TERMINOLOGY DEFINITION DESCRIPTION. sent directly to employees 90 days prior to their Mid Year Check In and Peer Review

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1 TERMINOLOGY DEFINITION DESCRIPTION 360 Peer Review Form Created by Manager GPS form used to obtain feedback on an employee s average daily performance from the employee being rated, co workers, partners and customers. This form rates an employee on how they perform their job. 360 Kick off sent directly to employees 90 days prior to their Mid Year Check In and Peer Review sent from the GPSSysAdmin address notifying the employee that their Mid Year Check in is coming due. Provides instructions and deadline for providing participant suggestions to managers. 360 Quota Quota in Some Areas of Peer Reviews Completed Some areas require employees complete a specific percentage of all peer reviews received. 5 Star Individual Goal Individual Goal Entered/Edited Under the Goals Tab 5 Star Organizational Goal Organizational Goals Viewed Under the Goals Tab A minimum of 1 is required or a maximum of 3. Weighting for section must equal 100%. Some divisions are cascading these to their employees using departmental goals and others are requiring they be created by the employee. If cascaded the employee will need to make edits when departmental goals are rated and information is provided to them. These goals are not editable by users and are entered/edited annually by the system administrator. ABC Check Mark Icon Blue on White Located at Top Right Corner of Form to Spell Checks the Entire Form Checks the spelling and grammar in all comment boxes on the form. Add Tasks Button Adds Tasks to Individual Goals in Goal Edit Tool Allows user to add tasks they can do to help meet the goal. Advanced Search Search Hyperlink Allows user to search areas with more definition. Example: by department or division. All Forms Area of Performance Tab Listing All User Forms Will show all forms, except deleted ones, that have ever been in a user's in box in order of hierarchy. Alternate Route User Step Additional Step to Forms Added for Matrix/Dotted Line Managers Step name for times when an employee has a matrix or dotted line manager and the form is with that manager for comment. Annual Review Meeting Third Process of the Annual/Provisional Evaluation Process Meeting phase between the manager and employee to discuss the evaluation and the next years goals. Meeting should be held within the two week time frame left after the manager or one up review. After meeting the form is sent to the employee signature phase. APMF Annual Advanced Performance Evaluation Form Annual performance evaluation form for lower level managers and supervisors. APMFP Provisional Advanced Performance Evaluation Form 6 month provisional performance evaluation for lower level managers and supervisors. Arrows Arrow Icon Used to move items within an area of GPS.

2 Refers to the movement of a form from the employee in box to the manager review Automatic Movement System Movement of Overdue Forms step when an employee did not complete the form within the 30 day time line. Big Red X Large Red Xs Icon Used to delete items from areas in GPS. Blue Computer Disc Icon on White Background Located at Top Right Corner of Form to Save the Form Saves the entire form. Blue Nav Bar Blue Line Separating Upper and Lower Navigational Tabs Separates the upper and lower navigational tabs on GPS pages. Category In 360 Form Drop Down List of Participant Categories Drop down listing to select a participants category, external customer, direct report, internal partner, manager, self. Comment Box Open Entry Comment Boxes in GPS All open entry comment boxes in GPS have 2,500 character capability. Company Info Organization Informational Area Provides user access to organizational charts, directory and external resources. Completed Area of Performance Tab Showing All Completed Forms Shows all forms previously completed in order of hierarchy by date and time. Create a New Goal Opens the Goal Creation Tool to Create a Goal Without Guidance Allows the user to create a goal without going through the wizard. Create Date Creation Date of Form Shows the date the form was actually created. Create Form Box Box in Manager's Performance Tab Used to Create 360 Forms Allows managers to create 360 Peer Review Forms on their employees. Create New Folder Button to Create Folders in Completed Folder of Performance Tab Lets users create folders to place forms in for filing. Development Goal Employee Career Development Goal Entered/Edited Under the Development Tab Can be getting a license/certification (as long as it is not required for your position), getting a degree/certificate or improving a skill. Must relate to current position, future position or skill set. A minimum of 1 is required each year but an employee can have as many as they want. Directory Search Home Page Area Used to Provide Information on Other Users Search area for contact information on other GPS users. Does not replace Pulse or GroupWise. Does not contain information on anyone not in GPS. Drop Down Arrow Box Box with Drop Down Arrow to Allow the Choice of Multiple Items Used to open a list of items to be clicked on and chosen in GPS. Due Date Due Date of Form Reflects the due date for the employee evaluation in the main HRIS system. Employee Participants Employee Self Review Participant Suggestions Provided by Employee First Step in the Annual/Provisional Evaluation Process Employees have the option of providing 4 participants for a required 360 Peer Review. A suggestion cannot be a family member, best friend or employee who relies on them such as someone they car pool with. Suggestions can be anyone an employee works with on a regular basis inside or outside of their department and inside or outside of the organization as long as they provide the following information to their manager: name, title, address, how they work with this individual and how often. Beginning phase of the annual evaluation form. Employee has 30 days to complete this phase and move the form to the next phase.

