Monthly Archives: September 2018

Human Resources

View Performance Documents for In-Direct Reports

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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.

Uncategorized

It’s Performance Review Time – Who Should Receive a Review?

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Annual Performance Reviews are to completed in the ePerformance module of my.SMU no later than December 14, 2018.  Your senior leader may have communicated an earlier deadline and if so, you should adhere to their guidelines.

As a manager you should be guiding your team through the process to ensure that the review is timely, engaging and productive.

Who Should Receive a Performance Review?

All regular, benefits-eligible staff, including Post-Doctoral Fellows, should have the opportunity to discuss their goals and progress toward completion, as well as receive feedback on their accomplishments.  This is also a time to course correct when performance is nwork during the annual review with their manager.

If you have employees who do not fall into this category (i.e. temporary staff, student workers, non-benefits-eligible staff) and would like for them to engage in goal setting and track progress toward completion, we can provide you with an interactive word document which mirrors the on-line goal setting process.  Email us at DevelopU@smu.edu to request the document.

Learn about goal setting in ePerformance  – attend the Performance Management -Goal Setting Workshop October 9 from 1:00-3:00 pm in the HRTR.  Enroll via my.SMU>Learning and Development>Request Training Enrollment.

Questions about Performance Management?  Email us.

Human Resources

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

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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