SuccessFactors Performance Management System. Reference Guide

SuccessFactors Performance Management System Reference Guide

SuccessFactors Performance Management System Reference Guide Table of Contents Page No. Stage Role Content Pre- All Users System Requirements Pre- All Users Accessing SuccessFactors 5 All Users SuccessFactors Electronic Process Overview 6 All Users Logging In to and Out of the System 7 Employee Getting Started 8 Employee Creating Performance Objectives 9 Employee Creating Professional Development Objectives 0 Creating New Form Objectives, Competencies, and Professional Development Plans Self Employee Completing Employee Self 5 Completing 6 Discussion All Users, Revise, Ratings 7 Signature All Users Electronic Signatures 8 Complete All Users Completion 9 Help All Users HR Contacts for Further Assistance

System Requirements Initial critical steps: SuccessFactors Performance Management System requires the latest version of Java & Pop-ups enabled. Make sure that you:. Upload the latest version of Java to your computer: http://www.java.com/en/download/index.jsp. Enable pop ups for SuccessFactors. Note: If you do not implement above steps, you may encounter errors when launching the courses.

Accessing SuccessFactors Click to enter SuccessFactors Performance Management System through the Training & Organizational Development Portal.

SuccessFactors Electronic Process Overview There are 6 Phases in the SuccessFactors Performance Evaluation Process, as shown in the flowchart below. Each form will go through each phase in the process. The diagram below describes a brief overview of each phase... Self. Mgr. Discussion 5. Signature 6. Complete July June 0 June July July July August August The Phase is where the employee and manager prepare the initial form for the evaluation process based what objectives the employee will accomplish during the year. Insert professional and personal objectives, as well as any additional competencies. The Self Phase is where the employee gets an opportunity to rate him/herself on his/her performance objectives for the past year and performance on the competencies. The employee can insert ratings and make supporting comments. The Phase is where the manager rates his/her employee s performance for the past year in all areas on the form, including competencies and professional objectives. The Discussion Phase is where the manager prints the form and sets up a face-to-face discussion with his/her employee to discuss the past year s performance. At this phase, employee and manager can discuss and revise ratings. The Signature & Completion Phases are where the employee and the manager both sign off electronically on the form. Once both signatures are on the form the performance evaluation is complete. Copies will automatically be available in both the manager and employee folders within the system. HR will also have access to the form at this stage. At the beginning of each fiscal year, Human Resources will send your Performance Evaluation form to your manager s SuccessFactors Inbox. Both the Employee and will be able to work on the form concurrently: Employee s will enter objectives through their My Objective tab and s will enter objectives through the employee s Performance Evaluation Form. 5

Logging In to and Out of the System Self There are 6 Phases in the SuccessFactors Performance Evaluation Process as shown in the flowchart above. All forms will go through each phase in the process. This guide describes all 6 phases and who is responsible for each phase. FOR FIRST TIME USERS. From your my.emich site, select the Employee tab.. Click on the link in the Training and Organizational Development window. IMPORTANT NOTE: You must always access the system through the my.emich portal. You will never need to log into the system using a username or password. If you see the following screen, DO NOT LOGIN through this means. This is only for administrators during the pilot phase. You must go back into the system through the my.emich portal as indicated above. 6

Employee: Phase - Getting Started Self Getting Started on the Form. Create Objectives under Objective Plan using the Wizard or select from the SuccessFactors Library. (For specific instructions see page 8.). Create Development Objectives under Development Plan by inputting courses to be taken through etraining Learning Management System or other professional development avenues, such as seminars, conferences, or retreats. (For specific instructions see page 9.) Key Points: Create Objectives (See page 8) Create Development Plan (See page 9) There are two ways to get started on the form:. The Employee will initially create personal objectives and a professional development Plan using the Quick links as shown in above diagram. (See pages 8 & 9.). The will initiate the Performance Evaluation Form containing data that the employee will provide. (See pages 0 &.) Note: If desired, the may take initial control of the form and enter Objectives for his/her employee directly onto each Evaluation form.. * denotes mandatory form fields. You may not move to the next step in the process until all required fields are completed.. Email notifications will be sent to both and/or Employee at each phase of the process notifying you that you need to take action on the form.. Do not use the back arrow to navigate within SuccessFactors.. SuccessFactors works in all web browsers: Internet Explorer, Mozilla Firefox, Google Chrome, and Safari. Should you encounter problems with Firefox, Chrome, or Safari, exit the browser and re-open SuccessFactors in Internet Explorer. 7

