SUPERVISOR MANAGER INSTRUCTIONS e

SUPERVISOR
MANAGER
INSTRUCTIONS
e-Appraisal Workbook
In partnership with:
Table of Contents
Navigation ......................................................................................... 2
To Search for an Employee: ................................................................................. 3
Importing Documents ............................................................................................ 4
Completing Appraisals for your Direct Reports .................................. 6
Appraisal Form...................................................................................................... 7
Fast Path function ................................................................................................. 8
Completing the form.............................................................................................. 9
Goals/Action Steps ............................................................................................. 10
Comment Helper ................................................................................................. 12
Coaching Tip ....................................................................................................... 14
Assigning Secondary Managers to Your Direct Reports ..................................... 14
Meeting With your Direct Reports ....................................................................... 16
Add a New Goal .............................................................................. 18
Reporting ........................................................................................ 20
Dashboard .......................................................................................................... 20
Reports ............................................................................................................... 20
Additional Resources ...................................................................... 21
Halogen Helpers ................................................................................................. 21
Charlotte’s Web .................................................................................................. 21
Halogen Tutorial.................................................................................................. 22
1
Navigation
Supervisors and managers have two sections on the main menu: the “My Performance”
section (circled in green below) is the same as non-supervisory employees, and contains
the information relating to your individual performance (refer to Employee Instruction
manual). The rest of the information pertains to the employees that report to you –
either directly or indirectly.
The “My Employees” area allows managers to manage their employees’ Personal
Pages. To access it, click on the “My Employees” icon circled in red below:
To assist in managing employee information, the “My Employees” area provides search
and filtering tools for locating specific employees.
2
To Search for an Employee:
-Enter the first letters of a name in the First Name or Last Name fields.
The more letters you enter the more precise the search results will be.
-Click the Search button.
All employees that match your entries will display in the results list.
- To clear the search results, click the Show All button.
-To perform an advanced search, click the Advanced button. To hide the advanced
search panel, click the Advanced button a second time.
From this section, you can view your employees’ Goals, Feedback, Past Evaluations,
and any documents that have been attached to the employee’s record, simply by clicking
on the corresponding links.
Click the Home button to return to your Home Page.
3
Importing Documents
Managers and Human Resources staff have access to import documents they feel are
significant to an employee’s performance. To import a document to one of your
employee’s Personal Pages, click on the “My Employees” link:
This will open the list of your direct reports. The “Documents” icon is on the far right:
Click the “Documents” icon and the list of current documents will display, as well as the
option to “Add New”
4
Click the “Add New” button, and an “Import Document” section will display:
Click the “Browse” button to find the document you wish to import; provide a title and
indicate whether or not the document should be visible to the employee. Click the “OK”
button to complete the action.
The document will now be listed and available for viewing:
To view the document, simply click on the title of the document (in blue font).
5
Completing Appraisals for your Direct Reports
Items requiring action on your behalf will be displayed on your Home Page. Click each
item to move to the corresponding page.
Click on the “Complete appraisals for your direct reports” link. A list of your direct
reports will display, similar to this example:
Task due dates are
listed across the top of
each task.
6
The “Appraisals to Complete” page presents a list of appraisals that have been assigned
for you to complete.
The states for each appraisal are:
-Edit Appraisal – the appraisal has not yet been completed. Click the “Edit Appraisal”
link to open and complete the appraisal.
-Pending Review –the appraisal is completed and has been submitted to your immediate
supervisor for approval. It will remain in the Pending Review state until it has been fully
approved. If the appraisal is not approved, it will revert back to the Edit Appraisal state
for you to make any changes required.
-Completed – the appraisal has been completed and approved.
The access icons to the right are links to the completed appraisals that the manager has
written and the completed self-appraisal that the employee has written (if applicable).
Click the access icons at any time to view an appraisal. Please note that these
appraisals cannot be edited.
