E-Performance Review

1. E-Performance Review Career Service Authority

2. Overview • Creating Documents • Creating Documents through Cloning • Editing Documents • Completing PEP/Starting PEPR • Rating Outcomes • Submitting for Approval • Administrative Tasks • General Items

3. Logging Into E-Performance • Log into PeopleSoft from the DOT homepage • Click on the Home Page Tab • In the Global Menu, click on “Online Tools and Programs” • Click on “PeopleSoft Tools” • Click on “Human Resources” • Click on “Manager Self Service” • Click on “Performance Management”

4. Creating Performance Documents from Scratch Click on “Create Documents” Enter the Effective Date for Employee Determination and click “Continue” Select employee or employees by placing a check mark in the box next to their name Click “Continue”

5. Creating Performance Documents from Scratch (con’t.) • Enter start date and end date of the evaluation period • Select the Document type from the dropdown (PEPR) • Leave “No” as the option in the “Create from Prior Document” field • Choose PEPR from the Template dropdown • Click on “Create Documents”

6. Your screen should look like this:

7. Creating Performance Documents through Cloning • Click on “Create Documents” • Enter the “As of date” to obtain the direct reports list; click “Continue” • Select employees for which you would like to create documents • Click “Continue”

8. Creating Performance Documents through Cloning • Enter start date and end date for the evaluation period in the Period field • Choose “PEPR” in the Document type dropdown field • Click the “Yes” radio button in the “Create from Prior Document” field • Click the magnifying glass search icon to search for the document from which you would like to clone • Click on the employee name link in the evaluate column to select the “from clone” document • Click “Create Documents”

9. Editing Performance Documents • Click on “Current Documents” • Click the PEPR link for the appropriate employee • Click “Start” next to the PEP row in the Document Details screen.

10. Editing Performance Documents (con’t.) • Click on the link below each section to add additional duties, outcomes and development items • Complete the fields in each entry screen • Click “Update” when finished • Repeat as necessary Note: Weighting outcomes should be done during this phase.

11. Example of an Entry Screen:

12. Complete PEP • Click “Complete” to begin the PEPR process* • Click “Start” link on the PEPR row in the Document Details screen *Only complete PEP close to year-end.

13. Begin PEPR • Begin process of completing PEPR • Provide supporting narration and/or download performance notes if applicable • Fill in Employee/Supervisor comments fields • Rate Outcomes • Click “Calculate All Ratings” to get the Overall rating • Click “Submit for Approval” to send to your manager. Note: Do frequent saves in both the PEP and PEPR phases to prevent loss of data.

14. Rating an Outcome

15. Manager Approval • Click on “Approve Documents” • Select name of the report to approve’.

16. Manager Approval (con’t.) • Click on the name of the employee to approve • Enter any comments • Click “Approve” or “Deny” • An e-mail will be auto-generated to submitting supervisor • Supervisor will go to “View Approval Status” to access manager comments • If changes need to be made, supervisor will have to reopen PEPR by clicking on “Reopen” located at the bottom of PEPR document

17. Example of Approval Screen Enter any comments to supervisor and click the Approve or Deny button

18. Final Completion Once document has been approved by manager, supervisor MUST open the document (PEPR) and click “Complete” then follow screen prompts to finalize

19. Administrative Tasks • Cancel Document • Delete Document • Transfer Document

20. Cancel Document If a document contains mistakes, the supervisor can cancel the document. • Click on Administrative Tasks • Click “Cancel Document “ on that screen • Place a checkmark in the box to the left of the employee name needing cancelation • Click “Continue” • Verify the cancel information, then click “Save” in the Confirm Cancellation screen

21. Delete Document Once the document has been canceled, a supervisor may delete the document to remove it from the file. • Click on “Delete Document” link in Administrative Tasks menu • Select the name of employee whose PEP/R needs deletion • Click “Continue” • Verify the information in “Confirm Delete screen, then click “Save” . The deletion should be successful if noted as such in the save confirmation screen. • Click “OK”

22. Example of Cancel/Delete Screen

23. Transfer a Document • Click on Administrative Tasks • Click “Transfer Document” • Select employee name needing transfer by placing a checkmark in box to the left of name. • Click “Continue” (the confirm transfer screen will appear)

24. Transfer Documents; Select Supervisor • To select the receiving supervisor, click “Select a Supervisor” • To search for the receiving supervisor, complete the name, last name or first name field and then click “Search” • Select receiving supervisor name from the “Person Search – Simple” page; click “OK” • Verify information in “Confirm Transfer” screen; click “Save”

25. Example of Transfer Screen Click here to select a supervisor to transfer.

26. Other Resources • Check website • Enroll for full PEP Workshop class • E-mail at eperformance.initiative@denvergov.org • Contact your HRS representative

27. Your “Reports To” List: If you are missing an employee, please submit a Reports To Update Form to Citywide Payroll at CitywideAdmin.Help@denvergov.org. Reports to updates can take up to four business days to process. Please verify your employee list well before the February deadline to allow time to make these updates if necessary.

28. Important Dates to Remember • December 15 – December 31, 2011: Solicit performance feedback from employees • January 1, 2012: Effective date of performance increase • January 1 – February 10, 2012: Complete performance evaluations • February 10: Deadline to deliver to appointing authorities • February 16 – February 24: Appointing authorities & subordinate managers manage merit increases • February 27 – March 2, 2012: Meet one-on-one with employees to deliver evaluations and rating and merit increase percentage • April 13, 2012: Retro monies delivered in paychecks