Appraisal Smart Quickstart Guide for Appraisees Last updated: 1 July 2018

Welcome Welcome to the Appraisal Smart System This abbreviated, step-by-step guide is designed to help you quickly and easily through your role in the Performance Management and Appraisal process. Appraisal Smart is an online system that can be accessed at any time you are connected to the Internet – 24/7. The system makes it easy for your manager (your Appraisor) and you (the Appraisee) to review your performance against the organisation’s expectations. It also provides you with the opportunity to speak candidly with your manager about your role in the organisation, your contribution, and the things that you can do to improve your performance, or what your manager can do to help you in the process. As you work through the performance appraisal process, you and your manager will identify issues and find solutions that will help you contribute even more to the organisation’s success, while increasing your job satisfaction. If you have any questions, please ask your manager. The appraisal process works best when both you and your manager work together to ensure its success. For a more comprehensive Appraisee User Guide, please contact your System Administrator.

Appraisee Role Snapshot Appraisee ‘Appraisal Manager’ Page Links Agreement Preview Perf Record Appraisal Prep Appraisal Summary/POP 1. ‘Agreement Preview’ Link Click this link to view the Performance Measures and Standards you will be required to achieve this performance period. Clarify these with your manager, and discuss any necessary changes to it. 2. ‘Perf Record’ Link Add Performance Record Notes 24/7/365 on any performance issues (e.g. special achievements or performance barriers) that come up during the performance period and that you want to be reminded of at your Performance Appraisal Meeting with your manager. 3. ‘Appraisal Prep’ Link At appraisal time, you may be asked, or you may wish to prepare for the Performance Appraisal Meeting using the Appraisal Prep form, by scoring yourself on every Performance Measure and entering relevant notes in the various fields. Print this form out to take with you to the Appraisal Meeting. 4. Appraisal Meeting with Manager takes place 5 & 6. ‘Appraisal’ & ‘Summary/POP’ Links After the Appraisal Meeting your manager will enter the mutually agreed Ratings, Actual Performance Notes and Performance Optimisation Plans into the system, and sign the appraisal off electronically. At that point you will be able to access the official Appraisal and Summary/POP forms, enter you final comments on the latter form, and sign it off yourself.

Login To log into the Appraisal Smart System go to: www.appraisal-smart.com There are two login icons on the home page: Client Login (top left) and AU-NZ Client Login (top right). Ask your manager which one to use. Type in your Org Code. Ask you manager what your organisation’s is (it is the same for all employees). Type in your User ID and Password. If you don’t know, or have forgotten what they are, click Forgotten your User ID or Password? and enter your work email address in the specified field. Your User ID and Password will then be emailed to you within a few seconds. When you have correctly typed in your Org Code, User ID and Password click Sign In to enter the system.

Check your User Details From your Home page you can access your User File (see menu link at the top of the page). If your details aren’t correct or complete, contact your manager or System Administrator to make the necessary changes. After you have received your provisional Password from the system, you need to change it to one you will easily remember. To do so, overwrite the four stars with your new Password. When you are finished, click Update. Change you Password at least bi-annually, and stay away from ones such as ‘123’ or just your name. At least combine your name with a number such as 'Lucy824‘.

Step 1. Preview your Performance Agreement The Appraisal Manager page is the main working page for Appraisees (My Appraisals). On the this page you will see your appraisal for the current performance period. If there is none, then your manager has not created it yet. From this page you can access your: ♦ Job Description (if this feature is activated); ♦ Performance Agreement (containing your performance measures and standards); ♦ Performance Record Notes; and ♦ Appraisal Prep form. This is the form you complete before the Appraisal Meeting with your manager. ♦ After your appraisal is completed you can also access the (official) Appraisal and Summary/POP forms. NOTE: You can also access the various forms mentioned above via the links in the hover popup in the home page dashboard (showing when you put your cursor over your name - see previous page), The six ACTION STEPS of the appraisal process can also be accessed via the oval icons above the dashboard table.

Step 2. Add Performance Record Notes The Performance Record Notes feature allows you to add notes on noteworthy performance issues (e.g. special achievements or performance barriers) that come up during the performance period and that you want to be reminded of at your Appraisal Meeting. To record a note, choose the relevant Performance Measure from the dropdown list. Next, select whether it is a Highlight (positive note), a Lowlight (non-positive note) or a General note. Give your note a Title and then type in the details in the Performance Record Details/Description field, and click Save. You can also upload up to two electronic files in support of the note (e.g. an email from a client or performance data in a spreadsheet). You are also able to view any notes you manager has entered regarding your performance.

Step 3. Prepare for your Appraisal Your manager will arrange a convenient time for both of you to meet for the Appraisal Interview. You may be asked, or you may wish to prepare for this on your Appraisal Prep form, by scoring yourself on each measure and entering relevant notes in the various fields. When selecting a Rating, consider all the associated Performance Standards and Behavioural Indicators carefully. Remember that a Rating of 3 equates to 100% performance - in other words, performance that meets your manager’s (and the organisation’s) high expectations. If you think your performance exceeds expectations, give yourself a rating of 4 or 5. If you don’t think you have met expectations, give yourself a lower score. Finally, print out the Appraisal Prep form to take with you to the appraisal meeting (you may be required to release your Prep form to your manager before the meeting – in this case select the “release” radio button at the top of the form).

Step 4. Attend The Appraisal Meeting The Appraisal Meeting (Interview) usually takes 45-60 minutes and should be held in a private, comfortable venue that is free of distractions. Together you and your manager should discuss each performance measure, starting with how you feel you have performed on the measure (with your manager clarifying and probing, and giving his/her opinion as well). Consider the Performance Record Notes, and provide relevant performance evidence. Once you have reached agreement on the actual performance for a measure, you will be asked for the rating you have given yourself. Agreement on a suitable rating has to be reached, considering the agreed actual performance as discussed, and the evidence provided. The object of the meeting should be to discuss openly your manager’s and the organisation’s expectations, and how you have performed relative to those expectations. If for some reason your performance was below expectations in some areas, you should work with your manager to develop and document a Performance Optimisation Plan (POP). This will also appear on your Summary/POP form at the end of the appraisal process. A Performance Optimisation Plan should include any training and coaching that may help you perform better next time, but should also address any work environmental issues that may have adversely affected your performance, such as a lack of resources, poor systems, processes and policies (possibly requiring some action from your manager). If you have exceeded expectations, then this is the opportunity for your manager to acknowledge your good work with recognition and positive feedback. If you and your manager can’t agree on a rating after discussing it carefully, he/she should refer the matter to a Higher Level Manager (usually your manager’s manager). After listening to both your viewpoints, the HLM will determine the final rating.

Steps 5 & 6. View Appraisal & Sign Off After the meeting your manager will enter the agreed Ratings, Actual Performance Notes and Performance Optimisation Plans into the system, and sign the appraisal off electronically. At that point you will be able to access the official Appraisal and Summary/POP forms as well. Enter your general comments on the latter form, and sign it off. If there is anything on these forms that does not reflect what you have discussed and mutually agreed during the appraisal meeting, ask your manager to make the necessary changes first. The Appraisal Summary and Performance Optimisation Plan (POP) form contains the performance measure ratings and weightings, the performance percentage calculation, as well as all the POP notes that were added on the Official Appraisal Form. Note that when the Weightings and Performance Percentages are disabled in the system, then rating averages as opposed to percentages will show 10

Congratulations! Congratulations! - The Appraisal Process is now complete. You can review your Appraisal and Summary/POP forms at any time, as you work towards further improving your performance and the success of you and your organisation.