e-performance HANDBOOK
TABLE OF CONTENTS Welcome to Inspira e-performance...2 Getting Started...3 Log in to Inspira for the First Time...3 Overview...5 Phase 1: Workplan...6 Step 1: Create Workplan (Staff Member)...6 Step 2: Workplan (First Reporting Officer)...11 Phase 2: Mid-Point Review...12 Step 3: Start Mid-Point Review (Staff Member)...12 Step 4: Complete Mid-Point Review (First Reporting Officer)...14 Phase 3: End-of-Cycle Evaluation...15 Step 5: Self-Evaluation (Staff Member)...15 Step 6: Evaluation (First Reporting Officer)...16 Step 7: Evaluation (Second Reporting Officer)...18 Step 8: Acknowledge Evaluation (Staff Member)...19 Administrative Action...20 Change your Second Reporting Officer...20 Transfer a Document to Another First Reporting Officer...21 Additional Supervisor...22 Print a Completed Document...27
eperformance HANDBOOK 2 WELCOME TO INSPIRA E-PERFORMANCE Commencing 1 April 2012, the UN Secretariat introduced Inspira e-performance to record all performance management-related processes in accordance with ST/AI/2010/5 (Performance Management and Development System). Inspira is the UN Secretariat's talent management system that includes recruitment, learning management, as well as performance management and development. THE PERFORMANCE MANAGEMENT PROCESSES ARE: Creating and Approving the Workplan Mid-Point Review End-of-Cycle Evaluation
eperformance HANDBOOK 3 GETTING STARTED LOG IN TO INSPIRA FOR THE FIRST TIME a. In your web browser, go to https://inspira.un.org b. Enter your index number as your User ID c. Enter your year of birth followed by the first four letters of your last name in capital letters as your initial Password. For example, if you were born in 1973 and your last name is Gonzalez, your initial password would be 1973GONZ. If you were born in 1980 and your last name is Lee, you initial password would be 1980LEE. Index number Year of birth + 1 St four letters of last name (CAPITALIZED) d. Click Login Check Functional Title and Level a. Click Main Menu Self Service Performance Management Additional Functionality It is recommended that you use Internet Explorer 8, Mozilla Firefox 3.5 or above
eperformance HANDBOOK 4 b. Click Functional Title Change After logging in for the first time you will be prompted to immediately change your password to something more secure. c. Click Select new Functional Title d. In Search by box, leave Functional Title selected e. Enter the first few letters of your new title in the begins with box and click f. Select your new title Be sure to change your functional title (page 18) or your supervisor s name (page 19) before you create any performance documents. g. Click to complete the process h. Click Home in the top-right corner of the page to return to the main Inspira page
eperformance HANDBOOK 5 OVERVIEW The performance management process consists of three main phases: creating a work plan, conducting a midpoint review, and completing the end-of-cycle evaluation. The eight steps in this process are outlined below. Acronym and Color Key: SM = Staff Members, FRO = First Reporting Officer, SRO = Second Reporting Officer PHASE 1: WORKPLAN 1 2 Create Workplan (SM) Workplan (FRO) PHASE 2: MID-POINT REVIEW 3 Start Mid-Point Review (SM) 4 Complete Mid-Point Review (FRO) PHASE 3: END-OF-CYCLE EVALUATION 5 6 Self Evaluation (FRO) 7 8 Evaluation (SRO) Acknowledge
eperformance HANDBOOK 6 PHASE 1: WORKPLAN STEP 1: CREATE WORKPLAN (SM) a. Click Main Menu Self Service Performance Management My Performance Documents Create Document b. Click the Cycle Start Year and select the appropriate year c. Click the Document Type and select Performance Document The icon indicates a series of items you should click in sequence. For example, Main Menu Self Service indicates that you should click Main Menu and then click Self Service. Create Workplan (SM) Workplan (FRO) d. Click Select FRO Acknowledge Evaluation (FRO) Self Evaluation (SRO) Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) If your functional title is incorrect, be sure to change it before you create your workplan. For instructions, see page 18. e. Enter the your FRO s last name and click f. Select your FRO s name and click g. Click If you need help logging in to Inspira for the first time, see page 16.
