Pilot Group - PeopleAdmin Performance Review Training I 2013-2014

Pi l o t G roup - Peop leAdmin Pe r fo rmance Rev iew Tra in ing I

2013-2014

WelcomePilot Group!

1. Talent Management Solution for Higher Education and Government• More than 700 organizations

2. The company’s unique web-based solutions enable organizations to:• Automate and streamline the hiring process• Improve candidate communication• Efficiently manage position descriptions and employee

performance• Provide on-line performance reviews• Develop compliant and defensible audit trails to defend

talent management decisions• Utilize industry-leading reporting and metrics

• Launch Video found at: http://www.youtube.com/watch?v=x7ekee1WJBM&feature=youtu.be

PeopleAdmin

Pilot Group Session 11. Shared Responsibility2. Logging In3. Employee Portal4. Position Descriptions5. Making a Mistake6. Objective Setting 7. Progress Notes

Shared Responsibility Establish clarity on job expectations, position

description and duties

On-going communication Regular meetings Weekly email updates Project status reports

Document year-round

5

Performance Review Cycle

System Cycle

1Supervisor

Reviews Employee’s

Position Description

2Supervisor Sets

Plan

3Employee

Acknowledges Plan

5 Assign Multi-Rater

4Mid-Year Check-In

6Employee

Completes Self-Review

7Supervisor

Completes Review

8Reviewing Officer

Acknowledges Review

9Performance

Review Discussion

10Employee

Acknowledges Performance

Review

Pilot Group testing annual performance review

only (not six-month).

Log in: https://gonzaga.peopleadmin.com/hr/ then use your regular GU login and password.

Click on “Go to Employee Portal” in the upper right corner.

Logging In & Home Page

https://gonzaga.peopleadmin.com/hr/

PeopleAdmin Login

Default Home Page“home” – all the action items coming up and overdue

Employee Portal

Navigation options once in employee portal:1. Click on your action item(s)

Employee Portal

2. Or, click on “my reviews” in the upper left corner to see your reviews.

Once in “my reviews” click on the appropriate performance program to see what action items are required.

Employee Portal

Once in the program, you can navigate the steps using either the links on the left-hand side of the page or the icons in the center of the page.

Employee Portal

To access your employee(s)’ reviews, click on “My Employees’ Reviews” in the upper left-hand side of the page. *supervisors only

Employee Reviews

Once in “my employees’ reviews” click on the appropriate Performance Program to see what action items are required.

Employee Reviews

Reminder Emails

• Email 1: sent as soon as you are assigned a task

• Email 2: 7 days before due • Email 3: on due date • Email 4: 3 days after due• Batching – one email will detail out all

upcoming tasks

SUPERVISOR REVIEWS POSITION DESCRIPTION

Supervisor Reviews Position Description• *NEW* feature which reminds supervisors to review position description• From the “Home” button view action items which are due and select “Supervisor Reviews Employee’s

Position Description”• “Hover” over name of employee to be brought to their position description• Review Position description with your employee

Employee and Supervisor Role• Employee should review their position description as part of the

performance management process• Supervisor should review the position description of each of their

employees• Minor changes can be made in the system• Major revisions – contact HR (Heather Murray, murrayh@gonzaga.edu or

x6829)• Guide for Position Description Updates:

– www.gonzaga.edu/hr– Click on “compensation”– Click on “PeopleAdmin Training Guide: Staff”

Walk Through Position Descriptions

• Employee

• Supervisor

MAKING A MISTAKE

Making a Mistake• If you make a mistake the system will alert you with a box at the top of the screen with text in RED

• Fixing the mistake– Go to the area that is mentioned in the error box– Redo/complete the section with the error

SUPERVISOR SETS OBJECTIVE PLAN

Supervisor Sets Objective Plan• *NEW* Enhanced feature which allows supervisors to inform and get agreement from their employee

on the objectives the employee will be reviewed on at the end of the performance cycle• Select the program • Click on the “Plan” icon (the orange flag) or click on “Plan” in the left-hand menu bar• Scroll through the “performance criteria” section to the bottom of the page and then click “next”

Objective Plan: Job Specific CriteriaIn the “job specific criteria” section, enter a minimum of 1 and a maximum of 5 different job specific criteria. These items should be focused on the employee’s specific role which you would like them to be evaluated on during the upcoming review period. After completing the entry click “add entry”. When you have completed entering the final job specific criteria click “next”.

Objective Plan: Individual GoalsFor the Individual Goals section, enter a minimum of 1 and a maximum of 5 Individual Goals for your employee to work on over the course of the next review period. Goals should be “SMART” Specific, Measurable, Agreed Upon, Relevant and Timed. After completing the entry click “add entry”. When you have completed entering the final job specific criteria click “next”.

Goal Statements

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Strategically aligned

Objective in measurement

SMART formula (Specific, Measurable, Agreed upon, Relevant, Timed)

May be necessary to revise or eliminate certain goals throughout the year

Objective Plan: Professional DevelopmentFor the Professional Development section, select a Professional Development Category (Education, Certification or Other) and enter a description of the professional development for your employee to work on over the course of the next review period. After completing the entry click “add entry”. When you have completed entering the final professional development click “complete”.

Supervisor Completes the PlanClick “Ok” to confirm you want to complete the Plan.

EMPLOYEE ACKNOWLEDGES PERFORMANCE PLAN

Employee Acknowledges Performance PlanEmployee will see “acknowledge the plan” task on their home page

under “your action items”

Employee Acknowledges Performance Plan• Employee should read over the plan• Once the employee is comfortable with the content of the plan, employee should click

“acknowledge”• If employee has concerns over the plan, the employee should meet with his/her supervisor• Employee may enter comments

Supervisor Reviews Comments from Acknowledgement

Supervisors should click the approvals/acknowledgements to review the employee comments and initiate conversation with their employees as needed.

PROGRESS NOTES

Progress Notes• Enhancement!

– This feature will allow you to capture progress notes on-line throughout the review period • Supervisors and employees will not see each others’ notes (private to the user)

– Available for supervisors and employees• Throughout the performance management cycle, supervisors and employees have access to “progress

notes”. • Helpful tip – complete progress notes monthly to ensure an easy review documentation process!• Progress notes can be accessed by clicking on the yellow progress notes icon or “progress notes” on the

left-hand column

Progress Notes

You can attach these types of documents:• Microsoft® Word® or similar word-processing

(.doc, .docx, .rtf, .rtx) • PDF • Plain text, such as from Notepad (.txt) • Microsoft Excel® (.xls, .xlsx) • Graphics (.tiff, .tif, .jpeg, .jpg, .jpe, .png)

If you attach a document it is converted to .pdf format. Documents may take some time to convert.

Progress Notes

Key Dates of the Program

Topic Open Close

Objective Plan Setting September 20th October 31st

Mid-year check-in January 27th February 28th

Self-review/review/acknowledgements

April 21st July 31st

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Upcoming Trainings: Giving and Receiving Feedback: 11/6/13 Dealing with Change and Transitions: 11/21/13 Improving Time-Management & Organization: 1/9/14 Resolving Conflict: 1/22/14 Solving the Generational Puzzle: 12/19/13 Understanding your Own and Others’ Social Styles: 12/5/13 Management Development Program 1: 10/23/13 Management Development Program 2: 12/4/13

http://www.gonzaga.edu/gutraining

Performance Management PowerPoint and other resources are located at: http://www.gonzaga.edu/er then click on “Performance Reviews and Resources” on the left-hand column.

Next Steps

Questions?

Next PeopleAdmin Trainings:January 28th and 30th