USING PERFORMANCE PRO A Multi-Appraiser s Quickstart Guide. HRperformancesolutions.net 4/2017 v. 3.9

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1 USING PERFORMANCE PRO A Multi-Appraiser s Quickstart Guide HRperformancesolutions.net 4/2017 v. 3.9

2 Multi-Appraiser Quickstart Guide For companies with employees assigned to perform multi-appraiser evaluations, these simple steps will guide them through the process. Since multi-appraisers typically evaluate employees they don t directly supervise, the process is even simpler than for a primary appraiser. Multi-appraisers may have access to rate Factors and Goals, add, edit and delete Goals, as well as potentially add and edit Forms and s. As most orgnaizations only have multi-appraisers evaluate Factors and Goals, that is what is detailed in this Quickstart. For information on other features, please contact your Human Resource department or Administrative User. Starting the Program To start the Program: 1. Open your browser and enter your client address in the address line. Please see your Administrative User if you do not have this link. 2. Enter your username and password in the Client Login fields. Press Enter on your keyboard or click the Login button. Completing A Multi-Appraiser Evaluation Step 1: Evaluate Factors 1. In the role box, change your role to Multi-Appraiser. 2. From the main menu, click Appraisals, then click Evaluate Factors. ( that the term Factor may have been customized.) only display your direct reports.. 4. The Overview tab lets you see at a glance the assigned Factors, any scores given, weight of each Factor, and if comments have been entered. A progress bar displays on the right side of the screen showing Overall Progress of the appraisal and the Factor Process. (Scores and weights will not display if they are hidden in your system.) 5. Select the Factor you wish to evaluate from the Select Factor to Evaluate box. All Factors assigned to this position will appear in this list. (You can also select a Factor by clicking on the Evaluation tab and clicking Back or Next to move through the list.) 6. The weight of the selected Factor displays to the right of the Factor name (unless weights are hidden in your system.) A full description of the Factor appears below the Factor name. If necessary, click on the expander at the bottom center of the Factor description to view the entire description. If Allow Sub-Factors is enabled, Factor Level Titles and Factor Level Descriptions will be disabled. 7. If a Factor has Sub-Factors, complete steps If there are no Sub-Factors, skip to step 11. Multi-Appraiser Quickstart page 1

3 8. If the Factor you selected has Sub-Factors, a Sub-Factors box will appear below the Factor description. Expand the box to view all Sub-Factors and information by clicking the expander at the bottom center of the box. 9. Read the description of the Sub-Factors (if present). From the Rating dropdown box, click the down arrow and select a rating. 10. Continue until all Sub-Factors have been evaluated. Ratings on Sub-Factors will be averaged together to produce a score for the Factor. This score will automatically be reflected on the scoring bar and in the box above it. You may manually edit this score unless Prohibit Override was enabled in Company Settings. If Require Rate is enabled, requiring a rating on all Sub-Factors, the appraisal cannot be marked RFM until all Sub- Factors are rated. Ratings and comments are automatically saved when you move to another area of the screen. 11. If Sub-Factors are not applicable, evaluate the employee on the Factor. Select the value on the rating scale that best represents their performance by typing it in the box above the Multi-Appraiser scoring bar, clicking on the scoring bar at the appropriate level, or selecting the Performance Level Description on the left side of the screen (the level s number will automatically be assigned as the rating). 12. Click the Compare icon if you would like to compare scores given on the selected Factor with other employee scores on the same Factor. (The icon is located on the top right side of the Multi-Appraiser Comments box.) The employees shown will be those in your realm of responsibility, including Downline if that feature is activated. 13. Comment on a Factor (if desired or required) by placing your cursor in the Multi-Appraiser Comments box and typing your comment. 14. If Allow Multiple Comments has been activated in Company Settings, and if additional comments are desired, click the Add button below the comment box and enter the additional comments. If there is not an Add button, this feature is not available in your system. If you would not like the additional comment to appear on the appraisal, deselect the Show Comment in Appraisal checkbox. 15. Additional comments can be deleted by clicking the delete icon above the comment. Comments can be edited by making changes in the comment boxes. The first comment that is entered always shows on the appraisal and cannot be deleted. 16. For comment suggestions click the Comment Coaching icon and select the comments you d like to include by clicking in the box to the left of the comment. (The icon is located on the top right side of the Multi- Appraiser Comments box.) You may edit the comment suggestions at this point or wait until you Save and they are inserted into the Multi-Appraiser Comments field. 17. When all desired comments are selected, click Save to insert the comments into the Multi-Appraiser Comments box, or Close to exit the Comment Coaching box without saving, or Clear Selection to clear all your selected comments. 18. Edit the phrases as needed if you have not already done so. ( that comments may not be available for every Factor.) 19. Click Spell Check and/or Language Check to review your text. 20. Repeat until all Factors have been evaluated. 21. Factors you have evaluated are indicated in green text with a check mark ( ) next to it. Multi-Appraiser Quickstart page 2