eperformance HANDBOOK 7 Starting Workplan a. Click Select/Update SRO b. Enter the your SRO s last name and click Create Workplan (SM) c. Select your SRO s name and click to finish adding a development plan d. Click Start in the Workplan row to enter the workplan Workplan (FRO) Evaluation (FRO) Acknowledge Evaluation (SRO) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) Enter Your Goals a. Enter the date for your Actual Period here b. In Section 1 of the workplan, click Add Goals
eperformance HANDBOOK 8 c. Enter a description of your goal and your related actions d. Enter success criteria e. Click Acknowledge Create Workplan (SM) Start Mid-Point Review (SM) Complete Mid-Point Review (FRO) Self Workplan (FRO) ADD EXAMPLE TEXT f. Repeat steps a. e. to add additional goals g. When you are finished adding your goals, click Click the icon to check your spelling. Evaluation (FRO) Evaluation (SRO) Review Core Values a. Review Section 2, which displays the core values that apply to all staff Add Competencies a. In Section 3, click Add Core Competencies b. Select the competencies you want to add
eperformance HANDBOOK 9 Self Start Mid-Point Review (SM) Workplan (FRO) Create Workplan (SM) c. Click d. In Section 4, click Add Managerial Competencies e. Select each managerial competency you want to add to your workplan f. Click Complete Mid-Point Review (FRO) Add Your Development Plan Evaluation (FRO) a. Click Add Development Plan in Section 5 and fill in the requested information Evaluation (SRO) Acknowledge b. Click ADD EXAMPLE TEXT
eperformance HANDBOOK 10 c. Click Acknowledge Evaluation (SRO) Workplan (FRO) Evaluation (FRO) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) Create Workplan (SM) d. When you have completed your workplan, click to inform your superious that your plan is ready for approval e. Click Return to Document Detail
eperformance HANDBOOK 11 STEP 2: APPROVE WORKPLAN (FRO) a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click Performance Document in the row that starts with the staff member s name and ends with Status Workplan Evaluation (FRO) Acknowledge Evaluation (SRO) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) Create Workplan (SM) Workplan (FRO) c. Click Review/ in the Workplan row d. Review the workplan. When you are done, click to approve If you want the staff member to make changes to the workplan, click instead.
eperformance HANDBOOK 12 PHASE 2: MID-POINT REVIEW STEP 3: START MID-POINT REVIEW (SM) a. Click Main Menu Self Service Performance Management My Performance Documents Current Documents b. Click Performance Document in the row that starts with the staff member s name and ends with Midpoint Review Create Workplan (SM) Workplan (FRO) c. Click Start/Edit in the Mid-Point Review row Evaluation (SRO) Acknowledge Evaluation (FRO) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) d. Scroll down to Section 6 at the bottom of the page 1. Use the "Main Menu" to navigate to the performance management sections. The short-cuts displayed on the home page do not provide comprehensive access to all areas of PM.
eperformance HANDBOOK 13 e. Click the icon in the Staff Member box in Section 6 and input your comments Workplan (FRO) Complete Mid-Point Review (FRO) Self Acknowledge Evaluation (SRO) Evaluation (FRO) Create Workplan (SM) ADD EXAMPLE TEXT f. Click g. Click to send your mid-point review comments to your FRO 2."Self Service" gives users access to create, review and modify their own performance documents. "Manager Self Service" gives access to FRO's and SRO's to review and approve documents for the staff that they supervise. Start Mid-Point Review (SM) After you enter your comments, meet with your FRO to discuss your mid-point review.