Complete the appraisals for your direct reports:
• select the appropriate radio buttons in the competency sections
o comments are required for ratings:
 Stellar
 Partially Meets Expectations
 Does Not Meet Expectations
• rate last year’s goals (weighting of goals must equal 100%)
• key in new goals (weighting of goals must equal 100%)
• add comments and annotations throughout as appropriate.
Appraisal Form
This is where the Performance Appraisal begins. The “Employee Information” section:
name, department, hire date, etc. is automatically filled in for you.
If the title, department, or supervisor information is incorrect, you can change it
before the document is saved for the first time. After the document is initially
saved and completed, this information cannot be subsequently changed.
7
Fast Path function
The menu on the left in blue is a table of contents and allows you to jump immediately to
that section. The example below demonstrates this tool. Click on “Job Skills” to jump to
this section and begin entering a score and comments.
To jump to
“Job Skills”
click here
8
Completing the form
Go through each section carefully. When you are considering a rating, be as objective
as possible and take the full evaluation period into consideration. Be aware of and make
attempts to avoid the “recency effect” (evaluating only recent events) by reviewing
feedback entered throughout the year.
The Rating Key is as follows:
Rating Key:
Stellar = 5
Exceeds Expectations: 4
Successfully Meets = 3
Partially Meets Expectations: 1.5
Does Not Meet = 0
The “Score” is
automatically
filled in when a
“Rating” is
selected
9
PAST GOALS:
The Past Goals section of the form is auto-populated from the Goals section of Halogen
(shown below). The Past Goals form section has room for up to three (3) Past Goals. If
the goals that are displaying are not the correct goals, you may click on the “Copy Goal”
button to the left of the goal displayed to select and copy and correct goal.
Incorrect goals that have inadvertently been imported, can be deleted by clicking on the
pink eraser icon to the left of the goal.
Complete the remaining competencies as above including Part 3 Goals/Action Steps.
Goals/Action Steps
Managers and employees should collaborate in developing employee goals for the
coming year. All goals set should follow the SMART criteria:
• Specific
• Measurable
• Attainable
• Relevant
• Time-bound
In addition, all individual goals must be aligned with and linked to organizational goals.
Aligning goals means that the individual goal should support the accomplishment of the
organizational goal. Linking the individual goal to the organizational goal can be done by
click the gold Link
goal.
button next to the goal text box and selecting the appropriate BCC
10
NOTE: There is a difference between SAVE and COMPLETE when exiting the form.
Complete
Save
Your comments on the Appraisal form do not have to be completed in one sitting.
Save: If you are not finished and need to exit the form click the
button. This
option saves your work and enables you to return to the form at another time to
complete/edit/revise.
Complete: When you have completely finished entering information into the form and
are ready to send it to the next step, click the
button. Your form will be
saved in the system and forwarded to the next step. Please note that once you have
clicked the “Complete” button you will not be able to make any further changes to the
form.
11
Comment Helper
“Comment helper” provides you with a quick and easy method of creating appropriate
comments for your direct reports on their competencies. The comment helper can assist
you in creating your own appropriate comments for your direct reports by offering
suggested comments based on the rating scale.
Click the pencil icon
below the competency you want to use comment helper for.
-In the Subcategory list, select a subcategory; In the Comment Level drop-down list,
select a level or use the slide bar to select a comment.
12
Click either the Male or Female radio button to select the appropriate gender of the
employee (“He” comments or “She” comments).
- Click the Add to Your Comment button to add the comment to the Your Comment
area.
-
Click the OK button to save your comments. Tip: You can edit the text in the
Your Comment area if necessary.
13
Coaching Tip
Coaching Tips are available in the Comment Helper section. While these tips may be
viewed while writing the appraisal, we ask that you do not utilize the Coaching Tips
in the appraisal form itself.
DO NOT click
on “Add to
Your
Comment” for
Coaching Tips
Assigning Secondary Managers to Your Direct Reports
You may request that another manager assist you in evaluating a direct report. To
accomplish this, simply select which employee(s) you would like to assign by clicking on
the box by their name from this panel and click
14
Type in the manager’s name (or a portion of the manager’s name). Highlight the correct
name from the list populated and click OK.