Employee: Phase - Creating New Objectives Self Performance Objectives: The manager and employee collaboratively define WHAT the employee is going to accomplish on the job. List - major performance goals for the employee including the relative weight, specific target date for completion and the results expected. Start by Creating My Objective Plan CREATE OBJECTIVES: Create Objectives using the following two () methods: a. Objective Wizard will take you through the process of writing a SMART objective. a. Start typing action or subject words, such as implement, create, safety, facility to see suggestions from the Objective Library, b a OR. Create a New Objective. You will be given two () options: a. Create Personal Objectives button allows you to write your own objectives from scratch, OR b. Library Objective allows you to select from the SuccessFactors Objective Library. Note: Objectives are saved once they have been entered into the system. 8

Employee: Phase - Creating Professional Development Objectives Self Professional Development Objectives: The employee may input development objectives to support his or her continued development. Professional Development Objectives are not required, but are strongly suggested for personal and professional growth. Create My Development Plan Create Professional Development Objectives:. Enter Development Objective. Enter Measure of Success. Start Date, Due Date and Status. Select Related Competency 5 5. Select Learning Activity. You will be given options: 5a. Custom Learning Activity allows you to make up your own development activities, OR 5b. Select from Learning Catalog to choose activities from the new EMU Learning Management System. 5b 5a After completion of the My Development Plan, the Employee has completed the Phase. The will initiate the form move to the Self Phase. Enter keywords to search for specific courses. 9

: Phase of Self Performance reviews help employees understand how they ve performed and identify development opportunities for the future. On the following pages, learn how to complete the initial Stage of the Performance Form.. Click on My Forms tab to view forms for all your direct reports.. Click on the specific Employee form link to access form. Performance Form. Route map shows current phase of process. If not visible, click on + Route Map on left.. Use the scroll bar to view each section of form, 5 OR 5. Select each section separately. 6. Create New Objectives from scratch or use the Objective Wizard. (See page 8.) 7. Edit or Delete created objectives. *Required* Total weight of all objectives must add up to 00%. 6 7 Performance Evaluation forms are created for each employee at the beginning of the fiscal year and are sent to the manager s SuccessFactors inbox. 0

: Phase of Self. Competencies are pre-populated with core competencies based on the employee s role.. Add additional role based Competencies from Library, if desired.. Add supporting Comments.. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window. 5. Create Professional Development Objectives. (See page 9.) 6. Edit or Delete Professional Development Objectives. 7. Once the sections are completed in the planning stage, click the Move to next step button to advance the Form to the Employee Self Stage. 5 6 NOTE: You MUST click Move to next step in order to advance the Form into the Employee Self- stage. The employee will receive an email notification that a form is ready for Self. Send to employee will only forward the form back to the employee for additional /comments. Move to next step will prompt Spell check and Legal scan. You may uncheck the boxes if you experience difficulties during this step. 7

Employee: Self- Phase of Self Once the Performance Evaluation form has been forwarded by the from the Stage to the Self Stage, an e-mail notification will be sent to the employee. Click on link to access Form Enter SuccessFactors (See page.) Click on link to access Form.. Route map shows current phase of process. If not visible, click on + Route Map on left.. Use the scroll bar to view each section of the Form OR. Select each Section separately. Performance Objectives:. Add additional Objectives, if desired. (See page 8.) 5 5. Edit or Delete existing Objectives. 6. Select Self-rating for each Objective (must be completed for each objective). 7. Add supporting Comments, if desired. 7 Select Unable to Rate in the event there is not enough information to objectively rate. 6 Required: Total weight of all objectives must add up to 00%.

