Certification/De-Certification of the Performance Review

1. To exit this tutorial, click the button in the upper right corner of your web browser Certification/De-Certification of the Performance Review Performance Management System Tutorial for Managers Estimated Completion Time: 15 minutes

2. Table of Contents • Certifying the Performance Review • De-Certifying the Performance Review This section of the tutorial covers all steps necessary for certifying or de-certifying a Performance Review on an employee using the Performance Management System. Click the Next button Back Next

3. Certifying the Performance Review The certification of the performance review has multiple steps depending on the situation you encounter with your employee. We will cover each area in this tutorial. Before You Certify A Performance Review Supervisor Certifies The Performance Review Employee is Unable to Certify Their Performance Review De-Certifying After Supervisor Certification Employee Refuses to Certify Their Performance Review Employee Certifies The Performance Review De-Certification After Employee Certification Let’s begin! Click the Next button Back Next

4. Certifying the Performance Review First, let’s define what “certifying a performance review” actually means: Certification simply means that you will be applying your “electronic” signature to the performance review. It means that you’ve reviewed and agree to the information entered on the performance review. In addition, anytime you or your employee certifies a performance plan or a performance review an email notification will be sent to the other party. If you or your employee does not have an email address, notification will come from your agency’s HR office. Click the Next button Back Next

5. Certifying the Performance Review Because you have access to the Manager Self Service area you have already been identified as having authority to certify performance plans and reviews for your subordinates only. This authority is unique to you and can only be used when you access the system with your login and password. This means that you should protect your Self Service login and password from unauthorized users. If you suspect that someone has access to your logon and password, go to the MI HR Gateway at: http://www.michigan.gov/selfservto request a new one. Now let’s continue with certifying a performance review. Click the Next button Back Next

6. Certifying the Performance Review • Before you certify a Performance Review you should: • Review the Competencies area for completeness • Review the Objectives/Factors area for completeness • Review any Progress Review/Comments for completeness • Schedule and conduct your one-on-one discussion with your employee • Make any necessary changes to the review resulting from the discussion Once you have gone through this checklist you are ready to certify the performance review . Click the Next button Back Next

7. Certifying the Performance Review From the Review Menu, uncheck the Prevent Employee Access box to allow employee access. Next, to certify the review, click the white box under Supervisor in the Review Certification area. Click the Next button Back Next

8. Certifying the Performance Review A warning box appears verifying that you want to certify the review. Click the OK button to certify the Review. The review certification date will appear in red. Click the Next button Back Next

9. Certifying the Performance Review After you’ve certified the performance Review an email will automatically be sent to your employee notifying them that you have certified their performance review. The employee then needs to access their Self Service account to review and certify their Performance Review. Click the Next button Back Next

10. Certifying the Performance Review EMPLOYEE’S REVIEW MENU VIEW The employee will be able to view their Performance Review from the Review Menu. Click the Next button Back Next

11. Certifying the Performance Review EMPLOYEE’S REVIEW MENU VIEW For this example, let us assume that the employee has reviewed the performance Review and has no comments or changes. Click the Next button Back Next

12. Certifying the Performance Review EMPLOYEE’S REVIEW MENU VIEW To certify, your employee will click the white box under the Employee heading in the Certification area. Click the Next button Back Next

13. Certifying the Performance Review EMPLOYEE’S REVIEW MENU VIEW A message will appear confirming that the employee has reviewed their performance review and is ready to certify it. Click the Next button Back Next

14. Certifying the Performance Review EMPLOYEE’S REVIEW MENU VIEW The employee clicks OK to complete the certification. The certification date appears in red and Review Menu changes to Historical Menu. Click the Next button Back Next

15. Certifying the Performance Review You will receive email notification that your employee has certified their performance review. The process is now complete. Click the Next button Back Next

16. Certifying the Performance Review • There may be some instances where your employee will be unable to review and certify their performance review: • The employee does not have access to a computer • The employee does not have access to the intranet/internet • In these cases the supervisor can certify a performance review for the employee by using the Access Override feature. • This applies the supervisor’s electronic signature to the review on behalf of the employee. • An email notification will be sent to the employee each time a performance review is certified or de-certified using the Access Override feature. • Anytime you use this feature you are required to sign, and have the employee sign, a printed copy of the review. Click the Next button Back Next

17. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW The Access Override feature is shown under the Certification area of the Review Main Menu screen. Click the Next button Back Next

18. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW To electronically sign the review on behalf of the employee, click the white box under Access Override in the Certification area. Click the Next button Back Next

19. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW A warning box will appear verifying that you wish to certify on behalf of the employee. Click the Next button Back Next

20. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW Click OK to certify. The certification date appears in red and Review Menu changes to Historical Menu. Click the Next button Back Next

21. Certifying the Performance Review The employee will receive an email notification stating that you’ve used the Access Override feature. You and your employee will need to sign a printed copy of the review for this process to be complete. Click the Next button Back Next

22. Certifying the Performance Review This review can now be accessed from the main menu under Historical Reviews from both the Manager & Employee Main Menus. Click the Next button Back Next

23. Certifying the Performance Review • There may be an instance where your employee will refuse to review and certify their performance Review: • The employee does not agree with the performance Review • In this case the supervisor can certify a performance Review for the employee by using the Refusal Override feature. • Whenever possible supervisor’s should attempt to resolve the disagreement and encourage their employees to certify the review themselves. Remember, the employee can add comments to the Review stating their reasons for disagreement in the Progress Review/Comments area. • An email notification will be sent to the employee each time a performance review is certified or de-certified using the Refusal Override feature. Click the Next button Back Next

24. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW The Refusal Override feature is shown under the Certification area of the Review Main Menu screen. Click the Next button Back Next

25. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW To certify, click the white box under Refusal Override. Click the Next button Back Next

26. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW A warning box will appear verifying that you wish to certify due to the employee’s refusal to certify. Click the Next button Back Next

27. Certifying the Performance Review SUPERVISOR’S REVIEW MENU VIEW Click the OK button to certify. The certification date appears in red and the Review Menu changes to the Historical Menu. Click the Next button Back Next

28. De-Certifying the Performance Review • There may be an instance where you need to make a correction or change to a performance Review that has already been certified: • You need to make a change to the performance Review • The employee has requested a change to the performance Review • De-certification of a performance review can only be done by you prior to employee certification. • Once the performance review is certified by the employee, only your agency’s HR Office will have the authority to de-certify the review. Click the Next button Back Next

29. De-Certifying the Performance Review To de-certify a performance review, uncheck the white box under the Supervisor Review Certification area. A warning box will appear verifying that you wish to decertify the review. Click the Next button Back Next

30. De-Certifying the Performance Review Click OK to de-certify. The certification date in red will disappear making the review available for changes. Click the Next button Back Next

31. De-Certifying the Performance Review • Remember, anytime you certify or de-certify a performance review (prior to employee certification only) an email notification will be sent to the employee. Click the Next button Back Next

32. De-Certifying the Performance Review • After making changes, you and your employee will begin the certification process again. • Once a review has been certified by both the supervisor and the employee the option to de-certify will no longer be available. Click the Next button Back Next

33. De-Certifying the Performance Review The review will then be stored under the Historical Menu. Click the Next button Back Next

34. De-Certifying the Performance Review The Historical Menu is available from the Performance Management System Main Menu screen for both the supervisor and the employee. Click the Next button Back Next

35. De-Certifying the Performance Review If the review was certified by the employee by mistake or if there is a legitimate reason to make a change to the review after final certification, you must contact your agency’s HR Office for assistance. Click the Next button Back Next

36. To exit this section, click the button in the upper right corner of your web browser • This concludes the Certifying & De-Certifying a Performance Review section of the Performance Management System Tutorial for Managers. • Congratulations! You have completed the Tutorial for the Performance Management System. • If you have any questions on any section of the Performance Management Tutorial, please contact your agency’s Human Resources Office or Performance Management Liaison. Back Next

37. Navigation Instructions These navigation buttons will show at the bottom of each screen in the tutorial Returns you to the first page of the tutorial you are in Will take you to the navigation instructions Takes you to the first screen of the tutorial section you are in Takes you to the previous screen Back Takes you to the next screen Next Takes you to the last screen of the tutorial section you are in Most screens will have some animation. When the animation is complete, you will be prompted to click on a button. Click the Back button Back