eperformance HANDBOOK 14 STEP 4: COMPLETE MID-POINT REVIEW (FRO) a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click Performance Document in the row that starts with the staff member s name and ends with Midpoint Review" Create Workplan (SM) Evaluation (FRO) Evaluation (SRO) Self Start Mid-Point Review (SM) Workplan (FRO) c. Click Edit/Complete in the Mid-Point Review row Complete Mid-Point Review (FRO) Acknowledge d. Review the staff member s comments in Section 6 at the bottom of the page e. Click the icon in the FRO box and add your comments on the staff member s performance ADD EXAMPLE TEXT f. When you are finished, click to complete the mid-point review
eperformance HANDBOOK 15 PHASE 3: END-OF-CYCLE EVALUATION STEP 5: SELF-EVALUATION (SM) a. Click Main Menu Self Service Performance Management My Performance Documents Current Documents b. Click Performance Document in the row that starts with the staff member s name and ends with SM Self & FRO Evaluation Create Workplan (SM) Workplan (FRO) c. Click Start in the SM Self Evaluation row Start Mid-Point Review (SM) Evaluation (FRO) Self- Complete Mid-Point Review (FRO) d. Input your comments for the Goals, repeat for Core Values, Core Competencies and End-of-Cycle sections Evaluation (SRO) Acknowledge ADD EXAMPLE TEXT e. When you are finished, click to send the self-evaluation to your FRO
eperformance HANDBOOK 16 STEP 6: EVALUATION (FRO) a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click Performance Document in the row that starts with the staff member s name and ends with SM Self & FRO Evaluation Create Workplan (SM) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) Workplan (FRO) c. Click Start in the FRO Evaluation row Evaluation (SRO) Acknowledge d. Input your comments on the staff member s performance in each section of the evaluation Evaluation (FRO) ADD EXAMPLE TEXT 3. "Current Documents" is similar to the epas in-tray, which lists all documents that have been created and which require action. Both staff and managers will select the documents from the "Current Document" page.
eperformance HANDBOOK 17 e. Wherever a Rating box appears, click the icon to its right and select the appropriate rating for that item. You must make a selection in each Rating box Start Mid-Point Review (SM) Complete Mid-Point Review (FRO) Self Acknowledge Evaluation (SRO) Create Workplan (SM) Workplan (FRO) f. When you have completed inserting your comments and ratings, click to send the evaluation to the staff member s SRO for approval 4. You are able to add an "Additional Supervisor" after you have started the workplan. 5. The "Performance Cycle" dates (1 April XX to 31 March XXI) apply to all staff and cannot be modified. If the dates of the evaluation period differ, these can be added/updated in the "Actual Period" field which appears on the workplan. 6. The "Notify FRO" button triggers an automatic email to the supervisor informing them that the workplan has been created and is pending their approval/completion by them. Evaluation (FRO)
eperformance HANDBOOK 18 STEP 7: APPROVE EVALUATION (SRO) a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click the Where I Am SRO tab at the top of the page c. Click Performance Document in the row that starts with the staff member s name and ends with SRO Approval Create Workplan (SM) Workplan (FRO) d. Click View/ in the SRO Approval row Start Mid-Point Review (SM) Acknowledge Evaluation (FRO) Self Complete Mid-Point Review (FRO) e. Review the document and input your comments in Section 8 at the bottom of the page Evaluation (SRO) ADD EXAMPLE TEXT f. When you are finished, click to send the evaluation to the staff member for acknowledgement
eperformance HANDBOOK 19 STEP 8: ACKNOWLEDGE EVALUATION (SM) a. Click Main Menu Self Service Performance Management My Performance Documents Current Documents b. Click Performance Document in the SM Acknowledgement row Create Workplan (SM) c. Click View/Acknowledge in the SM Acknowledgement row Workplan (FRO) Self Complete Mid-Point Review (FRO) Start Mid-Point Review (SM) d. Review the FRO evaluation and SRO comments, input any additional overall comments you may have in Section 9 at the bottom of the page Evaluation (FRO) ADD EXAMPLE TEXT Evaluation (SRO) e. When you are done, click to complete the evaluation acknowledgement. If you want the FRO to make some changes to the end-of-cycle evaluation, click instead. Acknowledge
eperformance HANDBOOK 20 ADMINISTRATIVE ACTION CHANGE YOUR SECOND REPORTING OFFICER a. Click Main Menu Self Service Job Information Supervisor Change b. Click Select a Supervisor c. Enter your new supervisor s last name in the Family Name begins with box and click d. Select your new supervisor s name in the Search Results table 7. Save often 8. Clicking on the "Return to SM" button allows the FRO to indicate what changes are required to the workplan before it can be approved. This message automatically generates an e-mail. e. Click to complete the process
