then click Submit. Note: If multiple managers are selected you may be given the opportunity to select the appropriate manager sign-off order. [Optional Step] Click Signatures Note: Signature order is determined by the system administrator and enforced by the system. [Optional Step] Type the signature then click Sign Click Back to Manage Reviews Click Finalize Note: Finalizing can only happen once all signatures are complete. Finalize the review Note: Finalizing can only happen once all signatures are complete. The system administrator may choose to automatically finalize reviews once all signatures are submitted. If that is the case, managers will not have to manually finalize the review. Note: At any step during the process, the review may be saved and accessed at another time for completion. 4/20/2012 Have question? Contact your system administrator or 30 of 78

31 Manage Employees, Continued Change Reviewer Administrators may have permission to change reviewers Navigate to Manage Employees Select an employee and click Create or Complete a Review Select an alternate reviewer from the drop-down list Click Change Reroute Review Administrators may have permission to send a review back to an employee Navigate to Manage Employees Select an employee and click Create or Complete a Review Click Back to Employee View Completed Reviews To view completed self-reviews and/or manager reviews: Navigate to Manage Employees Select an employee and click View Completed Reviews Click View to open a copy of a completed review for viewing, saving and/or printing Click Reviewers to see a list of people who contributed to the review Click Comments to view or print any comments that were added during the signature stage Click Allow Employee to View to make a copy of the signed and finalized review available to the employee Click Unfinalize to make a review editable again 4/20/2012 Have question? Contact your system administrator or 31 of 78

32 Manage Employees, Continued View Completed Reviews, (continued) Click Delete to remove the review from the system Note: Deleted reviews cannot be restored without assistance from reviewsnap and there is a cost associated with doing so. Manage Business and Development Goals To manage an employee s goal plan: Navigate to Manage Employees Select an employee and click Manage Business and Development Goals Select the appropriate review period Note: Lock All Current Goals will disable the employee s ability to update their own goals. 4/20/2012 Have question? Contact your system administrator or 32 of 78

33 Manage Employees, Continued Manage Business and Development Goals, (continued) Add business goals and/or update existing goal details o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Goal to save the entry and remain in this screen to enter another 4/20/2012 Have question? Contact your system administrator or 33 of 78

34 Manage Employees, Continued Manage Business and Development Goals, (continued) Add development goals and/or update existing goal details Note: Learning activities will automatically be filtered based on the competency groups that are selected. o Click Update to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Update and Add New Goal to save the entry and remain in this screen to enter another 4/20/2012 Have question? Contact your system administrator or 34 of 78

35 Manage Employees, Continued Manage 360 Degree Surveys To kick-off a 360 Degree Survey on your employee: Navigate to Manage Employees Select an employee and click Manage 360 Degree Surveys Click Create 360 Degree Survey Complete the survey details 4/20/2012 Have question? Contact your system administrator or 35 of 78

36 Manage Employees, Continued Manage 360 Degree Surveys, (continued) Click Add Raters Click Find Select a rater type and click Assign for each individual that should be included in the 360 degree survey Note: External raters (e.g. clients) may also be added. 4/20/2012 Have question? Contact your system administrator or 36 of 78

37 Manage Employees, Continued Manage 360 Degree Surveys, (continued) You may add more raters, delete raters, and send reminders at any point until the survey is finalized Once a rater has finalized their individual input, you may view their survey by clicking View Note: Only the survey administrator (the person who assigned the survey) may see the individual rater input. To close the survey, click Finalize To view the survey summary for a completed 360 degree survey for your employee: Click View Summary to open a copy of a completed survey for viewing, saving and/or printing Note: Survey summaries are anonymous consolidations of all rater input. Click Allow Employee to View if you would like the subject of the survey to be able to view/save/print the survey summary. Note: Once this button is clicked, the ability for the employee to view the summary cannot be revoked. Click Raters to view individual survey input Note: Only the survey administrator (the person who assigned the survey) may see the individual rater input. 4/20/2012 Have question? Contact your system administrator or 37 of 78

38 Manage Employees, Continued Create/View Journal Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or update entries that you have previously created on an employee: Navigate to Manage Employees Select an employee and click Create/View Journal Entries Create, print, and/or filter Journal Entries Note: The paperclip icon indicates that the entry has an associated attachment. 4/20/2012 Have question? Contact your system administrator or 38 of 78

