SUPERVISOR MANAGER INSTRUCTIONS e-appraisal Workbook. In partnership with:

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1 SUPERVISOR MANAGER INSTRUCTIONS e-appraisal Workbook In partnership with:

2 Table of Contents Navigation... 2 To Search for an Employee:... 3 Importing Documents... 4 Completing Appraisals for your Direct Reports... 6 Appraisal Form... 7 Fast Path function... 8 Completing the form... 9 Goals/Action Steps Comment Helper Coaching Tip Assigning Secondary Managers to Your Direct Reports Meeting With your Direct Reports Add a New Goal Reporting Dashboard Reports Additional Resources Halogen Helpers Charlotte s Web Halogen Tutorial

3 Navigation Supervisors and managers have two sections on the main menu: the My Performance section (circled in green below) is the same as non-supervisory employees, and contains the information relating to your individual performance (refer to Employee Instruction manual). The rest of the information pertains to the employees that report to you either directly or indirectly. The My Employees area allows managers to manage their employees Personal Pages. To access it, click on the My Employees icon circled in red below: To assist in managing employee information, the My Employees area provides search and filtering tools for locating specific employees. 2

4 To Search for an Employee: -Enter the first letters of a name in the First Name or Last Name fields. The more letters you enter the more precise the search results will be. -Click the Search button. All employees that match your entries will display in the results list. - To clear the search results, click the Show All button. -To perform an advanced search, click the Advanced button. To hide the advanced search panel, click the Advanced button a second time. From this section, you can view your employees Goals, Feedback, Past Evaluations, and any documents that have been attached to the employee s record, simply by clicking on the corresponding links. Click the Home button to return to your Home Page. 3

5 Importing Documents Managers and Human Resources staff have access to import documents they feel are significant to an employee s performance. To import a document to one of your employee s Personal Pages, click on the My Employees link: This will open the list of your direct reports. The Documents icon is on the far right: Click the Documents icon and the list of current documents will display, as well as the option to Add New 4

6 Click the Add New button, and an Import Document section will display: Click the Browse button to find the document you wish to import; provide a title and indicate whether or not the document should be visible to the employee. Click the OK button to complete the action. The document will now be listed and available for viewing: To view the document, simply click on the title of the document (in blue font). 5

7 Completing Appraisals for your Direct Reports Items requiring action on your behalf will be displayed on your Home Page. Click each item to move to the corresponding page. Click on the Complete appraisals for your direct reports link. A list of your direct reports will display, similar to this example: Task due dates are listed across the top of each task. 6

8 The Appraisals to Complete page presents a list of appraisals that have been assigned for you to complete. The states for each appraisal are: -Edit Appraisal the appraisal has not yet been completed. Click the Edit Appraisal link to open and complete the appraisal. -Pending Review the appraisal is completed and has been submitted to your immediate supervisor for approval. It will remain in the Pending Review state until it has been fully approved. If the appraisal is not approved, it will revert back to the Edit Appraisal state for you to make any changes required. -Completed the appraisal has been completed and approved. The access icons to the right are links to the completed appraisals that the manager has written and the completed self-appraisal that the employee has written (if applicable). Click the access icons at any time to view an appraisal. Please note that these appraisals cannot be edited. Complete the appraisals for your direct reports: select the appropriate radio buttons in the competency sections o comments are required for ratings: Stellar Partially Meets Expectations Does Not Meet Expectations rate last year s goals (weighting of goals must equal 100%) key in new goals (weighting of goals must equal 100%) add comments and annotations throughout as appropriate. Appraisal Form This is where the Performance Appraisal begins. The Employee Information section: name, department, hire date, etc. is automatically filled in for you. If the title, department, or supervisor information is incorrect, you can change it before the document is saved for the first time. After the document is initially saved and completed, this information cannot be subsequently changed. 7

9 Fast Path function The menu on the left in blue is a table of contents and allows you to jump immediately to that section. The example below demonstrates this tool. Click on Job Skills to jump to this section and begin entering a score and comments. To jump to Job Skills click here 8

10 Completing the form Go through each section carefully. When you are considering a rating, be as objective as possible and take the full evaluation period into consideration. Be aware of and make attempts to avoid the recency effect (evaluating only recent events) by reviewing feedback entered throughout the year. The Rating Key is as follows: Rating Key: Stellar = 5 Exceeds Expectations: 4 Successfully Meets = 3 Partially Meets Expectations: 1.5 Does Not Meet = 0 The Score is automatically filled in when a Rating is selected 9

11 PAST GOALS: The Past Goals section of the form is auto-populated from the Goals section of Halogen (shown below). The Past Goals form section has room for up to three (3) Past Goals. If the goals that are displaying are not the correct goals, you may click on the Copy Goal button to the left of the goal displayed to select and copy and correct goal. Incorrect goals that have inadvertently been imported, can be deleted by clicking on the pink eraser icon to the left of the goal. Complete the remaining competencies as above including Part 3 Goals/Action Steps. Goals/Action Steps Managers and employees should collaborate in developing employee goals for the coming year. All goals set should follow the SMART criteria: Specific Measurable Attainable Relevant Time-bound In addition, all individual goals must be aligned with and linked to organizational goals. Aligning goals means that the individual goal should support the accomplishment of the organizational goal. Linking the individual goal to the organizational goal can be done by click the gold Link goal. button next to the goal text box and selecting the appropriate BCC 10

