Commonwealth of Massachusetts Human Resources Division

1. Commonwealth of Massachusetts Human Resources Division ACES FINAL REVIEW BRIEFING September 23 and 25, 2008

2. Highlights for 2008 • Collaborative process for final stage – form simultaneously in inbox of reporting manager and appraising manager • Final ratings and final comments are hidden from reporting manager until signature stage • Similar to last year, Appraising Manager can only move forms stage to stage by clicking on “DONE” button

3. Managers Hired After April 08 • Any employees who entered management positions between April and June 30, 2008 should have received a 2008 ACES form. • These “mid-year” managers should enter 2-4 manager objectives; 1-3 career growth objectives • Forms can then skip progress stage and move to final review stage.

4. Moving Forms Stage to Stage • ACES Coordinators with Administrative Access can move forms between phases. • You can request HRD to move individual forms to another phase by emailing: HRD-DL-ACESHelp@massmail.state.ma.us • There is a job aid to help managers move forms to the right step: http://www.mass.gov/Ehrd/docs/policies/aces/2008/job_aid_right_step.doc • Using Route Document (via Admin Tools) skips all the rules for form validation

5. Manager Objectives Core Competencies Career Growth Objectives Overall Final Review Rating 5 point rating scale and comments Rate the frequency of behavior or N/A Rated as accomplished, in-progress or not accomplished Use rating definitions; 5 point rating scale Components of Final Review

6. Manager Objectives and Overall Final Review Ratings Exceptional Highly Effective Successful Performer (Fully Meets for ACES 2007) Satisfactory (new for 2008) Below Expectations (Fails to Meet for ACES 2007) Final Review Ratings

7. How to select the overall final rating • No strict formula; these are guidelines • 60% weight for manager objectives • 30% weight for core managerial competencies • 10% weight for career growth objectives • ACES Rating Scale Definitions at http://www.mass.gov/Ehrd/docs/policies/aces/2008/aces_definitions.rtf • Should take into account other factors – attendance, compliance with Manager Code of Conduct, etc.

8. ACES Coordinator Stage • By October 3, Appraising Managers complete final reviews. • ACES Coordinator stage & remaining steps are routing based. Form is in one inbox at a time. • ACES Coordinator holds forms until ACES Rating Distributions approved by Secretariat HRD. • Final review ratings can be changed in this stage (if needed). • Appraising Managers should be reminded not to share final ratings until being notified by the personnel department.

9. Signature Stage • In the “Signature stage”, form is read-only except for comments in signature section. • Appraising or reporting manager can select “return to ACES Coordinator for edits” button if form needs editing. • Appraising Manager signs form by clicking “click here for electronic signature” and sends to Reporting Manager. Then Reporting Manager repeats this process. • Form goes to Completed Folder of both the Appraising and Reporting Managers. • This is the first time the reporting manager is seeing the final ratings.

10. Signature Stage • After electronically signing the form, system adds date stamp and signer name appears in italics. • After form is routed to completed stage, form should be printed out, manually signed by both the reporting and appraising managers and signed copy sent to HR to include in employee’s personnel folder.

11. ACES Final Review Timeline

12. ACES Final Review Timeline