39 Manage Employees, Continued Create/View Journal Entries, (continued) Add new entries and/or update existing entries o Private entries are only visible to the person who created them. o External documentation, such as prior year performance reviews, can be linked to the reviewsnap system using the Journal Entry functionality. Simply create an entry and browse to where the file is stored. 4/20/2012 Have question? Contact your system administrator or 39 of 78

40 Manage Employees, Continued Manage Review Periods To manage review periods for individual users: Select the user and click Manager Review Periods to Create or deactivate Update Employee Information Keep your employee information up-to-date: Select the user and click Update Employee Information to manually update a record Note: Employee information can also be updated via an import file. See the Import Employees sub-topic for more information. 4/20/2012 Have question? Contact your system administrator or 40 of 78

41 Manage Employees, Continued Deactivate Employee When a user no longer requires access to the system, they can be made inactive. Select the user and click Deactivate Employee Note: Go to View Deactivated Employees to reactivate a user. Send Passwords To send login information to a single user or a group of users. Click Send Passwords Select the employee(s) and click Send s 4/20/2012 Have question? Contact your system administrator or 41 of 78

42 Manage Employees, Continued Send Review Notifications To send an notification to all managers and/or employees that have not started or completed a review for a selected review period: Click Send Review Notifications Select the review period, type of notification and users to notify Click Send Notifications 4/20/2012 Have question? Contact your system administrator or 42 of 78

43 Compensation Dashboard A Product of Applied Training Systems, Inc Navigation The reviewsnap compensation tracking and management solution provides you with the tools you need to create a pay-for-performance culture. Navigate to Review Process / Compensation Dashboard Company Level Budget Create budgets at the company level. The department level increases will automatically be totaled to avoid budgets being exceeded. Click Company Level Budget Select the review period and enter the company-wide budget information You may budget for one or more of these options: o Performance Budget = total of all salaries, including increases, at the end of the review period o Bonus Budget = money allocated for bonuses for the review period o Stock Options Budget = number of options to be awarded for the review period Click Update Note: You must create a company level budget for each review period before you are able to enter department level information. 4/20/2012 Have question? Contact your system administrator or 43 of 78

44 Compensation Dashboard, Continued Department Level Budget Create budgets at the department level. Increases will automatically be totaled to avoid budgets being exceeded. Click Department Level Budget Select the review period Note: Department level budget information can also be imported using the template and instructions available by clicking Import Department Budgets. 4/20/2012 Have question? Contact your system administrator or 44 of 78

45 Compensation Dashboard, Continued Department Level Budget, (continued) Click Add or Update and enter department level budget information Note: The total of the department level budgets cannot exceed the company budget. Manager Level Budget Create budgets at the manager level. Increases will automatically be totaled to avoid budgets being exceeded. Click Manager Level Budget Note: An individual manager may have a budget in multiple departments. 4/20/2012 Have question? Contact your system administrator or 45 of 78

46 Compensation Dashboard, Continued Manager Level Budget, (continued) Select the review period, department, and managers Note: Manager level budget information can also be imported using the template and instructions available by clicking Import Manager Budgets. Click Add or Update and enter manager level budget information Note: The total of the manager level budgets cannot exceed the department budget. 4/20/2012 Have question? Contact your system administrator or 46 of 78

47 Compensation Dashboard, Continued Manage Pay Grades Build an unlimited number of Pay Grades, tie them to job descriptions and create compensation increase matrices for each pay grade. Click Manage Pay Grades Click Create a Pay Grade Note: Pay Grade information can also be imported using the template and instructions available by clicking Import Pay Grades. Select Job Description or Salary as the basis for the Pay Grade o Name the Pay Grade and select the job descriptions to which it applies 4/20/2012 Have question? Contact your system administrator or 47 of 78

48 Compensation Dashboard, Continued Manage Pay Grades, (continued) o Name the Pay Grade and assign the salary range to which it applies Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Pay Grade to save the entry and remain in this screen to enter another Save your Pay Grade and then click Levels Click Add a Level to add the compensation guidelines 4/20/2012 Have question? Contact your system administrator or 48 of 78

49 Compensation Dashboard, Continued Manage Pay Grades, (continued) Enter the starting performance rating, ending performance rating and recommended pay increase percentage o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Level to save the entry and remain in this screen to enter another The compensation increase matrix should cover the entire range or your performance rating scale without overlapping 4/20/2012 Have question? Contact your system administrator or 49 of 78

