Performance Evaluation HR Training Sessions May 7 - 17, 2013

1. Performance Evaluation HR Training Sessions May 7 - 17, 2013

2. Course Objectives • Obtain the information you need to train the managers and employees at your agency on how to use the performance evaluation process in People First • This training will only cover how to use the People First system and will notcover concepts for SMART performance expectations

3. Performance Evaluations Completed in People First • Annual performance evaluations for permanent and exempt employees starting July 1, 2013 • This includes close-out evaluations (details covered later) for periods where the expectations setting process was completed in People First • Probationary evaluations for employees whose probationary period begins on or after July 1, 2013

4. Performance Evaluations Completed Outside People First • Probationary evaluations for employees whose probationary period begins prior to July 1, 2013 • Annual evaluations for periods ending on or before June 30, 2013 • Interim evaluations (quarterly, mid-point) • Special recognition evaluations • Trainee evaluations • OPS evaluations • Corrective action plans (aka, performance improvement plans)

5. Annual Performance Evaluation Periods • Initial annual evaluation periods • July 1, 2013 – December 31, 2013 • Close-out in December to set SMART expectations effective January 1, 2014 • January 1, 2014 – June 30, 2014 • Future annual evaluation periods (after initial periods) will be July 1 – June 30 each year

6. Eligibility Criteria for Annual Evaluation Plan • Employees in an exempt or permanent status on July 1, 2013 • Employees who obtain an exempt or permanent status on or after July 1, 2013 • Eligibility determination is based on the completion of the Personnel Action Request (PAR), placing the employee in the exempt or permanent status • Employees obtaining an exempt or permanent status will not show in the annual evaluation process (expectations setting process) until the day after the PAR is completed

7. Eligibility Criteria for Annual Evaluation Plan • Employees changing agencies will not show in the annual performance evaluation process until the third day after the effective date of the hire • To show eligible in the performance evaluation process, both the separation PAR and the appointment PAR must be completed • If the final PAR action is acted upon more than 3 days after the start date at the new agency, the employee will show as eligible in the annual performance evaluation process for the new agency the day after the PAR is completed

8. Accessing Performance & Talent Management System • Log into People First (same login and password as today, no change), and select the Performance & Talent Management tab • This will take the employee to the Performance & Talent Management My Dashboard

9. Performance & Talent Management My Dashboard

10. Performance & Talent Management My Dashboard • About Me – Contains information for the employee that is logged in; includes quick links to the employee’s Performance Expectations and Evaluations • Employees can also access historical performance expectations and evaluations that were completed in People First July 1, 2013 forward

11. Performance & Talent Management My Dashboard • Reporting Structure • Managers – Presents the manager’s direct reports; managers can select the employee to view their related information (expectations, evaluations, etc.) • Employees – Shows where the employee is in the reporting structure (who they report to) • Both employees and managers will have access to navigate up the reporting structure

12. Performance & Talent Management My Dashboard • Performance Evaluations • This section is not presented to employees • Provides managers the ability to see where their employees are in the performance expectations setting and evaluation processes

13. Performance & Talent Management My Dashboard • Performance Evaluations Continued • Managers can choose to view the process details by either their Direct Reports (My Direct Reports Only) or by their full reporting structure (All My Employees) • My Direct Reports Only will include only the employees that report directly to the manager • All My Employees will include both the employees that report directly to the manager, and the employees that report to manager’s direct reports

14. Performance & Talent Management My Dashboard • Performance Evaluations Continued • Managers can select the dropdown to change the process that is presented (e.g., change from the Expectations Setting to the Final Evaluation process)

15. Performance & Talent Management My Dashboard • Performance Evaluations Continued • Managers can also navigate into each step of the evaluation by selecting the number in the navigation flow for that step • Clicking on the number for a specific step will launch a list of employees in that step of the process • To view information for a specific employee select the eyeglass icon ( ) next to the employee’s name

16. Performance & Talent Management My Dashboard • My Tasks • Located on the Performance & Talent Management My Dashboard (not on the People First Home page) • Performance evaluation tasks and tasks for approving job requisitions will be included • Separate tasks are created for each performance evaluation plan • If managers have employees in more than one evaluation plan (e.g., annual evaluation plan and a probationary evaluation plan), separate tasks will be presented for the employee in each plan

17. Performance & Talent Management My Dashboard • My Tasks • Group Task – Presented for manager and second-level manager tasks when a specific task is available for completion for more than one employee • Individual Task • Employees will see performance tasks to acknowledge receipt of their expectations and evaluation • Presented for manager and second-level manager tasks when the task is only available for one employee

18. Performance & Talent Management My Dashboard • My Tasks • Managers will have tasks to set expectations, monitor (track) performance, evaluate and discuss the performance evaluation for their direct reports • Employees will have tasks to acknowledge receipt of their expectations and evaluation • Second-level managers will have a task to review evaluations prior to the manager providing the evaluation to the employee

19. Performance & Talent Management My Dashboard • My Tasks Delegation • All manager and second-level manager tasks can be delegated by selecting the delegation icon ( ) next to the task name • Tasks should ONLY be delegated when appropriate • When delegating a task select the Add button to search for the employee that will receive the delegation • Note that the search is statewide and is not restricted to the employees in your agency

