1 Passageways Consulting: Employee Recognition

Transcription

1 1 Passageways Consulting: Employee Recognition Page 1

2 2 Passageways Consulting: Employee Recognition Table of Contents FAQs... 3 Q: How do I send a recognition item to someone in my organization?... 3 Q: How do I find recognition items that have been sent to me?... 3 Q: [Admin] What if I don t want everyone seeing an item that is sent?... 3 Q: [Admin] Can I turn off the option to be able to send Items to a workgroup?... 3 Q: [Admin] Can I delete an item that was sent twice or was inappropriate?... 3 Q: [Admin] Is it possible to get the items to show on the Activity Feed island?... 3 Basic User s Guide... 4 Working with the User Island... 4 Viewing and finding submitted recognition items...5 Working with submitted recognition items... 6 Viewing my recognition items...7 Sending recognition items... 8 Viewing Winners... 9 Alerts/Notifications How to Set Your Alert Preferences Available Employee Recognition Alert Settings Administrator s Guide Working with the Manage Recognitions Island Adding recognition items Deactivating, Editing, and Deleting Recognition Items Pulling reports Generating and Approving Winners Setting Up and Editing the Help and Properties Glossary Passageways Resources Related Educational Documents Page 2

3 3 Passageways Consulting: Employee Recognition FAQs Q: How do I send a recognition item to someone in my organization? A: You send recognition items by using the User Island. See page 8 for instructions on sending recognition items. Q: How do I find recognition items that have been sent to me? A: Recognition items that you have received can be found on the User Island under the My Recognition tab. See page 7 for more details. Q: [Admin] What if I don t want everyone seeing an item that is sent? A: You can set a property to allow users to send Private messages. These messages will only be viewed by the Sender, Receiver, and the Receiver s supervisor. You can set the property, Allow Private Message, on the Help and Properties tab as shown on page 26. Q: [Admin] Can I turn off the option to be able to send Items to a workgroup? A: Yes. You can turn off the workgroups by disabling this feature from the Help and Properties tab as seen on page 26. Q: [Admin] Can I delete an item that was sent twice or was inappropriate? A: Yes. You can delete any item from the Reports tab. See page 16 for more details. Q: [Admin] Is it possible to get the items to show on the Activity Feed island? A: Yes you can. You first have to make sure the feature is enabled to Show Recognitions in Activity Feed (see page 27). Then only public messages will display on the activity feed. Page 3

4 4 Passageways Consulting: Employee Recognition Basic User s Guide As a basic user of the Employee recognition application you will have the ability to send customized recognition items to anyone in your organization as well as receive them from others. Working with the User Island The User Island is the island you will use to view, send, and receive recognition items in the portal. There are four tabs on this island. In the examples shown here High Five is the name assigned to the recognition items and Champion is the name assigned to the monthly recognition winners. There is also a Help Icon that you can click to access instructional and help information in the upper right hand corner of the island. Island Help Recently Sent Recognitions Page 4

5 5 Passageways Consulting: Employee Recognition Viewing and finding submitted recognition items The first tab of the User Island is where you can find any submitted recognition items. The most recently sent items are on the top but you can use the filter options to find items by date, recipient, sender, or specific Recognition item. Page Navigation Filter Options 1. Filter Options 2. Modify Filters 3. Apply Filters Page 5

6 6 Passageways Consulting: Employee Recognition Working with submitted recognition items When a user sends a recognition item it will appear on the User Island for everyone to see. In addition, any user can comment on and/or like the submitted item. In order to comment on a submitted item simply click on the Show Comments link at the bottom of the recognition item, enter your text, and click Post Comment to confirm. Sender Receiver Personalized Message Recognition Image and Message Comments and Likes 1. Click Comments 2. Enter Text Page 6 3. Post Comment

7 7 Passageways Consulting: Employee Recognition Viewing my recognition items The second tab of the User island works similarly to the first except that it only displays recognition items that you have received. You can also use the filter options to find recognition items you have received by date range. My Recognition Items 1. Filter Options 2. Modify Filters 3. Apply Filters Page 7

8 8 Passageways Consulting: Employee Recognition Sending recognition items The third tab of the User island is used to send recognition items to others in your organization. In order to send a recognition item, use the selection tool to find an item, click on the image you wish to send, select the user(s) you wish to recognize, add a personal message and finally click send. 1. Select Recognition Item 2. Select Recipients 3. Add Personal Message 4. Determine Privacy 5. Click Send Page 8