50 Compensation Dashboard, Continued Manage Approvers Put compensation recommendations through an automated approval process rather than dealing with the paperwork. Click Manage Approvers Click Add or Update to select approver(s) for each department Select approver(s) (hold down the ctrl key on your keyboard to select multiple approvers) Note: The list of potential approvers includes those who are assigned a role with permission to approve compensation recommendations. 4/20/2012 Have question? Contact your system administrator or 50 of 78

51 Compensation Dashboard, Continued Compensation Recommendations To make a compensation recommendation: Select the appropriate review period and complete the increase recommendation details o Salary Increase Note: The system recommends an increase based on the overall performance appraisal rating for the review period. You may accept the system recommendation or change it. o Bonus and/or Stock Options o Effective Date Notes: Click the icon to include notes regarding the recommendations. Click the History link to view historical compensation data for a user. Check Submit for Approval Click Submit and your recommendations will begin the approval process 4/20/2012 Have question? Contact your system administrator or 51 of 78

52 Compensation Dashboard, Continued Compensation Approvals To make compensation decisions: Select the appropriate review period and review increase information Select Approve or Decline Notes: Click the icon to include notes regarding the recommendations. Click the History link to view historical compensation data for a user. Click Submit 4/20/2012 Have question? Contact your system administrator or 52 of 78

53 Manage esignatures A Product of Applied Training Systems, Inc Navigation The system enables a paperless review process by allowing esignatures. Navigate to Review Process / Manage esignatures Note: If you plan to use esignatures, be certain to check the appropriate box(es) in Manage Company Information to require them. Manage esignatures When a review form requires your signature: To sign reviews one at a time, click Signatures Type your name and click Sign You may have the option to sign off on multiple reviews at the same time. If so, select them and click Sign Notes: If you are using the esignature function, reviews cannot be finalized until all required signatures are provided. Once all esignatures have been processed, the manager will receive a notification that he/she can now finalize the review. If any changes are made to the review after esignatures are provided and prior to finalizing the review, the signatures will be wiped out by the system. Those who had already signed the review will be required to resign it. 4/20/2012 Have question? Contact your system administrator or 53 of 78

54 360 Degree Surveys A Product of Applied Training Systems, Inc Navigation To view 360 Degree Surveys that require your input: Navigate to Review Process / 360 Degree Surveys 360 Degree Surveys To complete 360 Degree Surveys: Click Start to begin the survey Provide competency ratings and comments as required, clicking Next to advance [Optional Step] Provide summary comments as required then click Next Finalize the survey Note: At any step during the process, the survey may be saved and accessed at another time for completion. Import 360 Surveys 360 Degree survey assignments can be imported using the template and instructions available by clicking Import 360 Surveys. 4/20/2012 Have question? Contact your system administrator or 54 of 78

55 Create Journal Entries A Product of Applied Training Systems, Inc Navigation reviewsnap provides the ability to informally document positive and negative performance events using Journal Entries. Navigate to Review Process / Create Journal Entries Create Journal Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or view entries that you have previously created for others in your organization: Navigate to Create Journal Entries Select the person for whom you would like to create a Journal Entry Create, print, and/or filter Journal Entries Note: The paperclip icon indicates that the entry has an associated attachment. 4/20/2012 Have question? Contact your system administrator or 55 of 78

56 Create Journal Entries, Continued Create Journal Entries, (continued) Add new entries and/or update existing entries o Private entries are only visible to the person who created them. o External documentation, such as prior year performance reviews, can be linked to the reviewsnap system using the Journal Entry functionality. Simply create an entry and browse to where the file is stored. 4/20/2012 Have question? Contact your system administrator or 56 of 78

57 Manage Goal Categories A Product of Applied Training Systems, Inc Review Setup Navigation Goal Categories are optional. When you add Goal Categories, they populate the category drop-down list that appears when employees/managers create goals in their goal plan. Navigate to review setup / manage goal categories Add a Category To create a goal category: Click Add a Category Name the category and select a type (Business Goal, Development Goal, or Both) o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Category to save the entry and remain in this screen to enter another 4/20/2012 Have question? Contact your system administrator or 57 of 78

58 Manage Goal Categories, Continued Update a Category To edit the name or status of a Goal Category: Click Update Note: Only categories that are not assigned to any goal may be deleted. 4/20/2012 Have question? Contact your system administrator or 58 of 78

