MC Talent Management System Goals Module Guidebook A. Signing On and Off of the System B. Employee Center Home Page - Left Pane - Center Pane - Right Pane C. Accessing and Creating the Goal Plan D. Navigating the Goal Plan - Top Left Navigation Bar - Status Bar - Goal Navigation Bar - Top Right Display Bar - Left Pane E. Goal List Display - Tabs - Goal List F. Goals - Adding a Goal - Modifying a Goal - Removing a Goal G. Goal Progress H. Tasks - Adding Tasks - Modifying Tasks I. Assigning Goals J. Goal Plan Approval - Requesting Approval - Approving a Goal Plan K. Feedback - Requesting Feedback - Giving Feedback - Reading Feedback
A. Signing On and Off the System Signing On 1. Open an Internet Explorer browser and go to the following web address: https://mccollege.taleo.net. 2. Use your MyMC login to enter the site. You will be brought to the Employee Center. Note: If you have access to other areas of the MC Talent Management System, i.e., Recruiting, you will be brought to the Welcome Center. In the left menu, select Performance under Centers. Signing Off 1. Click the sign-out link located at the top right corner of the page. B. Employee Center Home Page Left Pane: Performance Card The Performance Card provides summary level performance information about you as an employee. Click the upper right-hand corner of the Performance Card to toggle between the front and back of the card. Quick Links Quick Links provides a menu of links, allowing easy access to information about you as an employee. The Manager Center will display for supervisors and administrators who have direct reports. This allows quick access to information about the direct reports. Center Pane: My Tasks The My Tasks panel provides you notification of assigned tasks. Use the drop-down menu to filter tasks into task categories (goals, performance evaluations, feedback, etc.). Clicking on a specific task provides more information and a link to the task. My Career If a goal plan has been created, this panel will show a quick view of your goals and their completion statuses. Right Pane: My Network This panel allows you to add the names of colleagues in your network for the purpose of requesting feedback from them on specific goals or on aspects of your performance. The feedback can be shared with your manager and selectively pulled into your performance evaluation. 2
C. Accessing and Creating the Goal Plan 1. From the Employee Center home page, locate the Quick Links menu. 2. Click on My Goal Plan. The Goal List Display page opens. If a goal plan has never been created, click on the Create button. Note the Create button only appears the first time a plan is created. An empty Goal Plan page opens up. See Adding a Goal. If you are a supervisor and wish to view a direct report s goal plan, click Goal Plan under Manager Center, then select the Employee from the Employee drop-down menu. If you are a director and wish to see people under the supervision of your direct reports, click Goal Plan under Manager Center, then select Other from the Employee drop-down menu. Search for the name of the employee by keyword. D. Navigating the Goal Plan Top Left Navigation Bar 1. The person icon will take you to your employee center home page. 2. If you are a supervisor, the organization chart icon will take you to the talent browser which will show a view of your reporting line. 3. Employee dropdown button displays the name of the employee. If you are a supervisor, you can select the drop down menu and choose from a list of your direct reports. 4. The Module drop-down button will allow you to select from a list including the Performance Evaluation, the Talent Profile and the Goal Plan modules. Click on the drop down menu to see the choices. 5. The Business Period drop down menu will display current and past Goal Plans. Status Bar 1. The Status Bar is located underneath the top navigation bar. This will tell you the status of your Goal Plan. All Goal Plans must be approved by your supervisor. 2. The What s Next bar will appear underneath the status bar if you have not submitted your Goal Plan. The Request Approval button is found here. Help Underneath the Status Bar you will see help text. Use the scroll bar on the right to view more. Goal Navigation Bar There are six buttons and one drop down menu on the Navigation Bar. Save the information Periodically save your work. If you close the browser without saving, your work will be lost. 3
Cancel Cancels any changes made since the last save. Display the Print Preview Add an Item Displays the print options dialogue box. Starts the goal creation process. Remove the Item If the box to the left of a goal is checked, this button will delete that goal. Assign the Selected Goal to My Direct Reports More Actions Dropdown If the box to the left of a goal is checked, this button assigns a goal to another person of your choosing. You may choose someone other than a person in your direct reports. There are two possible options on the More Actions menu: Terminate or Request approval: a. Request approval will only show if you have added or deleted a goal or if you are creating your goal plan for the first time. b. Terminate approval will show if you have requested approval and your supervisor has not yet approved your goal plan. Show Process history Top Right Display Bar Display the List Mode Display the Timeline Mode Displays the goals in list mode. This is the default display. Displays the goals in timeline mode. Right Pane Show Tools Use this to access the Request Feedback link. *Use the double arrows to expand and close the Feedback option. 4
