Tag Archives: goal setting

View Performance Documents for In-Direct Reports

ePerformance provides access to Performance Documents for those employees who report directly to the Manager with the ability to add/edit goals, approve goals and provide feedback.  The system also enables the Mid-Year and Annual Review process.

A list of direct reports may be reviewed in my.SMU under Manager Self Service>Performance Documents.  Managers who have direct reports managing in-direct reports have access to view Performance Documents for those in-direct reports.

Access to Performance Documents for In-Direct Reports

Managers who have multiple levels of employees who report up through the org structure to their position may access view-only documents for those who do not directly report to them but do report to managers who report to them.

Managers may access these documents to review goals for those who in-directly report to them (but may not edit them) and to  know where their teams are in the performance management cycle.   They may also encourage teams to stay on schedule for the 3 annual checkpoints:

  • Set Goals
  • Mid-Year Review
  • Annual Review

Reviewing Performance Documents for In-Direct Reports

There are two ways to view document status:
• A list of employees with status update in written form
• A graphic representation of status with accessible detailed information

Written Form

1. From the Manager Documents section, click View-Only Documents.

2. Edit the “As of Date” field as needed and click Refresh.

3. Click the Select button for the employee whose Performance Document you would like to review.

4. To access a direct report click Select. To access an employee reporting to one of your direct reports, click the Plus (+) button to expand the list of employees. Then, click Select.

5. The employee will display with status updates noted.

Graphic Representation

The status summary report allows the manager to view the status of the document process for their team.

  1. Click Manager Self Service.
  2. Under the Performance Management section, click View Status Summary.
    The Status Summary displays as a pie chart.
  3. View where employees fall in the annual cycle by clicking the pie chart. A list of employees will display.

 

 

 

 

A new summary may be generated by selecting Change Parameters and entering the desired criteria and selecting Save & Return. To return to the current review period select Use Default Settings.

Learn more by viewing the Manager Training Guide for ePerformance.

Access the Employee Training Guide to share with your team.

Questions regarding on-going performance management and the ePerformance process may be forwarded to smuhr@smu.edu.

The Manager’s Role within ePerformance to Prepare for Annual Reviews

Managers move their direct reports through the annual cycle of  performance management at three (3)
checkpoints:

  • Checkpoint 1:  approval of goals
  • Checkpoint 2: mid-year review
  • Checkpoint 3: finalize goals (in preparation for the annual review)

 


Next Steps for Teams Who Have Been Entering and Tracking Goals During the Performance Year 

If your team has been entering goals and tracking progress throughout the performance year of September 15, 2017 through September 14, 2018 including conducting the mid-year review, there are two (2) steps to prepare the employee’s performance document for the evaluation phase.

  1.  Give your employees time to update any information in the system and include a due by date.
  2. Once the employee has updated their goal information, you will open that person’s Performance Document and  click the “Complete” button in the top right hand corner of the document.  Clicking complete locks the document  and it is no longer editable.  You will be prompted to confirm that you want to finalize goals for this employee.  Click “Yes” to confirm.  Clicking “Complete” also generates the self-evaluation form for the employee and the Manager evaluation form.

Next Steps for Teams Who Have Not Been Tracking Goals During the Performance Year

Employees who have not yet entered goals and/or had them approved by their Manager should follow these steps in preparation for the Annual Performance Review.  Note that after each step, the employee and Manager must exit the Performance Document and re-open it in order to document the updates.  You may do this by clicking the home (house) button on the top right of the screen and navigating back to the employee’s Performance Document.

Reference the Employee and Manager Training Guides for additional information.  See the Resources section.

  • Employee: enter past year’s goals in the Performance Document with a period beginning 9/15/2017 and ending 9/14/2018.  All information should be up to date and include what the employee would like to discuss in the review conversation.
  • Manager: Review, edit as necessary, and approve goals
  • Manager: the Mid-Year Review is scheduled to occur in mid-April and because we are past this timeframe you should click “Skip Checkpoint”
  • Manager: Click “Complete” (top right corner) to finalize the criteria (goals) and advance the Performance Document to the Self and Manager Evaluation step.   The Performance Document will be locked and no future edits can be made.

Completing the Employee and Manager Evaluation

The employee and the Manager should simultaneously complete their respective evaluations.

Note: The employee cannot see the Manager’s evaluation and vice versa until the document is shared in the system.  Once shared by either, no further edits may be made to the evaluation document.

Important:  both the employee and Manager should rate performance on each goal AND each competency with options being:

  • Exceeding Expectations
  • Meeting Expectations
  • Not Meeting Expectations

For a description for each rating, click on the rating icon.

Each goal and each competency also have text boxes where comments specific to that goal or competency may be documented and feedback summarized.

The Goals and Competencies sections each also have summary areas at the bottom on the page.

Note:  the calculator icon on the screen will average the ratings assigned for each area.

Employees are not required to submit a rating for each goal and each competency and may advance to the next step if selections are not made.

Note: if an employee misses a rating and has shared their Self-Evaluation with their Manager, they will not be able to go back to update a rating or add additional comments.

Managers however must, at a minimum, rate each goal and each competency and complete the summary ratings.  They may not advance without being prompted to finalize their evaluation.  The Manager evaluation is considered the evaluation of record, therefore must be fully completed.

The Annual Review Process

Once the employee has completed their Self-Evaluation, they should share it with their Manager.  The employee may export and save/print their evaluation at any time before the review meeting.

Note:  The Manager does not share their evaluation until after the review meeting.

