Version: 1.1 Updated: 12/05/2013. Gilbane Federal Annual Performance Appraisal Process Guidebook

Transcription

1 Version: 1.1 Updated: 12/05/2013 Gilbane Federal Annual Performance Appraisal Process Guidebook

2 Table of Contents Overview 2 Workflow 2 Launching Workflow Tasks 3 Select Feedback Providers 5 Manager Approval of Feedback Providers 8 Enter Self Appraisal 9 Completing the Self Appraisal 9 Complete Employee Appraisal (Manager) 12 Completing a Team Matrix for a Co-Worker 13 Manager s Manager Review 15 Discuss Performance Appraisal with Employee 15 Employee Acknowledgement 18 Frequently Asked Questions 19 Version 1.1 Internal Document 1

3 Overview Gilbane Federal utilizes an online performance appraisal system to manage the employee appraisal process. The online system allows the employee to receive peer feedback and collaborate with their manager in goal setting. In this manual we will review how to complete the tasks in the employee appraisal process. Workflow The Online Appraisal System employs an integrated workflow to assist the employee as they complete the required tasks for the employee appraisal process. The workflow contains these steps: If Re-Write is Needed Select Feedback Providers Approve Feedback Providers Complete Self- Appraisal Complete Employee -Appraisal Approve / Request Re-write of Appraisal Meet and Review Final Appraisal Employee / Manager Signoff 1. Employee: Select up to 3 employees to provide feedback on your performance a. If your supervisor has changed since your last performance appraisal you must add your previous supervisor as a reviewer in addition to the 3 employees you select 2. Manager: Reviews and approves the list of feedback providers 3. Employee: Complete self-appraisal 4. Manager: Complete appraisal of employee 5. Manager s Manager: The manager s manager will review the employee and manager submitted appraisal and sign off of the content within 6. Employee and Manager: Meet to discuss the content in the appraisal system and finalize appraisal and goal setting for next year and sign off in the system 7. Employee and Manager: Acknowledge the process is complete Version 1.1 Internal Document 2

4 Each user will receive an when the appraisal enters a step in the workflow they are required to take action on. Launching Workflow Tasks When a workflow task that is assigned to you has started, you will receive an notification. This notification contains a link that will bring you directly into Online Appraisal System. Version 1.1 Internal Document 3

5 If you access from outside the Gilbane network, single sign is not available. You can log into the system using these simple instructions: 1. Use your employee ID as the username 2. Use gilbane as you password 3. Click Reset password to get a password Once you are in the Online Appraisal System you will launch the task by clicking its current status from the My To Do s section. Version 1.1 Internal Document 4

6 Employees can access the Online Appraisal by selecting the Online Appraisal System link from the Gilbane Information Portal We ll post a link to the site as well as this guide and other supporting information in the News & Information section of the Home Page. This information will remain in this area for the duration of the Performance Appraisal Process. If you have any trouble accessing the site or have other technical questions (non-performance Appraisal related) please send an to business.systems@itsi.com. Select Feedback Providers When selecting Feedback Providers you will select employees that you have worked with throughout the course of the year. In addition, if your supervisor has changed since your last performance appraisal you must select your previous supervisor in addition to three other employees you have worked with during the year. To select Feedback Providers for your performance appraisal: 1. Select the current status of the task from your To Do List Version 1.1 Internal Document 5

7 2. Expand the Add Reviewers section 3. Use the Search function to select the employee you wish to add as a Feedback Provider 4. Place a check mark next to the employee(s) you wish to add as a Feedback Provider and click Select Version 1.1 Internal Document 6

8 5. Your selected Feedback Providers will be displayed in the Selected Reviewers field. Continue the above process until you have selected all of your Feedback Providers for your appraisal. a. You can delete reviewers by clicking the Remove ( )button 6. To save your selections but not complete your task select Save. 7. To save your selections, complete your workflow task, and forward your list of Feedback Providers to your manager select Save and Submit. Version 1.1 Internal Document 7

9 Manager Approval of Feedback Providers Once the Employee submits their list of Feedback Providers the manager will receive an alerting them of the action to review and approve the list. To complete this step, 1. Select the Status of the Approve team matrix reviewers task 2. You can add or remove Feedback Providers by following the same steps the Employee used to submit. 3. To save your selections but not complete your task select Save. Version 1.1 Internal Document 8

10 4. To save your selections, complete your workflow task, and forward your list of Feedback Providers to your manager select Save and Submit. When you complete this action step the employees noted as Feedback Providers will receive an alerting them that they have been selected to provide feedback on the employee. Enter Self Appraisal Once your manager finalizes your Feedback Providers you will receive an notification alerting you to complete your Self Appraisal. Completing the Self Appraisal To complete the Self Appraisal: 1. Select the Status of the Complete an appraisal for self task Version 1.1 Internal Document 9

11 2. Complete all sections of the Self Appraisal To add text to a section click the caption button ( ) to bring up an editable text box. 3. In Section 5 - Evaluation Criteria and factors, identify your current level of performance for each criteria noted. a. A comments box is available for each section where you can provide additional context. Version 1.1 Internal Document 10

