Performance Management Cycle Halogen User Guide

Transcription

1 2014 Performance Management Cycle Halogen User Guide Annual Goal Setting Managing My Performance Annual Performance Review Human Resources

2 Performance Development Program Components Goals Setting Face to Face Feedback KPIs Performance Management Cycle Competency Assessment Aspirations & Development Performance management should be a fluid cycle throughout the year. At least once a year individual competencies, goals/deliverables, KPIs and development plans are evaluated against a standard criteria and expectations in the Annual Performance Review Process. This review process is coupled with a Goal Setting Process for the coming year. The review and goal setting processes are completed in collaboration between the manager and direct report. On a regular basis throughout the year managers will meet with their direct reports to review progress towards goals and development plans, provide feedback and recognition and to address any issues that arise. Goals of the Performance Management Cycle Opportunity for timely recognition Translates organizational objectives into tangible employee goals and measures Promotes on-going performance feedback for both employees and organizational leaders Clarifies performance expectations Identifies training needs and facilitates opportunities to promote growth and development Identifies potential issues that may interfere with optimal performance Provides information for rational decision making where performance is a factor Tool for succession planning 1

3 Overview of Performance Management Software Halogen" is web-based software used as a tool to set performance standards, evaluate employee performance and identify areas for professional development The annual performance review and goal settings processes are administered through the application using automated workflows and notifications to inform stakeholders when task are to be completed Throughout the year, the My Performance page is used to update goals and development plans, add feedback, and attach significant supporting documents related to performance Accessing Halogen 1. Type the URL in the address line of Internet Explorer: (Add to Favourites) 2. Human Resources page of the intranet: 2

4 Halogen Home Page My Tasks lists tasks which need to be completed by the user. The status of the task is indicated by a status icon as defined in the legend. To navigate to a task, click on the hyperlinked wording in blue. Clicking Write appraisal for direct reports will open the form to be completed Useful Links hosts links to various resources which may be useful references Activity Tracker records entries in Halogen either by user, their direct manager or manager second removed Logging Out clicking the cog/wheel will open a dropdown list, the Log Out option is at the bottom of the list, click to end the session. Do not use the to close Internet Explorer. Annual Processes in Halogen Performance Review & Goal Setting 1. Annual Performance Review The Annual Performance Review is comprised of both a written appraisal and a performance discussion. Both the manager and the direct report play an active role in the review process. The annual eappraisal (form) focuses on three main areas: competencies, past goals and/or key performance indicators and professional development plans. Seven Steps: - Manager writes employee appraisals - Employee reviews and adds comments - Manager meets with employee - Manager finalizes ratings and adds final comments - Manager signs off - Employee adds final comments and sign off - Second level manager sign-off 3

5 System notifications will be sent each time a task is required to be completed, a hyperlink in this will take the user to the task page in Halogen, (below) Task Status Process steps are highlighted on the Task Status tab. The manager steps are in blue font. Above the task bar are the due dates for each task and below are symbols to indicate the status of each step. In the screen shot below, the task Write appraisals for direct reports is flagged with a yellow dot indicating that it is ready to be acted on. Direct Reports included in the process are listed below the task bar. To open the appraisal form, click on Edit Appraisal beside the employee s name. The form will be pre-populated with the employee s Goals, KPI s and Development Plan. eappraisal Form Completed by Manager Competencies are defined by a number of behavioural anchors to which performance is measured. Rated on a scale of: mentor capability, regularly demonstrated, developing and not demonstrated. Should a not demonstrated be indicated, a development plan should be established to address a plan of improvement. Comments should be added the employee and manager. 4

6 Goals/Deliverables and Key Performance Indicators are reviewed for completeness and successes over the past performance year. These sections will pre-populate with the employee s Goals, KPI s and Development Plans if they have already been established within Halogen. Rated on a four point scale and can be individually weighted to reflect the required focus and significance to team/divisional and/or organizational goals. Comments should be added *Note that new goals/kpis for the coming year are not included as part of the eappraisal form, but are part of the formal goal setting. Development Plans are summarized in the last section of the appraisal form. Development Plans are not rated, instead related accomplishments are summarized, status and date completed added so they can be reviewed during the performance discussion. To save the employees appraisal and return to complete it at a later time, click SAVE. When a form has been saved it is only visible to the author. To finalize the appraisal and publish it for the employee to view, select COMPLETE AND SUBMIT. HELPFUL HINTS To print the form, click the Print icon To show the form as a PDF, click the Show as PDF icon To check spelling on the form, click the Check Spelling icon To check for inappropriate language on the form, click the Check Language icon The Split Screen icon found at the top of the form will create a split view with other records in Halogen. When an item is selected from the split screen dropdown, it will pop up at the bottom of the screen. This function will enable simultaneous viewing with the direct report s self-appraisal, past performance appraisals, goals, development plans, feedback and documents. A spell check is run automatically when the Complete and Submit button is selected. As with any electronic document, it is recommended to frequently save the form while it is being worked on. 5