3 Employee Signature External Participants Forgot Your Password? Fourth Process of the Annual/Provisional Evaluation Process Participant Outside Who is Not a Hospital Employee Reminder Link Electronic signature addition created when employee clicks on the box to sign at the top of the form. Form is sent to the next phase. This does not denote that the employee agrees with everything on the evaluation only that they have discussed it with their manager. A participant who works in one of the non hospital entities on/off campus or who works for an organization off campus such as a vendor. Will provide an with a link for the user to change their password in GPS. Username must be entered accurately for this function to work. FPMF Annual Foundational Performance Evaluation Form Annual performance evaluation form for all employees below supervisor level. FPMFP Provisional Foundational Performance Evaluation Form 6 month provisional performance evaluation for all employees below supervisor level. Goal Goal Description Box in Goal Edit Tool Comment box where goal description is entered. Goal Edit Tool Notepad and Pencil Icon Opens an edit tool allowing the user to make changes to different areas of an item in GPS. Goal Template Annual Templates for Active Goals A dated template created annually for the next years goals. Goal Wizard Tool to Walk the User Through the Goal Creation Process Walks the user step by step through creating an individual goal. GPS Goal Performance System Web based program for employee career development. Green Add Ball Green Ball with White Plus Sign Icon Used to add multiple items to areas in GPS. Green Center Three Bar Icon with White Background Located at Top Right Corner of Form to View Form by Section Shows the form by section. Grey Nav Box Grey Navigational Box Grey box with white hyperlinks used to open separate page sections of a tabbed area. Grey Slider Arrows Grey Arrows that Open and Close Windows on Pages in GPS Grey arrows used to slide windows open and closed in GPS. Help & Tutorials Lower Tab to Access Help Links Available on all pages. Tells user how to contact the GPS System Administrator and provides a link to the GPS Navigator on 24/7. History My Employee Profile Area for Form History Redundant information area showing a history listing of all user forms not deleted in order of hierarchy by date and time. Home Users GPS Home Page Opening page for GPS. Consists of To Dos listing, Welcome Box, Directory Search and My Goals summary areas. Hyperlink Different Colored Underlined Items in GPS Links which will take you to different areas of GPS when clicked on. In Process Area of Performance Tab Showing All User Forms that have Moved to a New Phase Shows forms already worked on which have moved to another phase as well as what phase the form is currently in and who it is with. In Box Area of Performance Tab Showing All User Forms Needing to be Worked Shows forms needing the users attention in order of hierarchy by date and time. In Box Area of Performance Tab Opening area of the performance tab where active forms needing your attention are located. Items Per Page Number of Items Viewed Drop Down Listing Allows the user to choose how many items to view per page. Job Description My Employee Profile Area for Job Description History Provides user with 24/7/365 access to their current and previous GPS job descriptions. Last Modified Date the Form was Last Worked On Shows the last time the form was worked on and changes saved. Last Routed Date Form was Last Routed Shows the last time the form moved from one account to another. Legal scans entire form for inappropriate contact. Does not pick up on inappropriate Legal Scales Blue/Grey Icon on Black Background Located at Top Right Corner of Form and Legal Checks the Entire form context.