Once you have clicked OK, the employee’s review will be automatically routed to the
chosen manager.
This tool may be particularly useful in instances where an employee worked for more
than one manager during the year. The appropriate manager(s) can be assigned
access so they can key in the appropriate section(s) of the performance review. The
manager should then save the review (do not use the “Complete” button). While the
information keyed in by all managers will be saved in the document, the originating
manager is still responsible for meeting with the employee and conducting the final signoff at the end of the process.
15
Meeting With your Direct Reports
You will be required to meet with your direct reports to review and discuss their
appraisal. When you have been assigned this task, you will see “Manager Meets with
Employee to Review Evaluation and Add Comments” on your Home Page.
16
Click on the blue text, and a list of your employees will appear. Follow the icons to
determine which employees have tasks for you to complete:
-While meeting with the employee, you can click the green check icon in the “Self”
column to view the employee’s self-appraisal (if a self-appraisal was conducted). While
open, you may print or convert the form to PDF. Converting to PDF is suggested before
printing an appraisal.
Click the blue
link to open the employee’s evaluation form:
-When you have finished meeting with your employee and adding any final comments,
click the “Complete” button at the top of the form. Once this step has been completed,
the form will be routed back to the employee for their final comments and sign-off.
17
Add a New Goal
During the year, you may want to add a new goal for an employee that was not listed on
the previous performance evaluation.
To do this, go the “My Employees” tab and click on the employee’s name.
This will redirect you to the employees’ goal page where you can click “Add” to add a
new goal.
18
Enter the following information:
Title: Name for the goal
Details: Explanation/description
Weight: You can decide if one goal has a higher impact on results than the
other(s). Weight should be entered as a percentage.
Linked Goals: Each and every goal is required to be linked to the
Organization’s Goals set by the BCC.
Start Date, Due Date, and/or Completed Date: Enter as applicable.
To link a goal – Select the Linked to:
icon to select the appropriate BCC goal.
Goals can and should be added/deleted/updated throughout the year as applicable.
19
Reporting
Dashboard
It provides a graphical means of viewing your data, complete with filtering capabilities,
and it can be used to compare data from separate processes to capture trends. From
most graphs and charts, you can also access and export associated textual reports.
Reports
It provides a graphical means of viewing your data, complete with filtering capabilities,
and it can be used to compare data from separate processes to capture trends. From
most graphs and charts, you can also access and export associated textual reports.
20
Additional Resources
Halogen Helpers
For additional assistance contact your “Halogen Helper” listed below:
Administration/PIO
Budget & Administrative Services
CCU
Community Services
Community Development
Economic Development
Facilities
Fiscal
Human Resources
Human Resources
Human Services
Public Safety
Public Works
Tourism
Caroline Wannall
Linda Angelo
Norma Corso
Cindy DiGiacomo
Andra Bogardus
Kathy Knee
Teri Salomon
Kathy Brantley
Eve Sweeting
Ellen Betz
Jessica Hernandez-Parkman
Colleen Barbour
Elizabeth Parker
743-1391
764-5500
764-4508
235-5009
764-4158
764-4941
743-1905
743-1551
743-1258
743-1259
833-6509
833-5612
575-3607
764-4938
Charlotte’s Web
Additional resources and a FAQ section are available on Charlotte’s Web at this
link: http://charlottesweb/HR/eAppraisals.asp
21
Halogen Tutorial
The software vendor, Halogen, has provided an excellent tutorial that explains all
of the components of the program. Halogen offers a number of integrated
modules of their software; since the tutorial provides information on modules that
we are not utilizing at the present time, we've provided a list of the pages that
explain the components that we ARE using, and that you should familiarize
yourself with. You can simply disregard the pages that have been crossed out.
22
23
Revised: April 2015
24