9 9 Passageways Consulting: Employee Recognition Viewing Winners The last tab of the User Island allows you to view those individuals who won the random drawing for that month. Just like with the other tabs, you have the ability to find previous winners by using the filters on this tab. Page 9

10 10 Passageways Consulting: Employee Recognition Alerts/Notifications When certain events take place within the Employee recognition application you will receive alert notifications these alerts keep you up to date on activity that is taking place regarding employee recognition within your portal. Example of an Alert: Example of an alert via web pop-up: Page 10

11 11 Passageways Consulting: Employee Recognition How to Set Your Alert Preferences If your portal administrator allows it, you can modify how you receive alerts from the portal. If you have this permission go to My Settings> My Preferences in your Navigation Tree and then review the My Alerts tab to see what alert preferences are set for your profile. Each installed product will have multiple alerts that you can choose to receive. Simply select the check boxes for those alerts you would like to receive. Navigation Tree 3. My Alerts Product Name 4. Alert Method 2. My Preferences 1. My Settings Page 11

12 12 Passageways Consulting: Employee Recognition Available Employee Recognition Alert Settings There is only a single alert option for the Employee Recognition Application. In order for any user to receive any alert from the application this option must be selected. Product Name Alert Method Alert Type Pro Tip: Employee Recognition Alerts Employee Recognition administrators can choose to override a user s personal alert settings for employee recognition by configuring the application to send s directly to the user and ignoring that user s alert settings. If you are receiving alerts and feel that you should not be, please contact your portal administrator. Page 12

13 13 Passageways Consulting: Employee Recognition Administrator s Guide As an application administrator you have the ability to create and manage which recognition items users can send, approve winners, and manage the help and properties of the application. Working with the Manage Recognitions Island The Manage Recognitions Island is where administrators can add, edit, and remove recognition items. In addition, the island is used to pull reports, approve winners, and configure the help and properties of the application. Adding recognition items To add a recognition item simply click the New Recognition button, enter the name, message, and lastly upload the image you want to represent the recognition item and click Save. 1. New Recognition 2. Name 3. Message 4. Image Upload Page Save

14 14 Passageways Consulting: Employee Recognition Deactivating, Editing, and Deleting Recognition Items If you would like to modify an existing recognition item you can do so by using the three buttons on the Manage Recognition tab of the Manage Recognition Island. Deactivate/Activate Edit Recognition Delete Recognition Page 14

15 15 Passageways Consulting: Employee Recognition Pulling reports The Reports tab allows you to pull any or all of the submitted recognition items by date range, sender, recipient, winner or message type. To pull the report, simply modify the filters to the desired settings and then click the Apply Filters button. You can also delete any recognition item or export the details from this view. 1. Modify Filters 2. Apply Filters Export Details Delete Recognition Page 15

16 16 Passageways Consulting: Employee Recognition Generating and Approving Winners The Employee Recognition application allows you to randomly pull users who have sent or received recognition items each month and then select which of those users are the winners for that month. To generate random sent or received users use the filter tool to select the month/year and then click the Generate New button. To determine the final winner simply click the Select button Sending Winners Receiving Winners 1. Set Filters 2. Generate New Page Select Winner

17 17 Passageways Consulting: Employee Recognition Setting Up and Editing the Help and Properties There are many customizations that can be made to the Employee Recognition Application through the Help and Properties tab of the Manage Recognition Island. This section will explain each one of these properties. Page 17

18 18 Passageways Consulting: Employee Recognition Recognition List This control allows you to modify the Tooltip text that is displayed when users hover over the help icon on the Send Recognition tab of the User Island shown below. Help Icon & Tooltip Page 18

19 19 Passageways Consulting: Employee Recognition To This control allows you to modify the Tooltip text that is displayed when users hover over the help icon on the Send Recognition tab of the User Island shown below. Help Icon & Tooltip Page 19

20 20 Passageways Consulting: Employee Recognition Message This control allows you to modify the Tooltip text that is displayed when users hover over the help icon on the Send Recognition tab of the User Island shown below. Help Icon & Tooltip Page 20

21 21 Passageways Consulting: Employee Recognition Share this message with all users This control allows you to modify the Tooltip text that is displayed when users hover over the help icon on the Send Recognition tab of the User Island shown below. Help Icon & Tooltip Page 21

22 22 Passageways Consulting: Employee Recognition Recognition View This control allows you to enter the text that appears when a user clicks on the large help icon that appears in the upper right hand corner of the User Island. In order to see a preview of the text that is entered click the Preview button and to edit that text hit Edit as shown below. 1. Preview / Edit 2. Modify Text 3. Click Update Help Button and Text Page 22