After the Review meeting, the Manager should update their Evaluation for the employee, as necessary, based on the conversation with the employee.  When complete, the Manager should share their evaluation with the employee.

The final step is for the employee to review the Manager’s evaluation and then click the “Acknowledge” button at the top right of document.  They are acknowledging that they have been provided with a copy of the Manager’s evaluation.

When clicked, the document is re-routed to the Historical Folder where it may be viewed by both the Manager and the employee going forward.  The document may not be edited once in the Historical folder.

Resources:

Manager Training  Guide SMU Box
Employee Training Guide SMU Box
Manager Calendaring Tool SMU Box
Goal Setting Job Aid SMU Box
ePerformance FAQ SMU Wiki

Resources to Support Managers with ePerformance

ePerformance, SMU’s new online performance management system, located in my.SMU, is now available!  ePerformance supports ongoing collaboration in goal setting, communication, and feedback between managers and employees.

To help you get started, and to provide on-going support,  HR , OIT, and the OIT Training Team have prepared several resources to support you as you learn the process and the my.SMU system:

Print Training Guide
ManagerTraining Guide (pdf format)

Video Tutorial Guides:

  1. Introduction and Accessing Documents
  2. Creating Goals
  3. Mid-year Review
  4. Finalize Goals
  5. Annual Review-Self and Manager Evaluations
  6. Acknowledge Manager Evaluation-Close Out Current Performance Document
  7. Goal Setting Job Aid (pdf format)
  8. Additional Competencies (pdf format)

Drop in Computer Lab Time:
Stop by Fondren Computer lab and ask questions about the process and the system.  IT and HR will be available to walk you through the process and answer your questions.

Please let us know you plan to attend by enrolling in the desired session via my.SMU>Self Service>Learning and Development>Request Training Enrollment. to ensure there is a computer available for you.     Search for course name “ePerf Comp Lab”.

Sessions will be held in Fondren Library computer lab # 110 on the following dates and times:

  • Tuesday, May 23 from 9:00-11:30
  • Wednesday, May 31 from 3:00-5:00
  • June 15 from 10:00 – noon
  • July 14 from 10:00-noon
  • August 2 from 1:00-3:00

Additional sessions will be scheduled as needed.

In-Person Session:
HR staff are also available to come to your team meeting or retreat to provide an overview of the process and best practices for goal setting, feedback, and utilizing the system.  Email DevelopU@smu.edu for more information or to schedule a time.

Read about ePerformance in other blog posts:

Professional Development as a Tool to Connect With and Retain Your Employees

Professional development, when properly utilized, helps organizations attract and retain top talent, increase employee engagement and satisfaction, and boost innovation within the team.  When a manager supports and encourages professional development, employees are more likely to translate their knowledge into team success.

What can you do to ensure your employees are growing in the ways that support your team’s goals?

1. Make professional development part of your regular conversations

manageManagers should include professional development as part of their regular goal setting conversations to ensure any gaps in hard (the “what” they do) or soft skills (“how” they do it) are identified and managed before they become an issue.   Asking the employee to look for ways to close the gap (through workshops, readings, job shadowing, cross functional teams, etc..) encourages employee ownership of the learning.  Additionally assessing a team’s needs and having the team identify ways to fill the gap encourages employees supporting each other toward success.

2. Create opportunities for your employees to share and learn from others

team5People enjoy learning from others. Finding ways to allow those with expertise share their knowledge or skill with others fosters collaborative environments and strong connections. This can be as simple as bringing the team together to hear what a team member learned in a workshop or conference session or to discuss a book they just read.

3. Share your own experiences about your professional growth

team4Help your team understand how you got to your current role and where you hope to be in the future. Your team will learn that you value growth and development and, if you are candid, will be more likely to discuss their own concerns and take advantage of opportunities to get better.

Regular conversations about personal goals and professional development shows your employees that you care, that you support them, and that you encourage their personal success.

Professional Development resources available at SMU:

HR Professional Development Workshops: open to all employees, free of charge

HR Manager Lunch and Learn Series:  pop up sessions on topics that matter in the moment

SMU Manager Orientation Program:  open to all newly hired, current, and aspiring managers; also free of charge

Total Orientation Process for New Employees:  supporting new employees during their probationary period of employment

Tuition Benefits Program: available for regular benefits-eligible employees, their spouse, and dependents

IT Training:  open to all employees, free of charge

Lynda.com:  online learning offered via SMU OIT and available for all employees

SMU Continuing and Professional Education (CAPE):  offering an SMU employee discount.  Call or email for specifics.

SMU Cox Executive Education Professional Development: Friends and Family Discount of 50% off all Programs for Individuals, including  the Summer Business Institute.

Manager Workshop Supporting the SMU Performance Review Process

Performance Management:
Goal Setting Check-in Session

manage
Are you hosting impactful meetings with your direct reports to create development goals that will take your team to the next level?

Are you supporting their development with meaningful feedback that either encourages or course corrects required core competencies?

 

Join us for a review of goal-setting best practices and ways to share  feedback that guides your employees in the direction you need them to go to ensure everyone is on the path to meaningful performance review sessions in 2017! 

July 27, 2016 8:30 – 9:30 am HR Training Room, Expressway Tower, Room 208
August 1, 2016 1:00 – 2:00 pm Perkins Admin Bldg (PAB),
Room 311

 Facilitator:  Mary Stall, Organizational Effectiveness

Enroll Now via my.SMU>Self Service>Learning and Development>Request Training Enrollment.  Search by course name, Perf Mgmt Goal Setting, or by course code HRPMGS