20. Performance & Talent Management My Dashboard • My Tasks Delegation Continued • When adding a delegation you can choose to time limit access by entering a beginning and ending date • If no date is entered, the delegation will remain active for the entire evaluation period • Delegation is restricted to the specific task, employee and performance evaluation plan

21. Performance & Talent Management My Dashboard • My Tasks Delegation Continued • If a delegation is needed for more than one task, employee, performance evaluation plan or a combination of these, the delegation must be elected for each unique occurrence • If the manager delegates the “Performance Evaluation” task, it automatically gives the person receiving the delegation access to send the employee the evaluation after the second-level review is completed. Therefore, the manager does not need to also delegate the “Conduct Performance Evaluation Session” task.

22. Performance & Talent Management My Dashboard • My Tasks Delegation Continued • Both the step owner (e.g., manager) and the person receiving the delegation (e.g., former manager) will receive the task, related emails and reminders • Delegations can be removed by selecting the delegation icon and then selecting the delete button in the section Employees with Delegation Authority • If delegations are used, the delegation MUST be removed manually if the employee with delegation rights leaves the agency • Access will remain with the employee if not removed

23. Performance Evaluations - Overlapped Positions • Employee – If the employee position is overlapped • No impact to the evaluation process (employee, manager and second-level manager still receive the tasks, emails, etc.). • Manager – If the manager position is overlapped • The manager assigned to complete the evaluation process will be assigned alphabetically by the manager’s first name (only assigned to one manager). If the other manager is responsible for completing the evaluation activities, each task must be delegated to the other manager.

24. Performance Evaluations - Overlapped Positions • Manager Continued • Employee and second-level manager access is not impacted (both continue to receive emails and tasks they are responsible for).

25. Performance Evaluations - Overlapped Positions • Second-Level Manager – If the second-level manager position is overlapped • The second-level manager assigned to complete the evaluation process will be assigned alphabetically by the second-level manager’s first name (only assigned to one manager). If this second-level manager is not the correct person to complete the evaluation review, the task must be delegated to the appropriate manager (generally the other second-level manager). • Employee and Manager access is not impacted (both continue to receive emails and tasks they are responsible for).

26. Performance Evaluation Roles in People First • Manager – • Sets performance expectations • Monitors employee performance • Evaluates employee performance • Has access to complete most (not all) tasks • Cannot complete the second-level review • If the second-level reviewer is not available to complete the review, the manager must call the service center to have the second-level review process completed

27. Performance Evaluation Roles in People First • Employee • Reviews and acknowledges receipt of the performance expectations • Reviews and acknowledges receipt of the performance evaluation • May add comments about their overall performance as part of the performance evaluation acknowledgement process

28. Performance Evaluation Roles in People First • Second-Level Manager – • Ensures managers are monitoring employee performance • Ensures managers are rating employee performance in accordance with agency and state policies and procedures • Has access to complete most (not all) tasks • Cannot send the performance evaluation to the employee • If the manager is not available to send the evaluation to the employee, the second-level manager must call the service center to send the evaluation to the employee

29. Performance Evaluation Roles in People First • Human Resource Staff – • Creates agency expectations (expectations that apply to all employees in the agency) • Agencies will have the opportunity to update agency expectations prior to the start of the evaluation period • Monitors expectations setting and evaluation processes to ensure timely completion • Provides reports to agency executive leadership • Designated HR users can request completed evaluations be re-opened based on a defined agency need (e.g., settlement agreement, grievance)

30. Performance Evaluation Roles in People First • Service Center – • Initiates employees into both the performance expectations setting and performance evaluation processes based on defined eligibility criteria • Employee is placed in a probationary status (probation, demotion, reassignment or original appointment action) • Employee completes probationary period, gaining permanent status • Any action moving the employee from one agency to another agency • Manager requests a new evaluation be opened

31. Performance Evaluation Roles in People First • Service Center Continued – • When appropriate and requested by the manager, second-level manager or human resource staff, moves the evaluation back to a previous step in the process • Answers navigation questions for the performance evaluation process • Processes (keys in) submitted performance evaluations for visually impaired individuals (i.e., manager is visually impaired)

32. Performance Evaluation Roles in People First • Service Center Continued – • Provides audit log when requested • Administratively closes performance evaluations on the 61st day after the evaluation period ends • If needed, works with managers and second-level managers when either the manager and/or second-level manager positions are overlapped

33. General Information • Human resource professionals (security role codes A, H, X, U and Y) will have statewide view access to performance evaluations • Provides access to view performance evaluations for prospective employees without having to contact the employee’s current agency • Evaluations are only available if completed in People First

34. General Information • Attachments are not supported during either the expectations setting or evaluation processes • At all steps of both the expectations setting and evaluation process users can select the print button presented at the bottom of the screen (do not right click) to print the details for the process

35. General Information • Audit tracking • At various stages of the evaluation process the audit log is presented to managers, second-level managers and HR staff • Select the audit log icon ( ) to access the history for a particular field • Employees cannot access the audit log • The audit log is only presented during the manager and second-level processes (not presented on completed forms) • To obtain the audit log for a completed form, you must call the People First service center

