Wentworth Institute of Technology Performance Management Supervisor s Guide A Step-By-Step Supervisor s Guide for completing performance evaluations in the PeopleAdmin Performance Management Suite PeopleAdmin 7.0 is a multi-functional system. It is used as an electronic approval queue process for job descriptions, employment requisitions, applicant-tracking, onboarding and performance management. PeopleAdmin Performance Management provides electronic storage of appraisals, electronic retrieval of evaluations for both the employee and supervisor, and provides dashboard indicators for data review. Please note: The Human Resources office is still in the process of migrating past evaluations over to the 7.0 system. Please click on the following link to the 5.8 site which will give you access to past performance evaluations. https://pa263.peopleadmin.com/hr While there are some similarities between the previous 5.8 system, there are notable differences: The supervisor creates the performance plan and sends it to the employee at the beginning of each year. The performance plan includes goals that the employee acknowledges through the P.A. system. The supervisor and employee have a mid-year check in to discuss goals. The P.A. 7.0 system includes a Progress Notes tab that allows both employee and supervisor to chronicle their performance throughout the year. The employee and supervisor cannot view each other s progress notes. Toward the end of the calendar year, typically in October, the employee does their self-evaluation through the P.A. 7.0 system. Essential functions will default from the employee s job description for assessment as part of the employee s overall rating. Staff competencies will also be included. The employee no longer rates their essential functions or competencies, however, they may provide comments for each of them. Electronic notifications are sent to the process owner at each step in the process. 1
After the supervisor meets with the employee, they create their evaluation of the employee in the system. The supervisor provides ratings for the essential functions, competencies, and overall performance. The employee acknowledges receipt of the supervisor evaluation and the evaluation is complete. Because we are utilizing the new 7.0 performance system at the end of the calendar year, the first three steps of the performance management process will be eliminated. Instead of the supervisor creating the performance plan and adding goals; employee acknowledging plan; supervisor and employee meeting at mid-year check-in, the 2013 performance evaluation begins with the employee doing their self-evaluation. The 2013 Staff and Supervisor Performance Evaluation Programs will NOT have the 2013 goals. We will begin goals in the 2014 Performance Evaluation Programs. For 2013, after the employee creates their self-evaluation, the supervisor schedules a face-toface performance review meeting with the employee. During this meeting, the supervisor and employee should also discuss goals for 2014. The supervisor then creates the employee s evaluation for 2013 in the 7.0 system which the employee acknowledges and the evaluation is complete. In mid-november, the supervisor creates the 2014 performance plan for the employee. The supervisor inputs the 2014 goals that were discussed in the performance review. This user s guide will walk you through the steps necessary to complete the performance management process for 2014 and provide job-related feedback to employees in a timely manner. A separate guide is available for employees to complete their self-evaluation and acknowledge review of their evaluation with their supervisor. Step 1 - Login: Click on https://jobs.wit.edu/hr For previous users of the 5.8 system, your username AND password is your P.A. 5.8 user name. Please contact Human Resources if you cannot remember your 5.8 user name. Upon initial log in, the 7.0 system will ask you to create a new password. For new users, your username and password is your Lconnect username. Upon initial log in, the 7.0 system will ask you to create a new password. The 7.0 system allows you to reset your own password. 2
Step 2 Go to Performance Module: After logging in to PeopleAdmin, use the navigation menu to move to the Performance module. After you have selected Performance, you will be redirected to the Performance module. Step 3 -The Employee Portal: Employees and supervisors will work on and view the performance requirements and evaluation through the Employee Portal. To enter the Employee Portal click on the Employee Portal link in the Performance Module. 3
Step 4- Review Employee List and Action Items: When logging in as a supervisor, this is a typical view. A supervisor sees all actions that require his/her attention. Carefully review the listing of employees. If you are missing any employees or have an employee listed here that is not your direct report, please contact the Human Resources office. Step 5 -Beginning the Evaluation: To begin the evaluation process the supervisor clicks on View on the right side of the screen and creates the Evaluation Plan. The evaluation will consist of essential functions of the employee s job description as well as standard evaluation competencies used for all employees that have been pre-populated. The purpose of this screen is to read through the Appraisal Factors (competencies, essential functions) and become familiar with the topics you will use to evaluate the employee. Navigate through the evaluation using Next at the bottom of the screen. Once you have completed 4