4 Some organizations do not use numerical Factor and Goal ratings and/or weightings. In these situations the weights and scoring do not display. Step 2: Evaluate Goals (if applicable) 1. In the role box change your role to Multi-Appraiser. 2. From the main menu, click Appraisals, then click Evaluate Goals. only display your direct reports. 4. The Overview tab lets you see at a glance the assigned Goals, any scores given, weight of each Goal, and if comments have been entered. Progress bars on the right side of the screen show Overall Progress of the appraisal and the Goal Progress. (Scores and weights will not display if they are hidden in your system.) 5. Select the Goal you wish to evaluate from the Select Goal to Evaluate box. All Goals assigned to this position will appear in this list. (You can also select a Goal by clicking on the Evaluation tab and clicking Back or Next to move through the list.) 6. The weight of the selected Goal displays to the right of the Goal name (unless weights are hidden.) A full description of the Goal appears below the Goal name. If necessary, click on the expander at the bottom center of the Goal description to view the entire description. 7. If a Goal has Action Steps, complete steps 8-10 and If there are no Action Steps, skip to step If the Goal you selected has Action Steps, an Action Steps box will appear below the Goal description. Expand the box to view all Action Steps and information by clicking the expander at the bottom center of the box. 9. Read the description of the Action Steps (if present). From the Rating dropdown box, click the down arrow and select a rating. Rate Action Steps must be activated on the Company Settings screen in order for the rating boxes to appear. 10. Continue until all Action Steps have been evaluated. Ratings on Action Steps will be averaged together to produce a score for the Goal. This score will automatically be reflected on the scoring bar and in the box above it. You may manually edit this score unless Prohibit Override was enabled in Company Settings. If Require Rate is enabled, requiring a rating on all Action Steps, the appraisal cannot be marked RFM until all Action Steps are rated. 11. If Action Steps are not applicable, from the Evaluation tab, evaluate the employee on the Goal. Select the rating that reflects their performance by typing it in the box above the Multi-Appraiser scoring bar, clicking on the scoring bar at the appropriate level, or selecting the Performance Level Description on the left side of the screen (the level s number will automatically be assigned as the rating). 12. Comment on the Goal (if desired or required) by placing your cursor in the Multi-Appraiser Comments box and typing your comment. This first comment can be edited after saving, but not deleted. 13. If Allow Multiple Comments has been activated in Company Settings, and if additional comments are desired, click the Add button and enter the information. If there is not an Add button, this feature is not available in your system. If you would not like the comment to appear on the appraisal, deselect the Show Multi-Appraiser Quickstart page 3

5 Comment in Appraisal checkbox. Additional comments can be deleted by clicking the delete icon above the comment. 14. For comment suggestions click the Comment Coaching icon and select the comments you d like to include by clicking in the box to the left of the comment. (The icon is located on the top right side of the Multi- Appraiser Comments box.) You may edit the comment suggestions at this point or wait until you Save and they are inserted into the Multi-Appraiser Comments field. 15. Comments can be edited by making changes in the comment boxes. The first comment that is entered always shows on the appraisal and cannot be deleted. 16. Click Spell Check and/or Language Check to review your text. 17. Repeat until all Goals have been evaluated. 18. Goals you have evaluated are indicated in green text with a check mark ( ) next to it. Ratings and comments are automatically saved when you move to another area of the screen. Step 3: Summary Comments The term Summary Comments may have been customized to a term more suitable for your organization. 1. In the role box change your role to Multi-Appraiser. 2. From the main menu, click Appraisals, then click Summary Comments. only display your direct reports. 4. Enter any additional information, concerns, etc. in the available fields on the Summary Comments screen. There may be a variety of fields available on this screen (comment fields, check boxes, dropdown menus, etc.) 5. Click on the View Current Appraisal link if you should need to refer back to the appraisal. 6. Click Spell Check and/or Language Check to review your text. Comments are automatically saved when you move to another area of the screen. Step 4: Mark the Appraisal as Ready 1. In the role box change your role to Multi-Appraiser. 2. From the main menu, click Appraisals, then click Finish Appraisal. only display your direct reports. Multi-Appraiser Quickstart page 4

6 4. The Status Overview tab lists the steps in the appraisal process. As a multi-appraiser, the only step on the Finish Appraisal screen is to mark the appraisal as Ready for Meeting. This step will be clickable. 5. Click on the Ready tab. The top section of this tab displays your next step. The Appraisal Checklist shows the status of each Factor and Goal. Make sure all Factors and Goals have been evaluated (evaluated items are indicated by a green check mark ( ) for completed and items still requiring attention are highlighted in yellow). If you haven t completed what is required, click on the item title to be taken to the corresponding section. 6. If you wish to view the appraisal before you mark it as Ready, click the View Current Appraisal link. The appraisal may also be printed from this screen. 7. When all items have been entered appropriately, click the Mark Ready button on the Ready tab. You are finished. Multi-appraisers do not merge or complete appraisals. These are finalized by the primary appraiser. Step 5: E-Signing the Appraisal (if applicable) 1. If you are required to E-sign the appraisal (your organization may not utilize this feature), from the toolbar, click Home. 2. In the role box change your role to Multi-Appraiser. 3. Under the To Be Signed widget, click the appropriate appraisal link. 4. Review the appraisal one last time. 5. To move quickly to the E-Signature section, from the Jump To dropdown box, select E-Signature. Under the Signature heading, click the Sign link. 6. To exit the system, click Sign Out. Multi-Appraiser Quickstart page 5