36. General Information • System Timeout • Performance & Talent Management system timeout is 20 minutes of idle time • Timeout is separate from main People First system • Being timed out of one system does not log the user out of the other • Save Button • Should be used if the user is not going to be able to complete their entry • Auto Save • The Performance & Talent Management system will include an auto save feature • If a user is timed out due to idle time, all information will be saved automatically

37. General Information • Spell Check Button • Optional • Will ONLY check for misspelled words (will not check grammar) • Hover Messages • Help text is provided for most (not all) fields within the system • For read only fields, place the cursor over the field to show the help text • For editable fields, place the cursor in the field to show the help text

38. General Information • Standard Error Messaging: • The following applies to all roles and for all steps within the performance expectations setting and performance evaluation processes • Error Messages • Users will be presented with the following error message when a required field is not populated • Identify the field(s) with the following error message and correct to proceed

39. Performance Evaluation Navigation • Navigation Using My Tasks - For most performance related tasks, users will select the task in the My Tasks section • Navigate to a direct report’s information by selecting the index card image ( ) next to the employee’s name, then selecting either Performance & Talent Profile, Performance Expectations or Performance Evaluations • Primary Navigation – From any where in the system select the house icon ( ) at the top of the screen to return to the Performance & Talent Management My Dashboard

40. Performance Evaluation Emails • Emails are ONLY sent to the owner of each step (e.g., sent to manager to set expectations; employee to acknowledge expectations) • Emails are sent to the work email address in People First (will NOT go to the notification email address) • Work email address is located on the Work Contact Information screen in the People First system • Email address MUST be accurate in People First when the email is generated; emails will not be resent when an email address is updated

41. Performance Evaluation Emails • Agency will not receive a list of undeliverable emails • Emails provide instructions on how to complete each task • Reminders will be generated at key intervals when a task is not completed • Reminders are only sent to the owner of each step • Emails will be sent from: PeopleFirstNoReply@ngahrhosting.com

42. Performance Expectations Setting Process • Manager sets performance expectations • Employee acknowledges performance expectations • Performance expectations setting is completed

43. Setting Performance Expectations • Manager is responsible for setting expectations • Agency expectations (if applicable) • Pre-populated and are not editable • Applies to all employees in the agency • Job specific expectations • Manager is responsible for adding (select the Add Performance Expectation button) • Must enter both a performance expectation title and a performance expectation description for each job specific expectation that is added

44. Setting Performance Expectations • Sort Sequence • Default sort order is alphabetical (ascending) by performance expectation title • Agency expectations are sorted separately from job specific expectations • If a manager wants the job specific expectations to be sorted in a particular order they must start the job specific expectation title with a number 01, 02, 03, 04…10, 11… • If adding more than 9 job specific expectations you must use the leading zero for job specific expectations 1 – 9 (01 – 09)

45. Setting Performance Expectations • Collapsing and expanding performance expectations • When the Add Performance Expectation button is selected, all other performance expectations are collapsed on the screen (leaving only the performance expectation being added shown) • Select the Expand All Entries in This Group button to expand all performance expectations • Expand all performance expectations prior to selecting the Send to Employee button to show any error messages that may exist

46. Setting Performance Expectations • No limit on the number of job specific expectations that can be added • Manager can update job specific expectations until the performance expectations employee acknowledgement process is completed • Once the performance expectations have been sent to the employee for acknowledgement, the manager must navigate to the employee’s performance expectations and select the Update Performance Expectations button to process any updates to the performance expectations • If updating the performance expectations after initially sending the performance expectations to the employee, the manager should notify the employee that they are making updates and will resend to the employee

47. Setting Performance Expectations • Manager controls when to send expectations to the employee • Manager will receive reminders every 15 days after the due date until they send the expectations to the employee • Select the Send to Employee button to provide the performance expectations to the employee • When the Send to Employee button is selected, the employee will receive an email to acknowledge receipt of the performance expectations, as well as a task in the My Tasks section on their Performance & Talent Management dashboard

48. Setting Performance Expectations • Expectations are tied to the employee, not to the position • There is no second-level manager review for the expectations setting process • Expectations setting process will remain open until completed or until the evaluation plan year has been closed (61st day after the evaluation period ends) • Managers will not be able to rate employees if they don’t complete the expectations setting process

49. Acknowledge Receipt - Expectations • Employee is responsible for this step • Employee reviews expectations and completes acknowledgement • Checks the box I Acknowledge Receipt of My Performance Expectations • Enters the Date Acknowledged • Date Acknowledged is formatted as a text field, not a date field • Selects the Acknowledge Receipt button

50. Acknowledge Receipt - Expectations • Employee will receive reminders every 15 days after the manager has sent the expectations to the employee, until the expectations have been acknowledged • Manager can acknowledge receipt on behalf of the employee • Manager should only acknowledge receipt ifthe employee is unable to or refuses to acknowledge receipt • Manager MUST communicate expectations to the employee even if completing the acknowledgement on behalf of the employee