59 Manage Cascading Goals A Product of Applied Training Systems, Inc Navigation The Manage Cascading Goals module allows you to add goals that apply to everyone within the company, a department or a job description all at once. Navigate to Review Setup / Manage Cascading Goals Add a Goal To enter a cascading goal: Select the review period and expand the goal type If department or job description goals are being added, select the department or job description and then click Add a Goal 4/20/2012 Have question? Contact your system administrator or 59 of 78

60 Manage Cascading Goals, Continued Add a Goal, (continued) Enter the goal details o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Goal to save the entry and remain in this screen to enter another Import Goals Goal information can also be imported using the template and instructions available by clicking Import Goals. Note: You have the option of importing goals on an individual, department and job description level. Provide information in only one of the following columns to assign the goal appropriately: User Department Job Description 4/20/2012 Have question? Contact your system administrator or 60 of 78

61 Manage Development Plans A Product of Applied Training Systems, Inc Navigation The Manage Development Plans module allows you to create learning activities and link them to competencies for development planning purposes. Navigate to Review Setup / Manage Development Plans Manage Goal Competency Groups Determine which competency groups will be available to assign to development goals. The system can be set to automatically create development goals and make recommendations for learning activities for employees. Select the competency groups [Optional Step] Enter a percentage of the maximum rating (highest rating in your rating scales ) for each competency group. If an employee is rated lower than that percentage during their review, they will automatically be assigned a development goal for that competency group when the review is finalized. Example: If you enter 50% for the Communication competency group and an employee s average score on their finalized review is 2.5 or below (on a 5 point rating scale) for the Communication competency group, the employee will automatically be assigned a development goal on their next review period for the Communication competency group. 4/20/2012 Have question? Contact your system administrator or 61 of 78

62 Manage Development Plans, Continued Create a Learning Activity Enter the learning activity details o ID: unique identifier for each course o Type: Instructor-Led Training, Online Training, or Other o Duration: enter a full value such as 4 hours or 2 days o URL: link to online content o Competency Group: select one or more o Attachment: used to upload content o Active: activities must be active to be available to users o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add New Activity to save the entry and remain in this screen to enter another 4/20/2012 Have question? Contact your system administrator or 62 of 78

63 Manage Development Plans, Continued Import/Export Learning Activities Learning Activity information can be imported using the template and instructions available by clicking Import Learning Activities. Learning Activity information can also be exported by clicking Export Learning Activities. Modifications can then be made and imported. Note: If your intention for exporting is to make changes and re-import, DO NOT modify the learning activity ID (LAID) as this will result in a duplicate activity being created. Import LMS Courses reviewsnap has partnered with Open Sesame to offer a library of online courses. Click Import LMS Courses to view the library and select LMS courses to be made available to your users Note: Go to Administration / Manage Company Information to purchase LMS credits. Each credit costs $40. Business courses are 1 credit per user and technology courses are 2 credits per user. 4/20/2012 Have question? Contact your system administrator or 63 of 78

64 Manage Rating Scales A Product of Applied Training Systems, Inc Navigation Consistent and descriptive Rating Scales are an integral part of the review process. Navigate to Review Setup / Manage Rating Scales Create a Rating Scale reviewsnap provides five standard five-point Rating Scales. Click View to preview one of the standard global scales The standard global scales cannot be edited 4/20/2012 Have question? Contact your system administrator or 64 of 78

65 Manage Rating Scales, Continued Create a Rating Scale, (continued) Click Create a Rating Scale to create one from scratch Enter the Rating Scale details o Determine if zero ratings should be part of the scale. Zero ratings are treated as not applicable and are not included in calculations. o Abbreviations may be used instead of numerical values in the rating scale header on review forms. 4/20/2012 Have question? Contact your system administrator or 65 of 78

66 Manage Rating Scales, Continued Update a Rating Scale You may choose to duplicate and update a scale rather than starting from scratch. Click Duplicate to copy a Rating Scale Name the new scale and determine if a zero rating (not included in overall calculations) will be allowed o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry Click update to customize the scale 4/20/2012 Have question? Contact your system administrator or 66 of 78

