Performance Review Tool 2016-17 Updates College of Engineering Introduce yourself to your audience Share the purpose for the presentation: Train staff on how to use the new performance review tool. Ask questions as they come up

Overview of Changes Both P&S and Merit staff are able to use the tool New 5 point Rating scale, includes “no rating” option for Merit employees Documents can be attached (optional) Connects to ePersonnel file For HR Reps and supervisors: User friendly reports with added features and consistency with HRIS

Review Process Overview Supervisor or employee “Create(s) Review” for employee. Employee updates goal progress in Goal Plan. Employee completes self evaluation comments and “Submits Performance Review”. Supervisor completes comments and rating (does not finalize). Supervisor has discussion with employee. Supervisor enters meeting date, clicks “Finalize Performance Review.” Employee adds final comments and electronically signs. Performance Review is automatically uploaded into employee’s ePersonnel file. For Merit staff, supervisor must launch the review and there are only two steps: supervisor comments and employee acknowledgement. Merit staff do not have Goal Plans (yet).

Log In Access via Employee Self Service Users can access the system via direct link or through Employee Self Service

Inbox The Inbox is the first page that appears after the user logs in. The left side of the screen is the navigation panel while the right side contains what is currently in progress. Blue box on the left side indicates where the users is in the system. The Reports option is only available for HR Reps at this time. The Help Tour will begin when the user initially logs into the system. It can be relaunched at any time using the bottom on the left side of the screen.

Create New Review For Merit & SEIU employees, the supervisor must initiate the review. For non-bargaining P&S employees, either the supervisor or employee can initiate the review. For Merit employees, the supervisor must initiate the review. For P&S employees, the supervisor or the employee can initiate the review. To initiate a new review, click the blue Create Review box next to the employee name. If a review has already been created, Existing Review will appear next to the Create Review option.

Review Summary The Review Summary shows the stages and where this review is in the process. Merit reviews only have two steps: Supervisor comments and Employee Acknowledgment. The review can be printed any time with the Print Review button. DRAFT - 10/18/16

Universal Competencies Same as last few years. Employee and supervisor both have space to enter comments. DRAFT - 10/18/16

Attach 2015-2016 goals from Success Factors to your 2016-2017 review Goals & Accomplishments Attach 2015-2016 goals from Success Factors to your 2016-2017 review P&S Supervisor and Employees The checkbox will default to checked. If it is checked, the goals from Success Factors will appear in the ePersonnel file (they will not appear in the Performance Review Tool at any point). The goals in Success Factors can be viewed by selecting View 2016-2017 Employee Goals. A window will appear with the goals and users will be able to convert the goals to a PDF to print or save. Goals from 2015-2016 can also be accessed in this section. You can’t edit the goals directly in this screen; it’s a view only. If goals need to be updated, employee should do that in the Goal Plan before submitting the review to the supervisor.

Performance Documents Additional documents are optional. CoE has 3 document templates available on the HR website if you choose to use them: Self-Evaluation (employee) Summary of Performance Review (supervisor) Monthly/Quarterly Check-In (supervisor may use at mid-year meetings; not part of this annual process) To attach a document, save the document to an accessible location. Drag & drop the file into the gray box or use the Select a File to Upload option.

Performance Documents Once a document has been uploaded, the checkbox to Attach to ePersonnel File will default to being checked. The supervisor can uncheck if he or she does not want the attachment in the ePersonnel file. The supervisor can also remove attachments. The supervisor decides if the attachment will be uploaded to the ePersonnel file. DRAFT - 10/18/16

Review Comments P&S employees can add initial comments. He or she will have the opportunity to add final comments, as well. DRAFT - 10/18/16

Request Feedback To request feedback related to the employee’s performance, use the Request Feedback option. The system will generate an email allowing the recipient to provide feedback.

Request Feedback Complete the information requested: Send Request to University of Iowa individual OR Send Request to a Non-University individual Search if the employee is a UI employee OR enter the Person’s Name and Person’s Email Address Provide a Deadline for Feedback Add Additional Text for the Feedback Request (Text populates in the email so the user will not need to compose an email in the text box. Only add specific information related to the feedback being requested. See next slide for email sample).

Request Feedback Email Sample Request Feedback email. All language except “test” is standard language that will automatically populate. “Test” language will populate from the text box provided in the Request Feedback section. DRAFT - 10/18/16

Review Comments Supervisor adds comments related to the employee’s performance and behavior.

Overall Rating Enter the Date of Performance Review meeting with the employee and select an Overall Employee Rating. There are 5 Ratings with definitions in the system for SEIU and non-bargaining P&S employees: Outstanding Exceeds Expectations Successfully Meets Expectations Needs Improvement Unsatisfactory Merit supervisors have the option to select “No Rating” for the Overall Employee Rating. Employees do not rate themselves. Only the supervisor enters a rating for the employee.

Overall Rating No Rating (MERIT ONLY) Overall rating is not required for this employee. Outstanding Employee considerably and consistently surpassed performance expectations and goals in all areas, made a significant contribution to the department’s and/or University’s success through unique and exceptional accomplishments; and excelled beyond their peer group. This rating is reserved for an extraordinary year, is seldom earned year after year. Exceeds Expectations Employee surpassed performance expectations and goals, demonstrated unique understanding of work well beyond job requirements. Successfully Meets Expectations Employee met job performance standards, was reliable in attaining expected results, and is capable and knowledgeable of their work, and work was completed on schedule with a high degree of accuracy. Needs Improvement Employee has not satisfactorily completed the assigned duties in some areas and needs to demonstrate improvement toward meeting performance standards, work results were inconsistent. Unsatisfactory Employee has not met expected standards or goals set for the position, does not demonstrate knowledge or ability to perform the majority of assigned duties, and must show immediate and significant improvement toward satisfactory achievement of performance standards in order to continue University employment. The 5 ratings and a brief description.

Send Review to Employee If the supervisor wants the employee to add more comments, they can send the review back to the employee. The employee will not be able to see the supervisor’s comments at this stage. The supervisor’s comments are not visible to the employee until the supervisor finalizes the review.

Finalize Performance Review Employee must acknowledge by March 31st Prior to finalizing the employee’s review, meet with the employee face-to-face to discuss the performance review. The employee must acknowledge his or her review by March 31st. Supervisors should complete the employee’s review and have the Performance Review meeting early enough in the Performance Review window to allow the employee to acknowledge prior to March 31st. Tip for the Performance Review Meeting: No surprises – the employee should be receiving feedback throughout the year so none of the information in the meeting should be a surprise. Consider performance and individual behavior when completing the review (attendance, ability to get along with others, Evaluate an individual on how you would expect them to meet performance expectations based on his/her level of experience and/or orientation to the work (ex: new graduate with 4 months experience and employee with 10 years of experience).

Final Comment Once the supervisor or evaluator finalizes the review, the employee has the opportunity to add his or her final comments in the Employee Comments section. He or she can Finalize Performance Review by clicking on the green button. Once he or she clicks on the green button, a pop up will appear (next slide). DRAFT - 10/18/16

Employee Acknowledgement Final step to complete the review before posted to ePersonnel file Employee must acknowledge by March 31st The employee must click on “Finalize Review” in order to finalize the review and have it sent to the ePersonnel file.   Employee View

Questions and Resources Technical Questions: ITS Help Desk its-helpdesk@uiowa.edu 319-384-4357 Performance Review Process and Content: HR Rep Resources: Help Tour within the Performance Review Tool University Human Resources Performance Management website