Annual Performance Management Cycle Management Training Tutorial

Link to login to the Halogen Performance Management System: https://webapps.eku.edu/utilities/halogen/default.aspx Login using your active directory login, the same username & password that you use to log into your computer

Timing Out: The system will periodically timeout and offer you a link to login back in. The login page should look like the screenshot below: If it does not, you will need to use this link to log back in: https://webapps.eku.edu/utilities/halogen/default.aspx

When you log into the system you will be brought to your new Home page When you log into the system you will be brought to your new Home page. This is where you will eventually store all your performance evaluation documentation; including your personal annual goals and performance review, emails and notes concerning your performance throughout the annual process, and the goals and performance reviews of the employees that report directly to you. This site will also keep you informed on the tasks you are expected to complete. To address any pending tasks just click on the task description.

Notice on the slide below that the current manager James has a task to complete. You can spot those tasks that need your attention by the symbol that appears in front of each task. This symbol means that you have a task to complete. To the right of the task you will see the date the task is expected to be completed or the due date. If you click on the task it will take into the system. Tasks to complete

Once you click on the task you will be brought to a list of the employees that report to you, those employees for which you will be required to complete the given task for. In this case you will be developing the goals for the upcoming review period. To complete the review and establish goals for each employee you would need to click on the Edit Appraisal link listed under the Review Performance & Develop goals for your direct reports column. Click here!

Once inside the task you will have a form to complete or an action to take. Below is an example of the Annual Performance Review form that you will complete for each of the employees who report to you.

If you page down on the form you will come to the Instructions and the Rating Definitions for reviewing your employees. Please pay attention to the ratings and the descriptions and do you best to fit your employees in the rating appropriate with their performance. Please see the Supervisors Guide to Performance Management located on the Human Resources website for additional resources on rating your employees.

Continue to page down and you will come to the Competencies section Continue to page down and you will come to the Competencies section. There will be five core competencies to review for each employee. You will choose the Rating for each competency and add comments to support your review. You will also have the ability to attach supporting documentation if you wish. These could be documents you have written about the employee, work samples, etc. Here is the competency title Select the rating level Enter your supporting comments here

If you page down on the form you will come to the Instructions and the Achievement Definitions for reviewing your employees Past Goals. Please pay attention to the achievement ratings and the descriptions and do you best to fit your employees in the achievement level appropriate with their performance. Please see the Supervisors Guide to Performance Management located on the Human Resources website for additional resources on rating the past goals of your employees.

All goals established during last years annual review process along with any new goals established on the employees personal pages during the current period should have pulled into the review form. If any of the goals are completed, but not yet entered please enter the date completed. At this point you would enter the achievement Rating for each goal on the employee’s review form. You are also provide a comment area to describe the accomplishments during the period. You will also have the ability to attach supporting documentation if you wish. These could be documents you have written about the employee, work samples, etc.

Next you will come to the goal setting section, this is where you will enter the goals for your employee for the next annual review period. Please review the Instructions for New Goals and if you need additional resources please check out the Supervisors Guide to Performance Management located on the Human Resources website.

Begin entering the employees goals and click on Add New Goal to enter additional goals. Title: Develop a brief title that best describes the goal (example: Increase data entry rate) In the section below the Title add a description of what the expectations are to reach this goal. Remember to use the SMART Goal Principles explained in Supervisors’ Guide to Performance Management that can be found on the Human Resources website. Start and Due: The date the goal will begin and the date it is expected to be completed.

Save often only submit when completed. Enter all of your goals on this form. You may “Save” as often as you wish, but only “Submit” after you have entered all of your goals for upcoming review period. You are required to enter at least one goal, but no more than five. Save often only submit when completed. Enter brief title of the goal here and more specific description below. Enter next goal here.

Remember to enter the start and due dates, the dates that this goal should begin and completed. Once you have completed all your goals, you the manager will have the ability to change or adjust the due date through the annual period as unforeseen issues arise. You will also be able to delay or cancel goals as the need arises throughout the year. To enter additional goals click on the Add New Goal. If during the year new goals arise you will be able to add them and incorporate them into the final review at the end of the annual process.

Remember to “Save” your work periodically so that you won’t lose anything. You may save your work and come back as often as you wish until you have completed the review and entering of all goals. Once you have completed the employees review and goal setting, then, and only then, should you click “Submit”. If you submit before you have completed the review you will not be able to edit this form. Please contact your HR Consultant if you submit prior to completing.

Once you have completed reviewing all the competencies and entering all the goals for this employee, you can use the spell checker option , however if you fail to do this the system will automatically take you to the spell checker when you hit “Submit”.

If you have submitted this employees annual review correctly, you will see “Completed” in the upper right hand corner of your goals form.