67 Manage Review Periods A Product of Applied Training Systems, Inc Navigation The reviewsnap system allows the administrator to define exactly what periods of time they wish to use in reviewing employees. Navigate to Review Setup / Manage Review Periods Create a Review Period To create Review Periods: Select which type of review periods your company uses and click Switch Review Periods: o If one of the anniversary date review period options is selected, the employee s hire date will be used to identify their review periods. Anniversary date reviews can be set up as: Annual Semi-annual Quarterly Monthly o If Use custom review dates. is selected, the system allows you to create review periods in any way you wish to define them. Notes: You will want to give this decision a lot of thought prior to initiating your performance reviews. Switching back and forth between anniversary date and custom date as the default review periods is not recommended. To use a combined approach, select Use custom review dates. as the default and then set individual users to Use Anniversary Review Periods in Employee Information. Click Create a Review Period 4/20/2012 Have question? Contact your system administrator or 67 of 78

68 Manage Review Periods, Continued Create a Review Period, (continued) Enter the Review Period details Note: You have the option of assigning a custom review period to all employees or selected employees. Update a Review Period To update a Review Period: Click Update Prior to the Review Period being used to assign a performance review, you are able to edit all elements Note: Once the Review Period has been used to assign a performance review, you are limited to editing the name, recurrence, and status elements. 4/20/2012 Have question? Contact your system administrator or 68 of 78

69 Manage Review Templates A Product of Applied Training Systems, Inc Navigation The ability to create and customize an unlimited number of form templates is a powerful feature in the reviewsnap system. Navigate to Review Setup / Manage Review Templates Standard Form Templates reviewsnap provides four standard templates (2 performance review and 2 survey). Click View to preview one of the standard form templates Note: The standard form templates cannot be edited directly but they can be duplicated and then edited. Standard form templates can be used out-of-the-box. When a reviewer pulls up an employee to review them, they would select the appropriate review form template. If multiple forms are available, they just need to know which form you want them to use for each employee group. Overall Form Settings There are two decisions that will impact all forms: Performance Review Template Format Performance Review Footer 4/20/2012 Have question? Contact your system administrator or 69 of 78

70 Manage Review Templates, Continued Create a Template To create a form template from scratch: Click Create a Template Enter the form details o Determine what type of form you are creating Performance, 360, or both o Name the form o Type and format any instructional text you would like to include o Set the status Only Active form templates are available for use. o Competency Rating Scale Select the rating scale to be used in the competency section of the form. o Determine the scoring method As a default, scoring is done by selecting a rating radio button. If you would prefer that your employees/managers type in scores select Allow fill-in scoring for Competencies. o Determine the scoring values As a default, numeric headers appear above the rating radio buttons. If you would prefer to use the abbreviations provided in your rating scale select Show Rating Titles instead of Numeric Scores. 4/20/2012 Have question? Contact your system administrator or 70 of 78

71 Manage Review Templates, Continued Create a Template, (continued) o Filter form availability The reviewsnap system provides organizations the ability to filter form templates by department and/or job description. o Performance Review Options Determine which type(s) of reviews the form will be used for (Performance, Self, or both). Select the rating scale to be used in the goal section of the form. Determine whether competency group weighting will be used. Will goal scores be used in the overall score calculation? If so, determine the weighting of the competencies and goals sections. If the template is review period-specific, select the review period(s) for which it should be made available. 4/20/2012 Have question? Contact your system administrator or 71 of 78

72 Manage Review Templates, Continued Create a Template, (continued) o 360 Survey Options Will raters be asked to provide comments for each competency group or just overall competency comments? o Select standard competencies The reviewsnap system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly communicates to employees/managers what is being measured. Note: Competencies may be added to the form as ratable or nonratable. o Save the form template Click Create to save the template and exit this screen Click Cancel to exit this screen without saving the template Click Create and Add Custom Competencies to save the template and move on to the Manage Competency Groups/Competencies screen 4/20/2012 Have question? Contact your system administrator or 72 of 78

73 Manage Review Templates, Continued Create and Add Custom Competencies You have the ability to: Add additional predefined competencies from the competency library Create a custom competency group Note: Check Job Description Competency Group to cause the system to automatically populate competencies assigned to job titles. Add ratable custom competencies o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add Ratable Custom Competency to save the entry and remain in this screen to add another 4/20/2012 Have question? Contact your system administrator or 73 of 78

74 Manage Review Templates, Continued Create and Add Custom Competencies, (continued) Add non- ratable custom competencies o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry o Click Create and Add Non-Ratable Custom Competency to save the entry and remain in this screen to add another Update Competencies Competencies may be updated until the template is in use. Click Update Comps to view a list of current competency groups o Click Update Competencies to view a list of current competencies 4/20/2012 Have question? Contact your system administrator or 74 of 78