Online Performance Reviews with PeopleAdmin Employee Handbook This handbook is designed to help you, the employee, navigate the online Performance Appraisal Process using the PeopleAdmin portal. Your information is securely saved and stored using this tool. Supervisors are only able to access the reviews they are authorized for in relation to their direct reports and for those which they are selected to be a Co- Reviewer. Human Resources has access to all reviews, progress notes, history and attachments. Consult the following webpage on the WPI Human Resources website for details about the importance and value of the Performance Appraisal Process. It also includes important tips for employees while filling out the evaluation and how to get the most out of the face-to-face meetings with your supervisor. http://www.wpi.edu/offices/hr/performance.html This handbook covers the following topics: A. The Performance Appraisal Process B. How to access your reviews and the PeopleAdmin system C. How to complete your 2013 Self-Evaluation (Optional) 1. Exempt Self-Evaluation - Unique Sections 2. Non-Exempt Self-Evaluation - Unique Sections 3. Narrative Self-Evaluation - Unique Sections 4. Common Sections to All Self-Evaluation Types D. How to acknowledge your 2013 Supervisor Evaluation E. How to acknowledge your 2014 Plan F. Recording Progress in 2014 using Progress Notes Special Notice for this year: 2013 Supervisor Performance Evaluation program Plans will NOT have completed Plan goals. We will begin to see Supervisor s goals in the 2014 Performance Evaluation Programs. A. The Performance Appraisal Process Below is a process flow that defines the overall Performance Review process for 2013. The items in the colored green boxes represent the steps in the process that you as an employee are part of: Optional Co-Reviewer And/Or Optional Multi-Rater Complete 2013 Evaluation Email notifications will remind you when you need to complete a step in the process. Employee Optional Employee Completes 2013 Self-Evaluation with Goals Supervisor & Employee Review 2013 Employee Self-Evaluation and Employee Goals Supervisor Completes 2013 Employee Evaluation and 2014 Employee Plan Final Reviewer Approves or Rejects 2013 Supervisor Evaluation & Reviews 2014 Employee Plan Supervisor Sets Appointment for 2013 Review Supervisor Reviews 2013 Evaluation AND 2014 Plan with Employee Employee Acknowledges 2013 Supervisor Evaluation and 2014 Plan The first part is the optional self-evaluation which you can complete by following the access instructions below. You will then meet with your Supervisor to discuss your Self-Evaluation. Specific instructions for the unique portions of the Exempt, the Non-exempt or the Narrative versions of the evaluations will be covered individually and areas these three all have in common will be covered together. The last two parts of the process involve your face-to-face meeting with your Supervisor to discuss the 2013 Review and 2014 Plan and your acknowledgement of both of these in PeopleAdmin. Within the 2014 Plan are SMART Goals for you to accomplish throughout the year. You can mark your progress using progress notes which will allow you to insert and save text along with related attachments. Next year, you will also be 1
able to look back at the previous year s review. These are all available from your work or home PC and may even be available using your ipad or other tablet with internet connectivity. B. How to access your reviews and the PeopleAdmin system There are a couple of different ways to access the PeopleAdmin interface. The most direct way to access the portal is to click on the link from the Performance Review reminder emails you receive throughout the process. Here s a sample: Simply click on the highlighted link and it will take you to the CAS (Central Authentication Service) login screen. You will use your windows username and login. 2
This will take you directly to the Employee portal and to the Welcome or Your Action Items screen. A less direct way to access the portal is by going to the Human Resources website and clicking the PeopleAdmin link in the right-hand margin under the heading See Also. After logging in through the CAS screen, Select the PERFORMANCE module and click Go to WPI Employee Portal. Those employees who already use PeopleAdmin for Applicant Tracking will be most familiar with this method. The address www.wpi.edu/+hr will get you to the HR site..then. You can also access the PeopleAdmin employee portal from the HR website Performance appraisal pages by clicking the link Access Performance Reviews in the right hand margin of the screen. This will take you to the Employee portal and to the Welcome or Your Action Items screen. 3
C. How to complete your Self-Evaluation (Optional) If you are completing the optional Self-Evaluation, click on the blue Self Evaluation link on the Welcome or Your Action Items page. Notice on this page are the Due Date and Status columns which inform you of your action item s status and when you need to complete it by. The Action column button will let you perform the action(s) listed by clicking it. There are multiple types of evaluations. They include the Exempt, the Non-Exempt, and the Narrative versions. By default, most Exempt monthly paid staff employees will be filling out the formal Exempt Self-Evaluation. Similarly, most non-exempt bi-weekly paid staff will be filling out the formal Non-Exempt Self-Evaluation. There are some employees who will be set up to use the Narrative Self-Evaluation and those cases are specifically requested. The name of the program clearly indicates which one you have been set up for. Details for each version can be found in the pages to come. Most features are very similar and the navigation is intuitive. The sections that are different are listed under each evaluation type and the sections that are the same are captured at the end to avoid redundancy. 4
There is an Overview screen with icons for navigating to the various screens in the general process. This has been captured in the following image with a general explanation of the numbered function. You ll notice that a couple of the numbers appear in more than one place. These both perform the same function that the corresponding number describes. You will receive emails throughout the process notifying you when you have a task to complete in the process. Reminder emails will also tell you when a deadline is approaching or if a task is past due. You can access the portal at any time and see what items are waiting by going to your Welcome / Your Action Items screen. 5
