Performance Development Web System Instructions. PDP Enhancements

Transcription

1 Perfrmance Develpment Web System Instructins T reprt PDS technical/systems prblems r issues, please pds@temple.edu PDP Enhancements Eliminating the need t scrll dwn t yur previus spt n a PDP after an update. 2. Additin f Reviewer wh created PDP and Current Reviewer This will save yu frm calling HR t tell us that an emplyee s previus supervisr is listed n the PDP. 3. Under direct reprts PDP status clumn, PDP required withut rating was added This enhancement will remind supervisrs that PDPs must be started fr emplyees during their intrductry perid and that a rating is nt required fr emplyees wh start after January 1, f the current review perid. 4. Rating scale additins f 1.5, 2.5, 3.5. (Please nte: Cmparing this year s PDP scre with yur scre frm prir years, where yur reviewer may have runded up r dwn, can be misleading and therefre higher r lwer PDP scres may be related t the scale change as well as differences in perfrmance.) 5. Yu will be reminded early and ften t save yur wrk. There is a 15 minute time ut feature n the PDS s please save yur wrk as ften as yu can. 6. Emplyees may nw add cmments in the bdy f the PDP after it has been rated and sent t them fr review. 7. The Save buttn will always be visible n matter what screen view is n a cmputer. 8. The Create Print Frmat buttn has been renamed Create Read/Print Frmat buttn. This allws yu t see and, if yu chse, print a PDP with all cmments visible withut having t use the view mre links fund n the PDP in the regular frmat. 9. Once emplyees PDPs are beynd the wrk in prgress status, the Create PDP fr next year will appear and will allw bth emplyees and supervisrs the pprtunity t begin FY 2007/08 PDPs. Teamwrk and Cllabratin will be the University wide cmpetency and will be pre set. 10.PDPs fr emplyees wh n lnger wrk at the University will be saved in an archive file and supervisrs will n lnger see them in their PDP hierarchy. FY PDP Due Dates: June 8, 2007 fr Nn Unin PDPs June 29, 2007 fr Unin PDPs (please cntact us if yu need t discuss an extensin)

2 PDP Enhancements Either reviewer/supervisr r emplyee can start a PDP. 2. Reviewer/supervisr and emplyee can add cmments t the PDP thrughut the year. 3. Ability fr reviewer/supervisrs t review all emplyees PDPs in their hierarchy at any stage f develpment/review. 4. Imprved print functin. 5. Rate all cmpetencies feature allwing cre and rle cmpetencies t be rated withut page refreshing each time. 6. Ability fr reviewer/supervisr t lck the PDP. 7. Reviewer s cmments required fr all essential functins and gals befre they can be rated /07 gals are required n current year PDP. 9. ntificatins/reminders. a. Ntice t reviewer/supervisr that PDP has nt been created and t create ne immediately. b. Ntice t reviewer s supervisr that a PDP has been sent fr review/ cmments, and that PDP must then be sent back t the reviewer. c. Ntice frm reviewer s supervisr t reviewer annuncing that PDP has been reviewed and is awaiting actin (make changes r send t emplyee as is). This ntificatin will remind reviewer t meet with emplyee t review the PDP befre it is sent t the emplyee. d. Ntice t emplyee that PDP has been cmpleted and is awaiting ``` review. This ntificatin will infrm emplyees that they may add cmments and then click either the Reviewed and Agree buttn r the Reviewed and Disagree buttn. e. Ntice t Reviewer frm Emplyee stating If yu chse nt t make any changes, the PDP prcess is cmpleted and the Human Resurces Department nw has it in its data base as a finalized PDP. Yu shuld nw begin the next year s PDP. If yu chse t make any changes, yu must first click n the Revise Rated PDP buttn. This ensures that the PDP will be returned t the emplyee fr review after yu have made mdificatins.

3 Getting Started: Creating a PDP Either the emplyee r the reviewer may lg nt the applicatin t bring up the Hme Page. T lg n, use Internet Explrer and enter this address: pds.temple.edu. Direct links t the PDS are als available n the HR website and n the Prtal. Enter Accessnet user name int the Accessnet User Name Bx and passwrd int the Passwrd bx (this is the same User name and passwrd used fr TU Mail). Click n submit. This will pen yur hme welcme screen where yu will be greeted by name. Emplyees can click the buttn, Create a PDP fr the Current Review Perid t begin their PDPs. Fr reviewers, the hme page includes an alphabetical list f direct reprts. Click n the name f a direct reprt t gain access t his/her PDP. Next t the name f the direct reprt will be the status f the emplyee s PDP, i.e., PDP Nt Required, PDP required withut rating, Wrk in Prgress, Submitted t Reviewer s Supervisr fr Review r Submitted t Emplyee Review. The emplyee s status is als prvided and indicates if the emplyee is currently wrking at the University (active status). PDPs nly need t be created fr active status emplyees and rated nly fr emplyees wh were hired prir t December 31 f the current fiscal year. Terminated emplyees have been mved t a archive file that HR can access. PDP Details Sectin This sectin includes the fllwing infrmatin: Emplyee s Name, Psitin and Title; Reviewer s Name and Title; Evaluatin Perid; the final rating and ther pertinent data including dates f planning and evaluatin meetings and the Emplyee Sign Off date. The system autmatically enters dates fr all prcesses except meeting dates. The reviewers versin f PDP Details sectin includes an electrnic calendar t set the dates f the Planning Meeting and the Final Evaluatin Meeting. T add these required meeting dates and reviewer r emplyee cmments, click n the Edit PDP Details buttn. These dates must be cmpleted befre a rated PDP can be sent t the Reviewer s Supervisr r the Emplyee.

