T: +27(0)51 401 9111 | info@ufs.ac.za | www.ufs.ac.za

Division: Performance

Management and Staff

Development

January 22, 2015

PERFORMANCE

MANAGEMENT

MANUAL

Performance Management Process Flowa. Performance plan

1. Create a new performance plan2. Create a performance plan by copying the previous plan3. Create / Edit role4. Evidence of performance5. Sign plan6. Evaluate performance7. Review manager’s assessment

b. Improvement and Development plan1. Create an Improvement and Development plan2. Add a competence3. Evaluate competencies

Create performance plan

•Create plan

•Identify roles

•Assign role weights

•Save role weight

•Add tasks (consisting of tasks, activities and indicators

•Assign role weights

•Save role weight

•Add tasks (consisting of tasks, activities and indicators

Sign performance plan

•Signed by employee and manager

•Note: The order of signatures are irrelevant

Work environment survey

•To be completed by the employee

Improvement and development plan + Evaluate competencies

•There are fields to identify problems with: a. performance, b. competence and c. work environment

•Actions can be assigned to the employee and manager to improve performance

•The manager must assess the competencies of the employee

Evaluate performance

•The employee evaluates performance

•Conduct performance feedback discussion

•Manager evaluates performance

•Employee accepts the assessment

Jan - Mar Jun - AugAug

-Dec

Add evidence•Evidence can be

added as soon as the plan is created

•Evidence cannot be added after the employee assesses himself

Back to index

Back to index

Back to index

The system will open in the general tab.

1. Click the Performance Management

tab.

2. Click the PM Home button.

3. Click the Add New Plan link. This

will allow you to create a new plan.

4. If the plan already exits, click on the

View/Edit button to view or edit the

plan.

1

2

3

a b

c

c1 c2 d1 d2

e

f

e

Columns

a. Supervisor: HR can change the supervisor name, but you still need to

open the plan and click on ‘refresh’ in order to action the change on

your plan.

b. Review Period: Shows the review period of that plan.

c. Plans: The column consists of the performance plan and the

improvement and development plan. (the competencies are included)

d. Evaluation: When an assessment is done, the score (d1 – employee

and d2 – manager) will be displayed here.

e. Workflow status: Displays the workflow without having to open the plan.

f. Action: This button will allow you to delete the plan.

Enter the following basic information:

1. Years in current position.

2. Review period, the year for which

the plan is relevant.

3. Review semesters.

4. Click the Submit button.

1

2

3

4

7

Before any tasks can be loaded to the

performance plan, roles must first be

identified. The user must click

the Roles button.

1. Choose all the roles that are

relevant to your performance plan.

2. Click ‘submit’ for chosen role.

3. Enter the role weights (they must

accumulate to 100%).

4. Click the Save Role Weight button.1

2

3

4

1. The roles that were chosen are

reflected here.

2. Each role has its own ‘add task’ link

in order to add tasks. Click the Add

Task link in order to add new tasks.

2

2

1

1

1. Enter the task and activity in the first

text area.

2. Enter the indicator.

3. You may use the available buttons

to format the text.

4. When you are done, scroll down to

click the Submit button.

5. Click the Submit button.

1

2

3 4

5

This is an example of a task that was uploaded: 1. Click the Add Task link in order to add

new tasks.

Description of the functions available for all tasks:1. The function of this button is to upload

evidence.2. The function of this button is to edit the

task in the same row.3. The function of this button is to delete

the task in the same row.

1 2 3

1

1

Summary of process

Create performance plan (enter years in current position and review period)/View and edit plan

Roles (choose the roles, add role weights and save role weights)

Add tasks (enter tasks, activities and indicator and click the submit button)

Back to index

Back to index

A performance plan can be created by copying a previous plan.

a. Click the performance management tab.

b. Click the View/Edit link of the plan that needs to be copied.

Note. The workflow status must be completed (the performance

was evaluated by both parties and accepted by the employee)

to copy the plan.

a

b

a. Click the Copy button.

a

a. If you would like to copy the performance plan, choose the performance plan option,

improvement and development plan option or both.

b. Then click the ‘submit’ button.

Note: Both should be chosen in most cases. A new plan will be created with the next year as

review period.

b

a

a. Click the View/Edit link next to the

newly created plan.

a

a. Click the ‘edit’ button, make the necessary changes to fields of the new plan.

b. Click the ‘submit’ button.

a

b

Back to index

1. Click the Performance Management

tab.

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

performance plan column.