7 Employee Reviews and Add Comments After the manager completes the eappraisal form, the employee will receive a notification to review and add comment to the evaluation. From the Halogen home page click to open the appraisal. The manager ratings and comments can be reviewed and comments added by the employee. The form can be saved for further editing or finalized by selecting COMPLETE AND SUBMIT button. Once the form has been completed and submitted the manager will be able to view the employee comments. Face to Face Performance Review The manger and employee meet to discuss the performance appraisal. Following the discussion meeting, the manager needs to click Mark as Complete from the Task Status screen to indicate the meeting has taken place. It should always be kept in mind that Halogen is only a tool for managers and employees to review the progress towards performance expectations and will never replace the value of face to face conversations which provide an opportunity for: Feedback and clarification of accountabilities and expectations Coaching and mentoring on a regular basis Identification of trends, risks, challenges Identification of required supports, resources and mitigation opportunities Revisit priorities and realign/renegotiate resources as required Manager Writes Comments and Signs-Off (two separate steps) On the task page, click Edit Appraisal to open the appraisal form in an editable format for the appropriate employee. If necessary, ratings can be changed by the manager at this time and final comments added. Once finalized and the COMPLETE AND SUBMIT button is selected the form is locked. The last step for the manager is to SIGN OFF the appraisal, from the Task Status screen click the Sign Off button there is no requirement to re-open the form. 6

8 Employee Sign-Off The eappraisal is now published for the employee to view, add their final comments and sign off. An notification will be sent to the employee, (after the employee clicks Sign Off), as in the screen shot above. By following the link from the notification, the form will open. The employee should review the final form and add comments to the Final Overview area. When done, clicking the Sign-off button indicates the form has been read and the content understood. Second Level Removed Sign-Off The manager second removed will similarly receive and notification to add final comments and sign off. Following the links to the Task Status page, the manager second removed will have a task to. Clicking on here will open the form for comments and sign-off. This is the final step in the process and the form is then officially published on the Evaluations page under My Performance. 2. Annual Goal Setting Process As part of the Performance Management Cycle, annual goals/key deliverables and professional development plans will be established at the beginning of each performance year. These goals and development plans will be developed with collaboration between the manager and the employee. When finalized, this the contents of the form will be imported to the My Performance page where they can be updated and tracked by the employee and manager throughout the year. Additionally, new goals can be added or removed throughout the year on the My Performance page as reviewed in the next section of the Guide. There are four steps in the Annual Goal Setting process: 1. Employee Writes Goals and Development Plans 2. Manager Reviews/Approves Goals and Development Plans 3. Manager Finalizes the Form 4. Employee Signs Off Each time a step is to be completed a task notification is ed to the user responsible. The notification has a hyperlink to Halogen where the task is to be completed. Goals/Key Deliverables/Initiatives: Are observable and measurable Have one or more objectives to be Are to be achieved within a specified timeframe, often over a period of months and may be broken down into smaller projects Are specific, but big-picture and should not be confused with tasks, which are the steps that must be taken within a project in order to achieve a goal 7

9 Example: Key Performance Indicators (KPIs): Are quantifiable measures of performance used to evaluate the success or progress of a particular activity towards the organization's strategic priorities Are quantitative or qualitative, and measured against established target values May be independent or consolidated with other KPIs to provide insight to team, divisional or organizational performance Example: HELPFUL HINTS Should additional Goals need to be added select for additional boxes. When adding a Key Performance Indicator, start the title with KPI, this will make them easy to identify in the Goals section of My Performance. As with any electronic document, it is recommended to save frequently. New Aspirations Section A new section has been added to the Annual Goals form which will ask employees to identify their short term and long term career aspirations. The manager can then make a recommendation regarding the direction. Ideas discussed here should be expanded on as 8

10 new Development Plans are set for the year through the Annual Goal Setting Process. Professional Development Plans: Development Plans identify learning needs or opportunities to promote growth and support employees by: enhancing their job skills obtaining job-related knowledge and information increasing productivity and efficiency, and/or preparing for higher-level positions Can be linked to core competencies, (as defined at the bottom of the form) Any competency on the preceding year's Performance Review which was rated as Not Demonstrated should have a related Professional Development Plan with a projected date of completion Example: Saving and Completing the form To save the Goal Setting Form and return at a later time, click SAVE at the top right of the form. When a form has been saved it is only visible to the author, not to the manager. To finalize the form and publish it for the manager to view, select COMPLETE AND SUBMIT. When Complete and Submit is selected, a Spell Check and Language Check will run automatically. When an employee has completed and submitted the Goal Setting form a notification to Review and Approve the form will be sent to the manager s . The hyperlink will take the user to the home page of Halogen which lists the tasks. Clicking the task will move the user to the Task Status page. 9