Once you have submitted the employees goals, you will see that your task list will reflect that you have checked that off your list. You can now go onto the next employee on the list. XXXXXXXXXXXXXX XXXXXXXXXXXXXX

Now you meet with employees Once you have complete the annual review for all your employees you will notice this task listed in the completed category on your main task list. You will also see that the next step in the goal setting process is to meet with employees to discuss the review and finalize the new goals you have entered for each of them. To move to this stage simply click on the next task “Meet with employees…”. Task completed Now you meet with employees

Once you have clicked on the task you will be brought back to the employee list and you can begin scheduling your in-person discussions. You can both view the review and goals together and discuss an changes, deletions or additions that need to be made. This is a joint process and there should be a goal of mutual agreement and commitment to the employee expectations for the next review period. To begin the process click on “Review & Comment” under the “Meet with employee to discuss and finalizes goals” column.

Once on employee’s Annual Review Form, you will notice that the fields are still editable and you and the employee can make and adjustments to the competency review and initial goals. The goal of this meeting is to come to an agreement with the employee to insure that there is a shared agreement and commitment to each new goal. If you determine there are additional goals all you need to do is click on “Add New Goal”. The editable areas are for you the supervisor and employee to edit the employees goals.

If you need to close the form and come back later, remember to hit the Save button to ensure your work will be there when you return. It would also be a good idea to hit Save periodically while you and the employee are making changes to ensure you don’t lose your work. The system has a spell checker option that you should use prior to completing your review.

The system also has a language checker option that will check the document for any words or phrases that could be of concern and offer you suggestions for making the review or goals stronger.

If you wish to add additional goals, just click on Add New Goal If you wish to add additional goals, just click on Add New Goal. If you have completed your review and feel the goals are complete for this employee for the review period, then you can click on the Submit button at the top right hand corner of the form. Please be aware that once you have selected “Submit” you will be unable to make any changes. Don’t click “Submit” until you have completed entering all of the goals for this employee.

After you hit the Submit button, the system will go through the Spell Checker and the Language Checker. The system will then remind you that once you submit you will not be able to modify the sections you are currently editing.

After you hit submit you will see that the status has changed to completed. At this point you can either cancel out and go back to the list of employees or you can click on “Next Employee” at the top right hand side of the annual review form and it will take you directly to the next employee on the list. Or exit out and return to list of employees. Click here to move to the next employee.

Once you have met with all employees, made any and all modifications to the employees review, and submitted the form in the system, you should see that all are marked completed . At this point the final step is employee sign-off on appraisal and goals for the next review period.

Below you will see what the employee would see at this point in the goal setting process. The employee would view their task list and can click on the task to enter the form.

Once in the form the employee can see their competency review and goals that were completed during the meeting with the supervisor, however can make no additional edits at this point. They would also see any comments entered by themselves or by the Manager. At this point the employee can hit Sign Off to complete this annual review period and goal setting process.

Updating Goals During the Year.

You can log into the system at any time and update the goals for the employees that report to you. Simply click on the “My Employees” tab at the top of the page and you be brought to the list of employees for which you will be reviewing throughout the period.

Below you will see the list of the employees that report to Manager James. James can view any of the following; The employees profile All goals entered into the system and there current status Developmental plans that have been entered into the system Feedback that has been entered to system Evaluations – this is a list of all goal setting processes completed over the years and you can view actual completed form Any supporting documentation that can be used during the annual evaluation at the end of the review period 1 2 3 4 5 6

If you wish to enter updates to the goals that you created during the goal setting process you can click on the number in the column “Goals”. For this example you will see that Jessica has 8 goals in the Goals column. You can click on the 8.

Below you will see Jessica’s 8 goals Below you will see Jessica’s 8 goals. You will also see the 2 goals that were worked on during the FY2017 goal setting process. James can click on any of the goals and make updates. Let’s pick one of the goals that we just entered this year, Systems User Trainings.

James can take the following actions; Status Change Cancelled – for some reason you wish to cancel the goal during the period Completed – If Jessica completed the goal In Progress – as the period begins you would change the status to in progress Not Started – if Jessica is unable to start the process at this time you can enter a start date On Hold – You can temporary place the goal on hold

James can take the following actions; Percent Complete The manager can select the percentage complete at this point

James can take the following actions; Progress Flag On Track – Employee is on track to completing this goal by the due date Not on Track – Currently the employee is not on track to complete the goal by the due date At Risk – Employee is in jeopardy of not completing the goal by the due date No Flag Set – Currently the manager hasn’t selected a progress flag yet

James can take the following actions; Edit the goal At any point the manager can edit the goal if necessary The Manager can allow the employee to edit the goal by selecting this box. Otherwise the employee can only make updates to the progress.

James can take the following actions; Add Notes At any point the manager can add a note to the goal details

See below that James has entered some updates for Jessica on this goal of Systems User Trainings. Change the goals to include an additional software package training Updated the status to In Progress Updated the % completed to 20% Changed the Progress Flag to On Track Added a note to explain progress made

James and Jessica can now go in and see the updates on the list of Jessica’s goals. Jessica can also log in and see her goals and make the same progress updates as Manager James can make, but can’t make edits to the goal unless James selects to allow her to do so.