1

2

3

a. Click the ‘roles’ button.

a

a. Change the role weights here.

b. Delete the role here. Please note

that all the tasks (related to this role)

will be deleted if this button is

clicked.

c. This button will save the role

weights. The button should be

clicked after any addition or change.

d. This can be used to add any new

role. Choose the role (only roles

that are not currently used will be

displayed).

e. Click the ‘submit’ to add the role.

a b

c

ed

Back to index

Back to index

In order to upload evidence of

performance, the following steps are

relevant:

1. Click the Performance

Management tab.

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

performance plan column.

1

2

3

25

Click on the button in the evidence

column.

26

a. Click on the evidence button

a

a. Click the Add Evidence

Category link.

27

a

a. Click in the category field and enter

a description.

b. Click the ‘submit’ button.

28

a

a

A. Display the category description which was uploaded in the previous step.

B. This link will take you back to the plan.

C. To create another evidence category.

D. To save a link to another webpage.

Steps to add a document:1. Add a document or a. add multiple

documents (alternatively) .2. Enter the title of the specific

document.3. Browse for the document.4. Click the ‘submit’ button to add the

document to the category.

Note: If you added multiple documents the name of the document will not be required.

29

A

BC

D

a1

2

3

4

Back to index

Back to index

In order to sign the performance plan the

following steps are relevant:

1. Click the Performance Management

tab

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

performance plan column.

1

2

3

a. Click the Sign button in the ribbon.

b. Read the conditions and click the

‘sign’ button.a

b

Back to index

In order to evaluate performance the

following steps are relevant:

1. Click the Performance Management

tab

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

improvement and development plan

column.

1

2

3

a. Click the Assess button to start the

assessment.

a

1. Choose a relevant assessment from

the drop-down list.

2. Enter comments.

Repeat 1 and 2 for all the listed tasks.

3. Click the ‘submit’ button when done.

Note: Line manager: Focus on the

definitions when assessing the

employee

1 2

3

Back to index

Back to index

In order to finalise the plan, the following

steps are relevant

1. Click the Performance Management

tab.

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

performance plan column.

1

2

3

a. Click the Accept button.

a

1. Displays the supervisor’s

assessment for the specific task.

2. If the employee wants to reject the

supervisor’s assessment, he/she

should first enter a reason.

3. If the employee agrees with the

assessment, click the ‘accept’

button.

1

2

3

When the assessment is accepted by

the employee, the plan will be marked

as finalised.

a

Improvement and development plan

Back to index

Create an improvement and development plan

Back to index

In order to create an Improvement and

development plan, follow these steps:

1. Click on the Performance

Management tab

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

performance plan column.

1

2

3

1. In order to describe identified

performance problems, click the

‘add performance area’ link.

2. In order to describe identified work

environment problems, click the

‘add work environment ‘button.

3. In order to describe identified

competency problem, click the

relevant button.

Note: When you clicked any of these

links, type your description and click on

the submit button.

1

2

3

a. A1 and a2. In order to add actions

that is to be taken by the line

manager and employee. Click the

relevant button.

b. Enter a description of the action,

due date and the status (which

should be incomplete).

c. Click on the submit button

Back to index

a1

a2

b

c

Add competence

Back to index

Although Human Resources have create

a competence profile specifically for

each individual, line manager could add

competencies. These steps will

demonstrate how to add the

competencies.

The following steps are relevant in order

to add competencies:

1. Click on the Performance

Management tab

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

improvement and development plan

column.

1

2

3

a. In the improvement and development

plan, scroll down to the competencies

section.

Click the Add Competency link in order

to add a competency from of the

provided list.

a

a. Choose the relevant competence

(more than one can be chosen)

b. Click the Submit button.

Back to index

a

b

Evaluate competencies

Back to index

An employee’s competencies can only

be evaluated by the line manager. The

manager can also look at a summary of

the employee’s competencies. Also find

a list competencies where the

employees are not competent. (In red)

The competency evaluation is part of the

mid-year discussion.

The following steps are relevant in order

to evaluate competencies:

1. Click on the Performance

Management tab

2. Click PM Home in order to return to

the Performance Management

home screen.

3. Click the View/Edit link in the

improvement and development plan

column.

1

2

3

a. In the improvement and development

plan, scroll down to the competencies

section.

In order to evaluate competencies, click

the Add Evaluation link.

a

1. Click the ‘calendar’ button to

choose the relevant date for

the competency evaluation.

2. Evaluate all competencies

by choosing ‘fully

competent’, ‘nearly

competent’ or ‘not

competent’.

3. After the assessment has

been done, click the ‘submit’

button.

1

2

3

a. In order to see the summary of an individual in a robot format,

scroll down in the improvement and development plan.

a

In order to view a competency summary

of employee`s reporting to you, scroll

down on the performance management

home screen.

Back to index

T: +27(0)51 401 9111 | info@ufs.ac.za | www.ufs.ac.za

Thank You