1. Exempt Self-Evaluation - Unique Sections The Exempt Self-Evaluation is for Exempt Monthly paid staff employees. Each section is defined as a tab and can be navigated to by clicking the tab heading(s). Each section has its own special information to be completed. On the first tab Performance Areas, select the rating from the drop-down list for each competency based on the description. Enter any related comments for that area in the text box that follows the rating. The system will not require ratings or text for competencies so be sure to review them before completing the evaluation. You will note that the order starts with Meets Expectations which is most often the selected rating. Similarly, select the ratings and fill out the comments for the Leadership Skills section. The remaining sections can be found in the section titled Common Sections to All Self-Evaluation Types. 6
2. Non-Exempt Self-Evaluation - Unique Sections The Non-Exempt Self-Evaluation is for Non-Exempt Bi-Weekly paid staff employees. Each section is defined as a tab and can be navigated to by clicking the tab heading(s). Each section has its own special information to be completed. On the first tab Performance Areas, select the rating from the drop-down list for each competency based on the description. Enter any related comments for that area in the text box that follows the rating. The system will not require ratings or text for competencies so be sure to review them before completing the evaluation. You will note that the order starts with Meets Expectations which is most often the selected rating. While it has similar competencies to the Exempt evaluation, the competency descriptions are different in some cases. The remaining sections can be found in the section titled Common Sections to All Self-Evaluation Types. 7
3. Narrative Self-Evaluation - Unique Sections The Narrative Self-Evaluation is for staff employees who qualify based on number of years reporting to the same supervisor or to be used at the request of the Supervisor. The first section is a review of the prior year s goals. Use the Comments/Description section to answer the questions and provide a summary. This text box will hold more text than is visibly evident based on the size of the box. Click Next to move on to the next tab. The Job Description tab is covered later in this booklet as an area in common with all the evaluation types. Go there for more details. The Employee Strengths and Accomplishments section gives you the opportunity to list and describe key strengths and accomplishments. Name the strength and describe it using text in the description section below it. Click Add Entry to add additional strengths to the tab. The screen will refresh so you will have to scroll down to get to the new blank one. 8
The Employee Weakness or Areas to Improve section gives you the opportunity to list weaknesses where growth is needed and/or areas to improve. Name the area and describe it using text in the description section below it. Click Add Entry to add additional topics to the tab. The screen will refresh so you will have to scroll down to get to the new blank one. SMART Goals are covered as a section in common later in this booklet. The Supervisor Help tab will allow you to identify areas that your supervisor can help with. 9
4. Common Sections to All Self-Evaluation Types On the SMART Goals tab, follow the instructions and example for creating goals for the coming year and enter them in the spaces provided. To add additional entries, use the Add Entry button. The screen will refresh so you ll have to scroll back down to the newly created blank GOAL entry. Click Next to advance and save your GOALs OR click Save Draft to save them without navigating off the tab. There is a Remove Entry button to erase a goal entered in error. Once it is removed, it cannot be retrieved. Your Supervisor will be able to view these SMART Goals for their 2014 Plan. On the Training and Professional Development tab, check the training you wish to pursue by clicking the box next to it. If you select Other, provide the name of the training. Details and comments can be made in the Description box below the list. 10
The Job Description section is available for you to notify your Supervisor if you believe changes need to be made to your current description. The full position description can be found by clicking your title under your name in the top left hand corner of the screen. Make any notes about changes needed in the Comments window and provide any additional details to your supervisor at your selfevaluation meeting or final review meeting. Attachments can be optionally added to remind you of important things to bring up at your review meeting or to include for discussion. Examples might be a scanned email giving you kudos for great customer service, a PDF image of a certificate for attending a training, etc. Give each attachment a descriptive name and description in the text boxes provided. Then select the file using the Browse button and click the Upload button to include it in this program. Remember that attachments need to be added before clicking the Complete button on this self-evaluation. 11
The My Reviews page lists by default all open programs progress and gives their review status, the last date and time when it was updated, and an action button to access the related review. As seen in this example, both the 2013 and 2014 Annual Non-Exempt DEMO reviews are open and the 2013 program has had activity according to the progress bar. The Approvals & Acknowledgements page lists the history of approvals and/or acknowledgements for this program. Approvals and acknowledgements are made at various stages in the process and this keeps a record of them for audit purposes. Note that comments are listed for these line items. Click on the name to access the details. 12
D. How to acknowledge your 2013 Supervisor Evaluation Simply click on Employee Acknowledges and Completes Evaluation and scroll to the bottom of the Supervisor Evaluation after reviewing it and click Acknowledge. This will finalize your 2013 Review. E. How to acknowledge your 2014 Plan This step requires review of the 2014 Plan and you must acknowledge it to show you received and understand the SMART goals your Supervisor has set for you for this coming year. You can now add progress notes as you achieve these goals. Review the plan and click the Action button, then Acknowledge. F. Recording Progress in 2014 using Progress Notes You can add progress notes throughout the entire year to keep track of things you ve accomplished like training and related successes at work such as the following example. You can add multiple notes and add attachments to each. See the example below for details: 13
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