4 The reviewers versin f PDP Details sectin als includes a Lck/Unlck buttn. When lcked by the reviewer, the emplyee may nt edit, delete r add Essential Functins, Gals and Prjects, and Cmpetencies n his/her wn PDP, but may cntinue t add cmments. A Read/Print PDP buttn is available in this sectin fr bth Emplyee and Reviewer. Part I Essential Functins This sectin cntains the essential functins designated as the emplyee s respnsibility. Essential Functin infrmatin can be inserted int this sectin by imprting this infrmatin frm the previus year s PDP. The Imprt Essential Functins prcess allws a reviewer r an emplyee t imprt Essential Functins frm ne PDP int anther. This alleviates having t manually enter this infrmatin which tends t stay the same each year. T imprt infrmatin frm ne year s PDP int the next: Click n the Imprt Essential Functins buttn. This buttn will nly appear if essential functins have nt been added t the PDP and if the PDP frm the previus year has essential functins The page will refresh with the imprted infrmatin. Essential Functins may be added, deleted, edited and rated (nte: there must be a reviewer s cmment befre rating). Emplyees and reviewers may add cmments t a PDP at any time during a rating perid. T add dated cmments in this sectin: mve the cursr ver the Essential Functin which will change frm blue t red, indicating that clicking n it will link t the sectin where Cmments are added click Add which will reveal an area in which Cmments may be added. Nte: Reviewer s cmments can be seen by the Reviewer s Supervisr at all stages f the prcess but by emplyees nly when PDP is in Sent t Emplyee status. Emplyee s cmments als may be seen by the supervisr at all stages f the prcess. date Cmments by clicking n the calendar t the right f the Review perid space save Cmments by clicking n Save, lcated n the right f the page remember after 15 minutes f n activity, the system times ut and cmments may be lst. clicking Cancel will delete yur Cmment entry and return yu t the main dcument

5 A reviewer will nt be able t rate an essential functin item withut having first made a cmment in the Reviewer s Cmments Sectin. Part II Gals and Prjects This sectin cntains the gals and prjects assigned t an emplyee during an evaluatin perid. T add, click n Add Gals, enter gal in the space, and click Save. Page will autmatically refresh. Gals/Prjects may als be deleted, edited, and rated (nte: there must be a reviewer s cmment befre rating) Emplyees and reviewers may add cmments t a PDP at any time during a rating perid. T add dated cmments in this sectin: mve the cursr ver the Gal/Prject which will change frm blue t red, indicating that clicking n it will link t the sectin where Cmments are added click Add which will reveal an area in which Cmments may be added Nte: Reviewer cmments can be seen by the Reviewer s Supervisr at all stages f the prcess and emplyee s cmments can be seen by the Emplyee s Supervisr at all stages f the prcess date Cmments by clicking n the calendar t the right f the Review perid space save Cmments by clicking n Save, lcated n the right f the page remember after 15 minutes f n activity, the system times ut and cmments may be lst. clicking Cancel will return yu t the PDP withut saving yur changes. clicking Delete will remve yur cmment A reviewer will nt be able t rate a gal r prject withut having first made a cmment in the Reviewer s Cmments Sectin Part III Cmpetencies A. Cmpetency Develpment Cre cmpetencies include values/skill/capabilities that are institutinwide. Rle related cmpetencies are thse that are essential in certain psitins. T add a cmpetency in the Cmpetency Develpment sectin: click Add Cre Cmpetency and/r Add Rle Cmpetency scrll dwn either the Cre Cmpetencies r Rle Cmpetencies lists and identify cmpetencies t be added t the PDP