E. Goal List Display Tabs Goals Tab Shows the goals in the goal plan. This is the default tab. Competencies Tab This is for future use. History Tab shows the history of all goals in the Goal Plan. Show History Dropdown Menu (History Tab) There are two options on the Show Dropdown menu: 1. New events since last approval which shows just the new goals that were entered since your goal plan was last approved, and 2. All events for all goals. Goal List (this list will be empty if you have not yet created a goal) Flagging a Goal: At the top right of this panel you will see Flag added/modified goals since last approval. Check the box if you wish to flag the newly added goals. Removing or Assigning a Goal: To remove the goal using the [-] button on the navigation bar, check the box next to the goal name and then click the [-] button. If you are a supervisor you can also check the box in order to use the navigation bar to assign the goal to another direct report. When you hover over a row where a goal is listed, the view available actions arrow button will appear to the right of the goal name. Click the button and you can select assign or remove from the pop-up menu. If a goal is marked as critical, it will be indicated in the Critical column. If a goal is unaligned, it will be indicated in the Not aligned column. The start date shows the start date of the goal. The due date shows the date by which the goal should be completed. The progress bar shows the current progress made toward completing the goal. If the progress hasn t been updated, a Start button will appear in this column. 5
F. Goals Adding a Goal 1. Click on the Add an Item Button. 2. Select Create a goal using the SMART assistant, and then click the Next button. 3. Enter the name of the Goal and a description, then click the Next button. 4. Specify the actual and target measures for this goal. (For example, if the Goal is to take four professional development classes and you have already taken two, your actual value will be 2 and your target value will be 4. If you haven t take a class your actual value will be 0.) By default, the box next to Use actual/target values to measure progress will be checked. You can enter your actual progress and target progress values by clicking your mouse into the Actual field and entering your beginning value. Do the same thing in the Target field to enter the target value. If you would rather express goal progress using percentages, uncheck the box next to Use actual/target values to measure progress and drag the Progress slider to the current/actual progress percentage. (For example, 2 out of 4 classes would be 50%.) 5. If the measurement needs further explanation, add Measurement Text, then click the Next button. 6. Add tasks if you want to break the goal down into tasks. Click the Add Tasks button and enter a task. To enter additional tasks, click the Add button. If you entered a task, a pop-up will appear verifying that you want to add the task(s); click Yes, No or Cancel (to return you to the tasks page). You will be able to enter additional information about the task, by modifying the task. See Tasks. When all task names are entered, or if you choose not to add tasks, click the Next button. 7. If the goal relates to other goals for your unit or the College, click the Align button. a. A list of the College s (Business) goals appears. If you click the Alignment category drop down menu you will see an additional selection My Supervisor s Goals, which is what most staff will use. If you wish to select a goal from a Business Organization, select Business Goals from the Alignment category drop-down menu, then from the Business Organization dropdown menu select a business organization. Hovering over the name of a goal gives you more information about that goal. Select the goal to which you would like to align, then click OK. The goal is now aligned. You can change the alignment to another goal by clicking the Modify Button or you can remove the alignment by clicking the Remove button. b. Once you have added the alignment or if you choose not to add an alignment, click Next. 8. Enter a Start Date and an End Date. The default is the current fiscal year. Click Next, and then Finish. You will be brought to the Goal Details page. Here you can review your changes and make modifications. 9. When you are finished making changes, click the save button and then the Go to Goal Plan button located at the top right to return to the Goal List. 6
Modifying a Goal Modifying the Goal Information 1. From the Goal List, click on the name of the Goal, the Goal Details page opens up. 2. There are six sections: 1. Specifications Includes Name, Description, Owner, Start and Due Date, Status. You can change the name, description, and the owner of the goal by highlighting the current text and replacing it with new text. If you wish to change the start or end date, click on the date and a calendar will open up where you will use the arrows to find the date you wish to enter. The choices for status are Not Started, In Progress, Completed and Cancelled and you can modify this here. There are also three Options: Mark as Critical; Mark as Public; and Include in performance review. The default options are as follows: The goal is not critical; The goal is public, which means that people under you in your reporting line will be able to see and align to this goal. If this is unchecked it does not mean that the goal is private; anyone above you in the reporting chain can see this non-public goal; The goal is included in the performance evaluation this should be selected for most goals. Only your personal goals would be excluded from the performance evaluation. 2. Measurement you can change the way you measure progress, the target and actual value (if applicable) and you can add or modify measurement text. You can also break the goal into tasks. If you already have tasks assigned to this goal, you will see a list of tasks. It is here that you modify the progress of the Goal by showing the progress of the tasks. See Tasks 3. Alignment if the goal is aligned you will see the alignment path (the other goal(s) to which it is aligned) and you can clear or remove the alignment. You can also see if there are goals aligned to this particular goal. You can also add alignment if none exists. 4. Comments add comments here. 5. Rating this will be blank if the goal has not yet been rated by the performance review. 6. Goal Detail History will show the history of changes made to the goal. To view changes to the goal, click the maximize this section button located at the end of the Goal Detail History row. When you are entering the goal, click the save button and then the Go to Goal Plan button located at the top right to return to the Goal List. You can also move from Goal to Goal by using the go to previous page and go to next page arrow buttons. 7