12 NOTE: There is a difference between SAVE and COMPLETE when exiting the form. Complete Save Your comments on the Appraisal form do not have to be completed in one sitting. Save: If you are not finished and need to exit the form click the button. This option saves your work and enables you to return to the form at another time to complete/edit/revise. Complete: When you have completely finished entering information into the form and are ready to send it to the next step, click the button. Your form will be saved in the system and forwarded to the next step. Please note that once you have clicked the Complete button you will not be able to make any further changes to the form. 11

13 Comment Helper Comment helper provides you with a quick and easy method of creating appropriate comments for your direct reports on their competencies. The comment helper can assist you in creating your own appropriate comments for your direct reports by offering suggested comments based on the rating scale. Click the pencil icon below the competency you want to use comment helper for. -In the Subcategory list, select a subcategory; In the Comment Level drop-down list, select a level or use the slide bar to select a comment. 12

14 Click either the Male or Female radio button to select the appropriate gender of the employee ( He comments or She comments). - Click the Add to Your Comment button to add the comment to the Your Comment area. - Click the OK button to save your comments. Tip: You can edit the text in the Your Comment area if necessary. 13

15 Coaching Tip Coaching Tips are available in the Comment Helper section. While these tips may be viewed while writing the appraisal, we ask that you do not utilize the Coaching Tips in the appraisal form itself. DO NOT click on Add to Your Comment for Coaching Tips Assigning Secondary Managers to Your Direct Reports You may request that another manager assist you in evaluating a direct report. To accomplish this, simply select which employee(s) you would like to assign by clicking on the box by their name from this panel and click 14

16 Type in the manager s name (or a portion of the manager s name). Highlight the correct name from the list populated and click OK. Once you have clicked OK, the employee s review will be automatically routed to the chosen manager. This tool may be particularly useful in instances where an employee worked for more than one manager during the year. The appropriate manager(s) can be assigned access so they can key in the appropriate section(s) of the performance review. The manager should then save the review (do not use the Complete button). While the information keyed in by all managers will be saved in the document, the originating manager is still responsible for meeting with the employee and conducting the final signoff at the end of the process. 15

17 Meeting With your Direct Reports You will be required to meet with your direct reports to review and discuss their appraisal. When you have been assigned this task, you will see Manager Meets with Employee to Review Evaluation and Add Comments on your Home Page. 16

18 Click on the blue text, and a list of your employees will appear. Follow the icons to determine which employees have tasks for you to complete: -While meeting with the employee, you can click the green check icon in the Self column to view the employee s self-appraisal (if a self-appraisal was conducted). While open, you may print or convert the form to PDF. Converting to PDF is suggested before printing an appraisal. Click the blue link to open the employee s evaluation form: -When you have finished meeting with your employee and adding any final comments, click the Complete button at the top of the form. Once this step has been completed, the form will be routed back to the employee for their final comments and sign-off. 17

19 Add a New Goal During the year, you may want to add a new goal for an employee that was not listed on the previous performance evaluation. To do this, go the My Employees tab and click on the employee s name. This will redirect you to the employees goal page where you can click Add to add a new goal. 18

20 Enter the following information: Title: Name for the goal Details: Explanation/description Weight: You can decide if one goal has a higher impact on results than the other(s). Weight should be entered as a percentage. Linked Goals: Each and every goal is required to be linked to the Organization s Goals set by the BCC. Start Date, Due Date, and/or Completed Date: Enter as applicable. To link a goal Select the Linked to: icon to select the appropriate BCC goal. Goals can and should be added/deleted/updated throughout the year as applicable. 19

21 Reporting Dashboard It provides a graphical means of viewing your data, complete with filtering capabilities, and it can be used to compare data from separate processes to capture trends. From most graphs and charts, you can also access and export associated textual reports. Reports It provides a graphical means of viewing your data, complete with filtering capabilities, and it can be used to compare data from separate processes to capture trends. From most graphs and charts, you can also access and export associated textual reports. 20

22 Additional Resources Halogen Helpers For additional assistance contact your Halogen Helper listed below: Administration/PIO Caroline Wannall Budget & Administrative Services Linda Angelo CCU Norma Corso Community Services Cindy DiGiacomo Community Development Andra Bogardus Economic Development Kathy Knee Facilities Teri Salomon Fiscal Human Resources Kathy Brantley Human Resources Eve Sweeting Human Services Ellen Betz Public Safety Jessica Hernandez-Parkman Public Works Colleen Barbour Tourism Elizabeth Parker Charlotte s Web Additional resources and a FAQ section are available on Charlotte s Web at this link: 21

23 Halogen Tutorial The software vendor, Halogen, has provided an excellent tutorial that explains all of the components of the program. Halogen offers a number of integrated modules of their software; since the tutorial provides information on modules that we are not utilizing at the present time, we've provided a list of the pages that explain the components that we ARE using, and that you should familiarize yourself with. You can simply disregard the pages that have been crossed out. 22

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25 Revised: April