reading the competencies and essential functions, click on the Individual Goals tab and input your employee s 2014 goals. The next tab is Developmental Activities. The purpose of recording developmental activities is to formalize and track any activities toward performance improvement, career advancement, training, education, etc. Developmental Activities are NOT rated at the end of the review period, but will be reviewed for progress and future planning. After completing the developmental activities, click on the Complete button. You can always click on Save Draft should you wish to exit the plan before completion. After clicking Complete, you will be prompted by a pop-up box asking if you are sure you want to mark this complete. Respond by selecting OK. By marking this action complete, you are indicating you have read the appraisal factors and are now ready to begin evaluating the employee upon these factors. It does not mean you have completed the evaluation process for this employee. Step 6- Employee Acknowledges Plan After the supervisor creates the 2014 performance plan, the employee will receive an email asking them to acknowledge the plan. The employee also has the opportunity to comment on goals or development activities. Both employee and supervisor can use the Progress Notes feature to chronicle their performance throughout the year. Step 7 Supervisor Schedules Mid-Year Check The mid-year check-in is the opportunity for you as supervisor to meet with your staff member(s) and discuss their performance to date. You may want to mention areas where you see improvement is needed for the rest of the review period or specific areas where the staff member is performing well. You may also want to take notes from this meeting in the "Progress Notes" tab to the left. These progress notes are confidential to you and are meant to be a tool to help you have all of the information needed to appropriately evaluate your staff member(s) at the end of the review period. Progress Notes will be available to you at the end of the period to help you remember specific details in support of your ratings and feedback. 5
Step 8 Employee Does Self-Evaluation The employee no longer rates their essential functions or competencies, however, they may provide comments for each of them. They can also comment on their goals and developmental activities. The supervisor logs into the Employee Portal (steps 1-3) and views the employee self-evaluation. Step 9 Meeting with the Employee: Schedule a meeting with your employee to discuss the performance evaluation, respond to any questions presented by the employee, provide feedback, and communicate your expectations and goals for the next evaluation period. Step 10 Completing the Evaluation: From your action items screen, select the employee you want to evaluate. Under the Description column, click on Supervisor Evaluation. You can also click on the pen icon. There will be directions on the screen for completing the evaluation. Proceed through each of the competencies and essential functions by selecting the appropriate rating from the drop down box. A text box is available after each factor to include comments. You will also rate and comment on their goals. 6
The last rating is the Overall Evaluation. Based on the ratings provided in the individual sections and the employee s overall performance choose the appropriate overall rating. Include additional overall comments as applicable. Once you select Complete you will not be able to make any changes to the evaluation. A statement will appear on your screen noting you have completed the written portion of the evaluation. Step 11 Complete: You have now successfully completed the supervisor s portion of the performance appraisal for this employee. Please ask the employee to log into the Performance Management system and acknowledge they have received the appraisal. A separate user s guide is available to assist the employee. Once the employee has acknowledged receiving the evaluation, the evaluation is complete. At each step in the process the owner of the task will be notified via a system email. If you encounter any difficulties or questions, please contact Human Resources at extension 4190. Supervisor Reports and Dashboard: As the Supervisor, you will be able to search by programs-supervisor-subject-reporting org unit program type and whether the evaluation is in the open/closed status. 7
Supervisors can also click on Performance and select the Dashboard-this will display statistics that gives a supervisor a big picture view of items that have been completed open and overdue. If you click on the block it will display the actual employee evaluation. 8