Employee: Self- Phase of Self Competencies:. Add additional role based Competencies from Library, if desired.. Select Self Rating for each Competency (must be completed for each competency).. Add supporting Comments. Core Competencies based on employee role. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window. Professional Development Objective: 5. Add additional Professional Development Objectives, if desired. (See page 9.) 6. Edit or Delete existing Professional Development Objectives. 5 6 7 7. Edit, Launch or Delete existing Learning Activities. 8. Once all sections are completed in the Self- stage, click the Move to next Step button to send the form back to the for. Move to next step will prompt Spell check and Legal scan. You may uncheck the boxes if you experience technical difficulties during this step. 8 The will receive an email notification that a form is ready for.

: Phase of Self Once the Performance Evaluation form has completed the Employee Self stage, an e-mail notification will be sent to the. Click on link to access Form Enter SuccessFactors (See page.) Click on link to access Form. Performance Objectives:. Add additional Objectives, if desired. (See page 8.) Note: Evaluation Form may be forwarded to other s for feedback by clicking on Get Feedback.. Edit or Delete existing Objectives.. Select Rating for each Objective (must be completed for each objective).. Add supporting Comments, if desired. Select Unable to Rate in the event there is not enough information to objectively rate.

: Phase of Self Competencies:. Add additional role based Competencies from Library, if desired.. Select Rating for each Competency (must be completed for each competency).. Add supporting Comments.. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click Place Text and Close Window. Professional Development Objective: 5. Add additional Professional Development Objectives, if desired. (See page 9.) 6. Edit or Delete existing Development Objectives. 7. Edit or Delete existing Learning Activities. Core Competencies based on employee role Select Unable to Rate in the event there is not enough information to objectively rate. 5 6 7 8. Once the sections are completed in the stage, click the Move to next Step button to send the form into Discussion Stage. Note: Once stage has been completed, you are now ready to initiate a faceto-face Discussion with your employee. 8 5

All Users: Discussion Phase Self Discussion Phase: the manager and employee will meet face-to-face to review and discuss the ratings and comments. The has the ability to make necessary changes to ratings and provide comments in the Objectives and Competencies section. Click on link to access Form Enter SuccessFactors (See page.) Click on link to access Form.. An Overall Performance Section will now appear at the Discussion Stage.. You can view a summary of ratings from the Objectives and Competencies section.. Overall Performance is calculated based on: 60% Performance Objective and 0% Competency ratings.. The must Send to next Step to procure employee Signature once face-to-face discussion is complete. Note that after moving the form from the Discussion phase, you will not be able to make any further changes. Average rating for each section is automatically calculated. The Employee will receive an email notification that a form is ready for Signature. 6

All Users: Signature Phase Self Once the Discussion Stage is complete, the employee will receive an email notification. Note that you will NOT be able to make any changes at this point in the process. Employee:. The employee will have the opportunity to provide comments in the Comment Section. Click on link to access Form. The employee Signs the form to forward to for signature. : the will receive email notification that the Employee has signed the Performance Evaluation.. The manager will have the opportunity to provide comments in the Comment Section.. By selecting the Reject button, you will send the Form back to the Discussion stage for review and revision, OR 5. The Signs the form and the Form is now Complete. & 5 7

All Users: Form Completion Phase Self The Form is complete once both the employee and the manager have provided their electronic signatures. Click on Completed to access Completed Forms. Both the Employee and the have access to the completed Form in their Completed folder on the My Forms tab.. You can send a copy of the completed Form to another person within EMU (if necessary). You will not need to forward Completed Forms to HR. The system will automatically notify HR of completions. Note: Completed Form with electronic signatures. 8

Further Assistance Anita Schnars, Director, Training & Organizational Development Ext. 7-86 aschnars@emich.edu Lauren Hansbarger, Training & Development Consultant Ext 790 lhansbar@emich.edu Erica Ginyard, Administrative Assistant Ext. 7-86 eginyard@emich.edu Allison Gordon, Graduate Assistant Ext. 7-0 agordo5@emich.edu 9