eperformance HANDBOOK 21 TRANSFER A DOCUMENT TO ANOTHER FRO a. Click Main Menu Manager Self Service Performance Management Performance Documents Administrative Tasks Transfer Document b. Select the name of the staff member whose document you want to transfer. Make sure the entry in at the end of the row correctly identifies the document to transfer c. Click d. Click Select FRO 9. To view and enter midpoint comments, scroll down to section 6 e. Enter the last name of the FRO and click f. Select the name of the FRO and click 10. The staff member may initiate the mid-point process by entering their comments. The FRO completes the midpoint review process after adding their own comments. If the staff member chooses not to enter comments the FRO may initiate and complete. g. Click to complete the transfer
eperformance HANDBOOK 22 ADDITIONAL SUPERVISOR STAFF MEMBER (SM) 1. Add an Additional Supervisor a. Click Main Menu Self Service Performance Management My Performance Documents Current Documents b. Click on Select/Update Addit. Supervisor c. Click on Add Additional Supervisor 11. Prior to making comments on the staff member's performance, the additional supervisor must first accept the evaluation request. 12. The evaluation request and comment section can be found under Self Service Performance Management Additional Supervisor Functions
eperformance HANDBOOK 23 d. Enter your Additional Supervisor s last name and click e. Select your Additional Supervisor and press 13. After selecting the FRO, the staff is unable to make changes to it. In order to make changes to the FRO, the existing (incorrect) FRO must "Transfer" the document to the new (correct) supervisor. f. Repeat steps c to e in order to add a second Additional Supervisor. g. When you are done, click on 2. Review Additional Supervisor Request h. Click Main Menu Self Service Performance Management My Performance Documents Current Documents i. Click on View in Additional Supervisor Section, next to Additional Supervisor acceptance j. When you are done, click on Return to Current Documents For technical help click on the 'Contact Us' link. For non-technical help please contact: performancemanagement@un.org 15. If the level is incorrect, contact your human resources office. If you are on a special post allowance (SPA), it will not be reflected here. This information may be added by the staff member and supervisor in the overall comments section.
eperformance HANDBOOK 24 3. Review Additional Supervisor s Comments a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click on View in Additional Supervisor Section, next to Additional Supervisor Evaluation c. Click on Additional Supervisor s name to view the comments d. When you are finished, click on Return to Current Documents 16. Remember if you have supervisory responsibilities, you must choose "Managing Performance".
eperformance HANDBOOK 25 FIRST AND SECOND REPORTING OFFICER (FRO, SRO) 1. Review Additional Supervisor s Comments a. Click Main Menu Manager Self Service Performance Management Performance Documents Current Documents b. Click on View in Additional Supervisor Section, next to Additional Supervisor Evaluation c. Click on Additional Supervisor s name to view the comments d. When you are finished, click on Return to Current Documents 17. Although it is optional, staff are encouraged to complete their self-evaluation in the end-of-cycle. 18. Comments should be consistent with the ratings. If not the SRO could return the evaluation for revision prior to approval.
eperformance HANDBOOK 26 ADDITIONAL SUPERVISOR 1. Accept Additional Supervisor Nomination a. Click Main Menu Self Service Performance Management Other's Performance Documents Pending Evaluation Requests b. Check the box next to Staff Member s name and click 2. Add Additional Supervisor Comments c. Click Main Menu Self Service Performance Management Other's Performance Documents Current Evaluations d. Click on Performance Document e. Enter your comments as Additional Supervisor. f. When you are finished, click on g. Click on 19. Once the SRO has approved the evaluation, the staff member is automatically notified by email. This message serves as the official notification and the 14 day rebuttal period begins.
eperformance HANDBOOK 27 PRINT A COMPLETED DOCUMENT a. Click Main Menu Self Service Performance Management My Performance Documents Historical Documents b. Click Performance Document in the row for the document you want to print. Use the dates and status information to help you identify the correct document c. Click View to the right of the document you want to print d. Click the icon at the top or bottom of the page. A printable version of the document appears e. In your browser s menu, click File Print and follow your usual procedure to print a document