6 t add a cmpetency, click n the bx t the left f the cmpetency descriptin and click the Save buttn selected cmpetencies will mve frm Part III B t Part III A. Yu may delete any cmpetency yu have chsen except fr the pre set mandated University wide develpmental cmpetency, which is Teamwrk and Cllabratin fr FY 2007/08. Yu may als create, cpy, paste and edit Develpmental Activities and Cmments by using the same prcess used fr Essential Functins and Gals/Prjects. Final Rating (This sectin is fr Reviewers nly) T rate an emplyee at the end f the fiscal year: Revisit each Essential Functin, gal/prject, cmpetency t be develped and all remaining cre and selected rle related cmpetencies and mve the cursr ver each rating. System will nt accept a rating fr Essential functins and Gals/ Prjects if reviewer s cmments have nt been added All cre cmpetencies must be rated. Rating number will turn frm blue t red, indicating that clicking n it will bring up the screen that will allw the item t be rated. All cre and rle related cmpetencies must be rated individually but system enhancement includes a Rate All feature. This feature eliminates the need fr the system t refresh after each individual rating. Yu must rate nly thse rle cmpetencies yu select. Rle related cmpetencies selected in errr may be deleted by mving the cursr ver the Rle Cmpetency which will change frm blue t red, indicating that clicking n it will link t the sectin where the delete buttn appears. As Parts I, II and III f an Emplyee s PDP are rated, the final rating will be electrnically calculated t tw decimal places and displayed in the PDP Details sectin. The PDP is weighted with 40% fr Essential Functins, 40% fr Gals/Prjects, and 20% fr all Cmpetencies. Part IV: Future Gals and Prjects This sectin f the PDP is required prir t sending the PDP t the reviewer s supervisr r t the emplyee. Either the emplyee r the Reviewer must enter anticipated gals fr the upcming fiscal year. Yu will be able t imprt these gals and edit, add, r delete gals nt the emplyee s next FY PDP.

7 Reviewer s Supervisr Review/Apprval (This sectin is fr Reviewers nly) After all items have been rated and all ther required data entered, click Send t Reviewer s Supervisr fr review nly if this is required by the reviewer s supervisr. If the reviewer is nt required t send t his/her supervisr, the reviewer shuld prceed directly t instructins fr Reviewer Submissin t Emplyee. If infrmatin is missing, the system will annunce and detail what is missing and will nt allw the prcess t cntinue until all infrmatin is prvided. The Reviewer s Supervisr is unable t make any changes t the PDP. When the Reviewer s Supervisr signs n t the system and reaches the hme page, the status fr the sent PDP will be awaiting review by reviewer s supervisr. The reviewer s supervisr will receive a systemgenerated e mail reminder that there is a PDP awaiting review. T view the PDP, click n the Review perid which will turn red. The Reviewer s Supervisr is nw able t review the PDP sent frm the Reviewer. T write a cmment that will nly be seen by the Reviewer, click Edit PDP Details. A bx will appear and cmments can be written inside. T exit cmment bx, click Save. T return t the Reviewer, click Sign Off and Return t Reviewer. Reviewer Submissin t Emplyee (This sectin is fr Reviewers nly) Reviewer may either send a PDP t an emplyee directly r after receiving it back frm his/her supervisr depending n prcedure required by the reviewer s supervisr. If sending directly t emplyee, the reviewer shuld meet with the emplyee and review PDP ratings and the gals fr the fllwing year, add the Date f Evaluatin Meeting in the PDP Details Sectin, and then submit the PDP t the emplyee by clicking the Submit t Emplyee buttn. If PDP was first sent t Reviewer s Supervisr and then returned t reviewer, the PDP status will state Reviewed by Reviewer s Supervisr. Reviewer will als receive an e mail stating the PDP has been reviewed by the Reviewer s supervisr and is awaiting further actin. T view Reviewer s Supervisrs cmments, click emplyee s name, click Review Perid, and then click Click t View Reviewer s Supervisr s Cmments.

8 T make changes t any area f the PDP, fllw previus instructins fr editing PDP cntent r ratings. Emplyee Review and Final Submissin Emplyee enters Accessnet user name int the Accessnet User Name bx and passwrd int the Passwrd bx (this is the same User name and passwrd used fr TU mail) and then clicks submit. This will pen the emplyee s hme screen with a menu n the tp f the cmputer screen and the status f the Perfrmance Develpment Plan visible. Review perid and Submitted fr Emplyee Review will appear under Status. Review perid will als be visible. Emplyee clicks Review perid (which will turn frm blue t red) and PDP sent frm Reviewer will be visible fr review. Final rating and ther pertinent infrmatin are prvided in PDP Details sectin Emplyee can then review PDP and add final cmments. T add cmments, click Edit PDP Details, use text bx prvided, and then click Save. Cmments will appear in PDP Details sectin. Cmments can als be added fr Essential Functins, Gals, and Develpmental Cmpetencies by clicking n any f them. Emplyee can then review the PDP by clicking the apprpriate buttn and chsing either the Reviewed and Agree buttn r the Reviewed and Disagree buttn. Reviewer will receive an ntice stating If yu chse nt t make any changes, the PDP prcess is cmplete and the Human Resurces Department nw has it in its data base as a finalized PDP. Yu shuld nw begin the next fiscal year s PDP prcess. If yu chse t make any changes, yu must first click n the Revised Rated PDP buttn in the PDP Details sectin. This ensures that the PDP will be returned t the emplyee fr review after yu have made mdificatins. T reprt PDS technical/systems prblems r issues, please pds@temple.edu