12 Self Appraisal sections include: Section Current Period s objectives/goals Major responsibilities/ accomplishments in the review period Areas of development Goals and objectives for the coming year Evaluation Criteria and factors Description Provide the status and outcomes of your performance goals from the previous performance period. You can access your previous year s objectives in this section for reference and review. Provide the status and outcomes of the responsibilities/ accomplishments you had during the review period. You can access your previous year s information in this section for reference and review. Provide specific detailed examples areas where you need further development. Define your goals and objectives for the new performance period. Your goals should be measurable, include a timeframe, and show a clear link to Gilbane s strategic objectives. Use the drop down menus to rate your performance and provide comments relative to the criteria and factors listed (Quality of Work; Productivity; Judgment; Interpersonal Relationships; Initiative, Self-Reliance and Dependability; Procurement; Project Based Performance). 4. To save your selections but not complete your task select Save as Draft. Version 1.1 Internal Document 11

13 5. To save your selections, complete your workflow task, and select Submit. Complete Employee Appraisal (Manager) Once an employee submits their self-appraisal, the manager will receive an alerting them that they have a task to complete. The manager will follow the same steps detailed in the employee section of this guide. Managers will be able to see their employee s responses for each item and will have separate selection boxes and text boxes to provide their feedback. Version 1.1 Internal Document 12

14 Completing a Team Matrix for a Co-Worker Once the Manager approves the list of Feedback Providers/previous supervisor(s) each person will receive an alerting them that they have been selected. When users login they will see a task in their My To Do s list for completing the team matrix review. 1. Select the Status of the Complete a team matrix for..task 2. Provide honest, constructive feedback to the employee in each of the categories Version 1.1 Internal Document 13

15 To add text to a section click the caption button ( ) to bring up an editable text box. 3. To save your selections but not complete your task select Save as Draft. 4. To save your comments and forward your feedback on this employee, select Submit. Version 1.1 Internal Document 14

16 Manager s Manager Review After the Manager and Employee complete the appraisal and competency matrix tasks the appraisal materials become accessible to the managers manager for review. The manager s manager will receive an alerting them they have a task to complete. After accessing the task the manager s manager will: 1. Approve a. Returns the appraisal to the manager as approved. 2. Request Rewrite a. Returns the appraisal to the manager as un-approved. b. The appraisal must be revised and then resubmitted to the Managers Manager. Discuss Performance Appraisal with Employee If the manager s manager has approved the Performance Appraisal then the manager will receive the Discuss Performance Appraisal with Employee task. During this task the manager and employee will meet to discuss and finalize the appraisal of the previous year s performance and the setting of goals for the upcoming year. During the meeting the Manager should click on the Status of the Discuss Performance Appraisal with Employee task. Version 1.1 Internal Document 15

17 This task contains all of the appraisals, matrixes, and feedback entered for the employee. The manager has the following actions that must take place on this task: 1. Enter the date the meeting with the employee occurred 2. Note the attendees for the meeting by placing a check next to their name in the Attended column 3. Note who signed the performance appraisal by placing a check mark in the Signed column Version 1.1 Internal Document 16

18 4. Acknowledge the meeting occurred and save the outcomes a. Notes can be added into the Comments field Printing copies of the appriasals that were submitted (self and manager appraisals, team matrix reviews) is a best practice. These can be accessed by clikcing View Appraisal and can then be printed via the Print button at the bottom of the screen. 5. After you save the Meeting Confirmation you will complete the managers portion of the performance appraisal process by clicking yes a. Clicking No or Exit will not complete the task in your My To Do s list Version 1.1 Internal Document 17

19 Employee Acknowledgement The final step in the Performance Appraisal process is for the employee to confirm the meeting with their manager took place. After accessing the task the employee can confirm the meeting details and sign off or provide additional context via the Comments box and sign off. Version 1.1 Internal Document 18

20 Frequently Asked Questions Q - How will I know when the appraisal process begins? A - On December 6 nd you will receive an invitation from HumanResources@gilbaneco.com to begin the process. Q - How do I view my appraisal from last year? A You can access your previous performance appraisals via the Human Resources application on the Portal: Go to Human Resources View Your Information View Perf App (Self). Select the year for which you would like to review your performance appraisal. Q - What do I do if the wrong manager is assigned to my appraisal? A Contact your manager and they can complete a PAF to correct this. Q - How can I get more information? A You can get more information on the process via the Gilbane Information Portal: Information will be posted in the News & Information section of the Home Page. Q Why isn t a numeric score calculated on the appraisal? A Gilbane Building Company does not utilize a numeric score in their performance appraisal process. We will follow this example in order to bring ourselves into alignment Gilbane Building Company as part of the One Company initiative. Gilbane Federal has retained the appraisal questions matrix in order to provide continuity to Gilbane Federal staff during this transition. Version 1.1 Internal Document 19