23 23 Passageways Consulting: Employee Recognition Recognition Item The Recognition Item control is used to change the name of the recognition item itself. Many organizations call their recognition items thing like Flying Fish, High Fives, Gold Stars, etc. Changing the name here changes the recognition name in three main areas shown below. In this example the name has been changed to High Five. Help Button and Text Page 23

24 24 Passageways Consulting: Employee Recognition Number of winners for receiving recognition & Number of winners for sending recognition These two controls determine how many random results are pulled when a user clicks the Generate New button on the Approve Winners tab of the Manage Recognitions Island. Generate New RecognitionAdministrators This control determines which roles have the ability to delete any comments made on recognition items. Simply enter the role names you would like to have administrative rights, make sure they are separated by commas and then click Update to confirm. 1. Enter Role Name 2. Click Update Page 24

25 25 Passageways Consulting: Employee Recognition Recognition tab name This control allows you to change the name of a tab on the user island as shown below. Recognition Tab Winner tab name This control allows you to change the name of a tab on the user island as shown below. Winners Tab My Recognition tab name This control allows you to change the name of a tab on the user island as shown below. My Recognition Tab Send recognition tab name This control allows you to change the name of a tab on the user island as shown below. Send Recognition Tab Page 25

26 26 Passageways Consulting: Employee Recognition Page URL This control allows you to enter a portal page URL that will hyperlink Activity Feed posts to the page entered. Show workgroups Select this check box to Allow user to send recognitions to workgroups. If this is turned on, then workgroups will be available in the receiver list in Send Recognition tab. Workgroups Allow private messages Turn on this Option to allow a user to send a message in private or publicly. Private message are visible only for the receiver and not available for winner selection. Page 26

27 27 Passageways Consulting: Employee Recognition Show recognitions in activity feed If turned on, recognition and winner activity will be posted on activity feed. Send alerts to all users If turned on, portal alert will be sent to all users for all recognition posts Use portal alerts If turned on, all notifications will be sent as portal alerts. Use alerts If turned on, all notifications will be sent as an . Portal alerts will not be sent. If Use portal alerts is also set to true, then notifications will be sent using portal alerts only. Page 27

28 28 Passageways Consulting: Employee Recognition Glossary Alert - Alerts are sent to Users through the portal in the form of a pop-up window or an message. Alerts inform the user about changes in the portal that they need to be aware of and often times need to take action on. Framework - This is flagship software of Passageways, typically called the Portal Framework or just Portal for short. This is the foundation on which all modules and applications are set upon. It makes up core elements like the Navigation Tree, Workgroups, Pages, and Users. Island An island is a section of a portal page that serves a specific business function. Users interact with these islands in order to access information or to enter information into a module or application. A collection of islands make up a portal page. Portal Administrator - The Portal Administrator is a portal user that has the highest level of technical permissions in the portal. This person(s) can configure almost any item within the portal including but not limited to User profiles, Workgroups, and Portal pages. Recognition Item - This is the generic name that is used when referencing the image and predefined message that is sent from one user to another to recognize them for their exceptional actions. This name can be changed by Employee Recognition administrators. Examples: High Fives, Gold Stars, Flying Fish. Winner This is the generic name that is used when referencing those users who won the random monthly recognition drawing. This name can be changed by Employee Recognition administrators. Examples: Champion, Pathfinder, Shooting Star. Workgroup A workgroup is a collection of portal pages that is only accessible by members of that workgroup. Often these workgroups are built around departments, committees, or projects within your organization. Page 28

29 29 Passageways Consulting: Employee Recognition Passageways Resources The following online resources are available to any user of a Passageways product. All you will need to register for an account is your Passageways Account number. If you do not know your account number, please make sure to contact your portal administrator or Passageways representative. Peer-to-Peer Community The Passageways Community site CommuniTree is a great resource where you can ask and answer questions, find or post best practices, and connect with peers and Passageways staff. Also, make sure to set up your community alert preferences here as well under My Profile. Training Documentation This site contains all of the most current user guides and training videos for the Passageways Framework, Modules and some consulting applications. This is a must have site for trainers! New Product Idea Suggestions Have an idea for a new feature or a whole new Passageways product? You can submit that idea and open it up for peers to vote on your idea! Make sure to take a look at the other ideas and vote on them as well! Related Educational Documents Advanced User s Guide Employee Portal Suite Page 29

30 30 Passageways Consulting: Employee Recognition Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated June 5th 2013 Page 30