4 Legal Scan (2 Icons) Locked Account Legal Review Tool Message Received When Password has Been Tried More than 5 Times Incorrectly This tool scans corresponding comment boxes for content not context. It will catch inappropriate trigger words but not inappropriate contextual statements. GPSSysAdmin@kumc.edu and ask to have your GPS account reset. When account has been reset you will receive an with your username and a new password. LPMF Annual Leadership Performance Evaluation Form Annual performance evaluation for leadership. LPMFP Provisional Leadership Performance Evaluation Form 6 month provisional performance evaluation for leadership. Begins once the form is in the manager's GPS In box. Manager has 30 days to Manager Review Second Step in the Annual/Provisional Evaluation Process complete this phase and move the form to the next phase. Manager Signature Fifth Process of the Annual/Provisional Evaluation Process Electronic signature addition created when manager clicks on the box to sign at the top of the form. Once signed the form moves to the Un filed Folder of the employee, manager and one up manager's Completed folders. Measurement Goal Measurement Description Box in Goal Edit Tool Comment box where measurement for the goal is described and results entered. Mid Year Check In Date Midway Between Annual Evaluations In some areas employees are sent kick off s and have 7 days to provide their 4 participant suggestions to their manager. In others it is the employees responsibility to set up a meeting with their manager at this time to check on their performance for the year. Modify Participants Button In 360 Form to Add/Edit Participants on a 360 Form. Allows managers to add/remove or edit participants on a 360. My Employee Profile User's GPS Profile Area Consists of profile, on line resume, sticky notes, form history and job description history. My Forms Page Name of the Performance Tab Name of page and refers to entire file room area. My Goals Home Page Area Used to Provide Summary Information and a Quick Link to 5 Star Organizational and Individual Goals Lets users search goal templates and see a summary of entered goals and to access the actual goal template by using they hyperlinks provided. Notes My Employee Profile Area for On line Sticky Notes Lets users create/send on line sticky notes for informational purposes. One Up Manager's Manager Denotes a manager's manager in GPS. One Up Manager Review Optional Phase for Some Managers in the Annual/Provisional Evaluation Process If required, managers can send forms to their manager for review and comments prior to the Annual Review Meeting Phase. One up managers have 15 days to complete this phase and move the form back to the manager. Options Options Hyperlink in Upper Left Corner of Pages Allows users to change their password, security questions, form viewing options or proxy into another account if security enabled. Org Chart Block Organizational Chart Information Block Blocks which make up the GPS Organizational Chart and provide employee contact information. Password Security Password Follows the same rules as general hospital password rules. Provided to employee via the Welcome when added to GPS. Performance Process Evaluation Form Process in GPS Refers to the process of steps in evaluations. Performance Tab User's GPS In box and File Room User area for forms needing to be worked on, in process or completed.

5 Pillar 5 Star Pillar Goal Relating to Goal in Goal Edit Tool Service, quality, cost, people or growth. PMF Performance Management Form Created by System Administrator GPS form used to evaluate employee performance provisionally and annually. This form rates an employee on how well they perform their job based upon goals, competencies and responsibilities. Printer Grey Icon on White Background Located at Top Right Corner of Form to Print the Form Prints the entire form. Proxy Proxy Hyperlink in Upper Left Corner of Pages Allows users to proxy into another account if security enabled. Reports Reporting Area for Managers Lets managers run and audit reports on departments and employees they are responsible for. Security Questions 3 of 12 Security Questions to be Selected at Initial Log On Questions only you will know that answer to providing an additional security step to your GPS account. Show Assignment Button In 360 Form to Show a Listing of Participants Who Were Sent Participant s Shows who was sent an to participate. However, it does not show if they replied, what they replied or their actual 360 form. Spell Check (1 Icon) Spelling Check Tool Tool which checks the spelling and general grammar of corresponding comment box. Status Status Notification Box in Goal Edit Tool Choose the status which applies to the goal, Not Started, Behind At Risk, On Track, Completed or Postponed. Suggestions Suggestions Form Hyperlink in Upper Left Corner of Pages Opens a questionnaire users can complete to send suggestions on system improvements directly to the vendor. To Dos To Do List Area showing items needing to be worked on (hyperlinked) and a history of items already worked on (black lettering). Trash Can Trash Can Icon Used to delete items in Employee Profile area of GPS. Username Sign on Case sensitive security log in, provided to employee via the Welcome when added to GPS. Visibility Viewing Control in Goal Edit Tool Allows the choice of two views; Public and Private. Public allows system administrator, employee relations, user, manager and one up manager to view the goal. Private removes the system administrator and employee relations. Web Browser Back Button Back Arrow on Internet Browser Do not use in GPS. Nine times out of ten using this button instead of the navigation tabs will kick you out of GPS and you will need to click it multiple times to get back in. Weight Weight Measurement Box in Goal Edit Tool This weighting depends on how many goals are entered. If 1 goal the weight should be 100%, 2 goals any variation there of and 3 goals the same except if they are to be equal at which point they should be 33, 33 and 34%. Welcome Box Home Page Area Used to Provide Information to Users Provides information on changes and system updates. White I in Blue Circle Icon on White Background Located at Top Right Corner of Form to Show Background Information of Form Opens window with background information on form. White Paper with Yellow Circle Icon on White Background Located at Top Right Corner of Form to Preview Form Prior to Printing Opens a new window with a view of the form prior to printing. White Three Bar Icon with Blue Background Located at Top Right Corner of Form to View Full Form Shows the form as a single page.

6 Yellow Clock with Red Arrow Icon on White Background Located at Top Right Corner of Form to Show Form History Shows the history of the form.