11 The Task Bar along the top of the screen indicates the steps in a process. The manager steps are in blue font. Above the task bar are the due dates for each task and below are symbols to indicate the status of each step. In the screen shot below, the task Review and approve goals and development plans for direct reports is flagged with a yellow dot indicating that it is ready to be acted on. Clicking on the blue task will display the records for the employees who are at the step in the process. Selecting Review and Approve will open the pre-populated employee form. The manager is to review the content, and either the form as is, or which returns the form to the employee in an editable format so changes can be made by the employee. SEND BACK TO AUTHOR Should changes be required on the form, it will need to be returned to the employee. The Employee is the only one with editing access to this. If Send Back to Author is selected, the employee will receive a task to write goals and development plans and the form is again editable for the employee. APPROVED - If approved the Manager receives the next task: Populate the form with employee information. This step simply finalizes the approved form, publishes an approved copy for the employee and sends a notification to the employee to sign off the form. Open the goal setting form and Click Sign Off at the top of the form. This sign-off indicates the form has been read, the content understood and agreed to. The signed-off form will be visible under the Evaluations section of the My Performance. On-Going Performance Each user has access to Personal Pages, in the My Performance area which can be used throughout the year to monitor and update progress on Goals/KPIs and Development Plans. Goals and Development Plans established in the Annual Goal Setting process will be imported to this page once approved. At the end of the performance year, the updated goals and development plans will be imported to the Annual Performance Review form. From this page an employee can also add journal notes and attach documents or record significant performance events. 10

12 A manager can access the My Performance of their direct reports through the My Employees tab. GOALS Goals and KPIs established in the Goal Setting process are automatically imported to the Goals section of the Personal Pages. Throughout the year, these goals can be tracked, the status updated and notes added on significant events, (i.e. challenges, successes, changes to resources/dependencies or timelines). A progress flag indicates if the goal is on track, while the % complete indicates the amount of work that has been completed towards the goal. Goal can be updated by either the employee or the manager by clicking on the goal title and completing the pop up box. At the end of the performance year these up to date goals will be imported into the Annual Performance Review form. New goals can be added on this screen by selecting the Add button on the right hand side of the black bar at the top of the page. If these goals are linked to one of the strategic priorities, they will need to be approved by the manager, a notification will be generated when the tick box is selected. Linked Goals will be in draft status until they have been approved. Goals created by the employee can also be deleted from this screen, however an employee cannot delete a goal added by the manager. 11

13 HELPFUL HINTS When adding a Key Performance Indicator, start the title with KPI, this will make them easy to identify in the Goals section of My Performance. Managers access the personal pages of their direct reports on the My Employees tab of the top black navigation bar. DEVELOPMENT PLANS Development Plans established in the Goal Setting process will be automatically imported to the Development Plan section of the Personal Pages after the form has been signed off. Throughout the year, these plans can be tracked and status updated by either the manager or the employee by clicking on the development plan title and completing the pop up box. At the end of the performance year these up to date development plans will be imported into the Annual Performance Review form. 12

14 New Development Plans can be added on this page by selecting the Add button on the right hand side of the black bar at the top of the page. Development Plans created by the employee can also be deleted from this screen. FEEDBACK/JOURNAL NOTES Notes can be added on the Feedback page which enables an employee to record accomplishments throughout the year. At the end of the performance year, any Feedback items can be attached directly into the annual review. Journal Notes can be private, or can be set as shared with the immediate manager, second removed and above. New Journal Notes can be added by selecting the Add button on the right hand side of the black bar and completing the pop-up box. By default all notes are private, (only the author can see); in order to share the note with the manager the tick box below the description will need to be selected. Journal Notes created by the employee can also be deleted from this screen. A manager can add notes to the Feedback page of a direct report. A manager s feedback can be categorized as: Manager Note, Observation, Coaching Tip or Recognition. This note can be private or shared with the employee, (by selecting the tick box at the bottom of the description). EVALUATIONS 13

15 From the Evaluations Screen on the Personal Pages, an employee can view previously completed eappraisals and Goal Setting forms which have been signed off. By clicking on the title of the past appraisal/goal setting form in the left column the official/approved form will display. The View link under self-evaluation on the right will display the self-appraisal with only the employee s comments. DOCUMENTS Employees can add, view and delete documents in the Personal Pages that are relevant to performance. For example, this could be a scanned a letter of recommendation or a copy of an educational certificate which has been saved to the desktop or one of the drives. Documents are added by selecting the Add button on the right hand side of the black and completing the pop-up box (naming the document, browsing and selecting the desired file). Managers additionally have a My Employees tab on the black navigation bar which gives viewing and editing access to the My Performance pages of direct reports. This page gives an overall view of the direct reports in Halogen and what records they have added to the system. Looking at the screen shot below, the first employee has 9 Goals, 4 Development Plans, added one Journal Note and one Evaluation. By selecting any of the links (blue font) you will be directed to that employee s My Performance Page to view the entries in detail. For example, when the 9 is selected under Goals for the first employee, the screen refreshes to that employee s My Performance Page. 14

16 Note: Viewing access, (who is in your view) is determined by the name displayed in the Viewing drop down ( ). To select another direct report, use the drop down here and select another name. 15