1. Rethinking our approach to staff evaluations

2. TODAY’S AGENDA Goals Quarterly Check-ins Probationary Check-ins
Special Performance Improvement Plan (PIP)
System Features for HR Liaisons
View Documents
Demo
Transfer Documents
Cancel Documents
UF Engaged Reporting

3. Your Role as HR Liaisons
As the HR Liaison with UFHR for your College/Unit, you play an essential role to the success of employees at UF. Your partnership as HR leaders is key to moving HR initiatives forward and disseminating information to our vast employee population. Your collaboration, communication, and feedback are valued, and we thank you for your participation as we continue to elevate the role of HR at UF together.

4. Goals
To facilitate more frequent conversations in a less concentrated time
To encourage leaders to be more intentional and deliberate about the kind of feedback they are giving
To provide an organized framework based on employees’ anniversary dates
To reduce paperwork, freeing up more time to focus on work

5. Let’s look at the Quarterly Check-In process

6. Quarterly Check-in Life Cycle
Landon’s Key Dates
Hire Date – 09/01/08
Transfer to New Position Date – 02/15/13
Quarter Begins
08/15/19
Notifications
10/15/19
Complete
Self -Assessment
11/01/19
Complete Quarter Check-in
11/15/19
Quarter Ends
11/14/19
Performance Notes
Quarterly Check-in Meeting

7. Landon’s Check-In Schedule
Check-In Calendar found on the UF Engaged Website.

8. What about Probationary staff?
Jennifer

9. Sarah is a New UF TEAMS employee
Mid-Point
6-Month
Sarah’s Key Dates
Hired 03/12/2019
Mid-Point Check-In 06/12/2019
6-Month Probation Check-In 09/12/2019

10. Probation Extension Process
Supervisors will contact and discuss the need for a Probation Extension with their HR Liaison
HR Liaisons will contact their Employee Relations Satellite Office for review/approval
HR Liaisons will work with department leaders to initiate the process
Leaders will select the ‘extension’ option through myUFL during the Six-Month Probation Check-in. 
Extensions may be requested but cannot be initiated until (30) days prior to the probationary due date.
Extensions will be approved in 3-month intervals only
Leaders will be able to select the ‘extension’ option thirty (30) days prior to the probationary due date
ER will approve or deny the request via myUFL, which will be routed to, and viewed by, the leader. 
Employee Relations will be in contact with departmental HR Liaisons throughout this step.
The Leader will have a conversation with the employee explaining the extension and the areas of concerns necessary for satisfaction of the probationary period.
A Probationary Dismissal can be requested at any time during the probationary period.

12. In some cases a Special Performance Improvement Plan is needed
Kevin

13. Special Performance Improvement Plan (S.PIP)
Supervisors will contact and discuss the need for a S.PIP with their HR Liaison
HR Liaisons will contact their Employee Relations Satellite Office for guidance/next-steps
HR Liaisons will work with department leaders to initiate the process
Justification for the action will be gathered
HR Liaisons will work with ER
Review justification and confirm that a S. PIP is warranted
Draft document circulated between Supervisor, HR Liaison, and Employee Relations
ER will create the S. PIP and send to the appropriate Leader through myUFL.
The document will expire 5 calendars days after the creation date
Leaders will fill in the content for the four (4) objectives listed
The Leader will have an extensive conversation with the employee explaining the Special Performance Improvement Plan and the areas of concerns notated on the document.

14. S.PIP - Supervisors View

15. S.PIP - Employees View
Academic Assistant II

16. System Features HR Liaisons/HR Department Administrators
Brook

17. Know & Understand - Manager View of Performance Documents
Navigation Human Resources  Manager Self Service  UF Engaged  Performance Documents
Options
Current Documents: In-Progress Check-ins
Historical Documents: Completed or Cancelled Check-ins
View-Only Documents: Check-ins for Direct and Indirect Reports

18. Security Role UF_HR_UFENGAGED_LIAISON
Role can be requested beginning September 30, 2019

19. HRL/HR Dept Administrator - Tasks for Performance Documents
Navigation
Human Resources  Workforce Development  Performance Management  Performance Documents  (Administrative Tasks)
Tasks
View Documents
Transfer Documents
Cancel Documents

20. HRL/HR Dept Admin - View Documents
Document Types:
Mid-Point Probation Check-in
Six Month Probation Check-in
Extend 9MO Probation Check-in
Extend 12MO Probation Check-in
Quarterly Check-in
Special Perf Improvement Plan
Document Status:
Evaluation in Progress
Completed
Canceled
Approval
Link: myBeta

21. Transferring Documents

22. Supervisor on Leave Incorrect Supervisor Examples Include:
Transfer Documents
Why would you transfer documents?
Examples Include:
Supervisor on Leave
Incorrect Supervisor
Re-Assignment Within the Same Position
New Supervisor Assigned

23. Transfer Documents Process1
Select Document(s) to Transfer

24. Transfer Documents Process2
Click Select a Manager

25. Transfer Documents Process3
Select a Manager

26. Transfer Documents Process4
Confirm Transfer

27. Canceling Documents

28. Cancel Documents
Why?
Check-in was created for an employee that is later terminated
Reassignment to a new Position

29. Cancel Documents Navigation
Select Document(s) to Cancel
Confirm Cancellation
Click OK to Confirm
Navigation
Human Resources  Workforce Development  Performance Management  Administrative Tasks  Cancel Document

30. Cancel - Process 1
Select Document(s) to Cancel

31. Cancel - Process 2
Confirm Cancellation 3
Click OK

32. UF Engaged Reporting
Amber

33. Reporting for UF Engaged
Navigation:
Main Menu  Enterprise Analytics  Access Enterprise Analytics
UF Engaged - Reports To
UF Engaged – Docs View
These reports will be available when Enterprise Analytics goes live. To prepare you for go-live we will be sending you a list of month 1

34. UF Engaged – Reports To
1. Enter UF Engaged in the Search field & Select
UF Engaged – Reports To

35. UF Engaged – Reports To report
2. Enter any of the Optional Prompts (Department, Supervisor ID, Employee ID) 3. Select Finish

36. UF Engaged – Reports To report
Use the FILTER options to quickly sort and view the data
Use the RUN option to download the data in the format of choice

37. UF Engaged – Docs View
1. Enter UF Engaged in the Search field & Select UF Engaged – Docs View

38. UF Engaged – Docs View report
2. Enter any of the Optional Prompts (Department, Review Type, Review Status, Supervisor ID, Employee ID)
3. Select Finish

39. UF Engaged - Docs View
Use the FILTER options to quickly sort and view the data
Use the RUN option to download the data in the format of choice

40. We are here to help! Questions? UF Engaged Website
Resources & Helpful Information
Questions?

41. Thank You!