Removing a Goal To remove a goal, click in the box to the left of the goal and then click the Remove the Item Button G. Goal Progress You can change the progress on a goal from the goal list or from the Goal Details page. If the goal has related tasks you must use the Measurement (Tasks) section of Goal Details page. (See Measurement above. To change the progress on a goal without tasks: If this is the first time you have changed the progress, you will see a Start button in the Progress column. Click the Start button, and then click the drop down arrow. If no arrow appears, you have tasks assigned to the goal. Use the Measurement (Tasks) section of the Goal Details page. If you chose to enter your own actual and target values, both fields will appear and you be able to enter the values. After entering the values you will notice that the progress bar has changed. If you chose to enter your progress as a percent, you will use a slider bar to update your progress. Once you have entered your progress for the first time, the progress bar will show. Click the drop down menu to modify your progress. H. Tasks Goal-related tasks provide the ability to measure the progress of a goal by the completion of a series of tasks. Tasks provide the ability to split a goal into activities and to measure the goal progress based on the average progress of its tasks. Tasks also help to define how the goal will be achieved. Tasks can only be created as part of a goal and do not exist on their own. When a goal contains tasks, it is the progress of the tasks that need to be updated, not that of the goal, which will be updated automatically upon the progress of the related tasks. Adding Tasks You can add tasks to a goal that has already been created from the Goal Details page. From the Goal Details page (click on any goal to show the detail page): 1. Scroll down to the Measurement section. If you are breaking the goal into tasks for the first time, click the Break Goal in Tasks button. If you are adding additional tasks, you will see a Tasks section and a Create button for adding tasks. Click the Create button. The Create Task box opens. 2. Enter the name of the task and a description of the task. 3. You can change the status and update the progress if you have already started the task. 4. Enter your measurement criteria and measurement text if needed. 8
5. Enter a start and due date. 6. You can add a weight to this task. If completing this task is the most crucial piece of the goal, you will want to weight this higher than the other tasks. When this task is completed, it would show more progress than when a task with a lower weight is completed. If you leave the weight as 1, and all the goals have a weight as 1, they will all carry the same weight. 7. Click Save and Create Another if you want to add more tasks. 8. Click OK when finished. Editing Tasks 1. Go to the Goal Details page. (click on any goal to show the detail page): 2. Scroll down to the list of tasks 3. Click on the name of the task you want to modify. The Edit Task box appears. 4. Make your changes and then click OK. Deleting Tasks 1. Hover over the task name and click the view available actions arrow button that appears to the right of the task. There are two options, Edit and Delete. 2. Select Delete. A pop-up Confirmation box appears. 3. Select Yes or No. I. Assigning Goals IMPORATANT: We may want to reconfigure this. Supervisors and non-supervisors can assign goals to other employees or groups of employees just by entering a keywork like HRDE or HR. A disgruntled IT employee could totally sabotage the system by assigning truckloads of goals to large numbers of people they don t know. This works I tried it, but didn t follow through. 1. From the Goal List, hover over the Goal name and click the view available actions arrow button to the right of the goal name, then click Assign. 2. Select whether you want to assign the goal to specific employees or to employees from specific organizations. There are hundreds or organizations in the system so it is easier to assign to specific employees. 3. Click the Open the Selector button (green plus sign) 4. If you are a supervisor, the people who report to you will show up on this list. Choose whether or not to Search for other employees, search in your network if applicable, or by keyword. Searching by keyword is an easy way to find someone by their last name. 5. Once you have a list of employees you can select the employees individually or you can select all the employees in the list. Check the check box to the left of their name. To select all of the employees in the list, check the check box to the left of the Name title. 9
6. Click the Add to Selection button (right arrow in center). The employee(s) will be transferred from the Search Results box to the Selection box. 7. If you wish to include their direct reports, check the box to the right of their name under the Include Direct Reports column, then click Select. Click OK, twice. J. Goal Plan Approval Goal plans must be approved by your supervisor. They remain approved until you or your supervisor adds or removes a goal, at which point the status returns to Not approved. Request Approval To request approval of the goal plan, from the Goal List click the Request Approval button at the top in the What s Next row underneath the status bar. Then click OK. The status of your goal plan will change to Approval in Progress. An email will be sent to your supervisor and a task will be created for him or her. If at any time you want to rescind the Request Approval to make additional changes before your supervisor reviews the goal plan, you can click the More Actions drop down menu and select Terminate Approval. The goal plan status will become Not approved and the Request Approval button will reappear. When your supervisor has reviewed your goal plan and approved or rejected it, the status of your goal plan will change to either Approved or Rejected. If your supervisor added comments, you will see the comment icon to the right of the status. If you mouse over the icon a pop up box appears with his or her comments. Approve a Goal Plan (for supervisors) If an employee has requested a goal plan approval, a task will appear in your task list on the Performance Employee Center. Click on the task and a box with more details will open up. Click on the Goal Plan link. 10
The employee s goal plan opens up. Review the goals and click the Approve or Reject button in the What s next row. Enter Comments and then click OK. Notice that the status has changed. If you added comments a little icon appears to the right of the status. If you mouse over the icon a pop up box appears with your comments. A COMPLICATION IN TESTING THE APPROVAL PROCESS: I went in as Ellen22 and deleted a goal. The status changed to not approved and I submitted it for approval. Then, I went in as Sue22Supervisor and rejected it (status changed to rejected. ) As Sue22, the manager, I immediately added the goal back in to Ellen22 s plan. (This seems like it would be a typical series of events.) As the supervisor I was unable to approve the plan as I amended it. It looks like Ellend22 has to go in on her own and re-request approval from me - weird. Does Ellen22 get an email telling her to check her plan? I went back in as Ellen and she didn t have a task in her Employee Center telling her that her supervisor changed her plan or that she needed to resubmit to her supervisor for approval. I think we need to flesh out the documentation of the approval/reject/ amendment process a little more. K. Feedback Requesting Feedback 1. From the Goal List, if you want to request feedback on a particular goal, check the checkbox next to the goal name in the list. If you want to request feedback on all the goals, leave the checkboxes unchecked. 2. In the right pane click the Show the Supporting Tools button at the top of the right column. The feedback panel opens up. 3. Click on the Request Feedback button. The Request Feedback box opens up. 11
4. To add a recipient, click on the open the selector magnifying glass icon to the right side of the Recipient box. The People Selector box opens up. If you are a supervisor, the people who report to you will show up on this list. If you want to ask for feedback from one of your direct reports, skip to b. a. Choose to search for other employees in your network (if applicable), or by keyword by selecting the radio button to the left of the option. Searching by keyword is an easy way to find someone by their last name. b. Find the employee from whom you wish to request feedback. Check the checkbox next to the employee s name. To select all the employees in the list, Check the top-most checkbox to the left of the Name title. c. Click the Add to Selection button (right arrow in center). The recipient(s) will be transferred from the Search Results box to the Selection box. d. If you wish to include their direct reports, click the box to the right of their name under the Include Direct Reports column, then click Select. You can change the due date, select a priority (High, Normal, Low), and ask the user to rate your performance with the Goal. You will see the information on the goal(s) you re requesting feedback on. A comment is already entered by default, but you can edit it. Click Send when you are finished, and then OK. An email with your comments will be sent to the recipient(s) and a task will be created for them. There is no history of who I asked for feedback or any way to resend requests? Am I missing something? Giving Feedback if Requested Giving feedback is optional. If you have been asked to provide feedback, a task will appear in your task list in the Employee Center. 1. Click on the task and a box with more details will open up. To leave feedback, click on the Complete this feedback request pencil icon. (To discard the feedback request, click on the red X.) 2. A Provide Feedback box opens up. Click Start. Here you will see additional details of the Goal. 3. If the employee requested you to rate them, five stars will appear under the Rating option. Click on one of the stars, 5 is the highest. 12
4. Add your feedback. If there is more than one goal in the feedback request, click the Next button to move to the next Goal, then click Finish and Send. Giving Feedback if Not Requested Reading Feedback If you received feedback, a You have new feedback icon will also appear to the right of the goal name in your Goal List. 1. To view the feedback, open the feedback pane. 2. If you wish to view the feedback and the goal to which it applies, double click on any feedback to open it. 3. You can also read feedback by clicking on Feedback Journal under Quick Links on the Employee Center page. 13