Oracle Performance Management Year End Phase Tutorial

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1 Oracle Performance Management Year End Phase Tutorial

2 Table of contents Introduction... 2 Logon to Oracle... 3 Section 1: Self Evaluation (Staff member)... 4 Workplan Objectives... 4 Developmental Objectives... 8 Competencies Submit to Supervisor Printing Section 2: 360 Feedback (Multirater) Workplan Objectives Competencies Section 3: Final Evaluation (Supervisor) Review your staff PEMS agreements Workplan Objectives Developmental Objective(s) Competencies Return to Staff Member Printing a copy Section 4: Accepting Final PEMS Evaluation (Staff member) Section 5: Multirater Report Contact us

3 Introduction The following tutorial will introduce you to the Year End Functionality in Oracle Performance Management. It will guide you through the process from the perspective of a staff member (Self Evaluation), multirater (360 Feedback) and supervisor (Final Evaluation). Once you have completed this tutorial, you will have the necessary tools to give feedback during the Year End review. If you wish to refresh on the Planning or Mid-Year phase functionality in Oracle Performance Management please refer to our reference guide: Oracle Performance Management Planning Phase and Mid Year Phase Tutorial. This is available on the PEMS website under PEMS Planning Phase Oracle Training Guide MS/Oracle_Tutorial.pdf The Oracle Performance Management system is straightforward and user-friendly, but it is important that you use this tutorial to guide you through the process for the first time. If you have questions at any time, please contact the PEMS team and we will be happy to assist you. Performance-Management@fao.org Extension: To contact us via skype please use this link: If you do not have a skype account please login with the following: Username: pems.client Password: pems Then dial: fao.performance.management PEMS Website: 2

Enter your password into the Password field. 3. Click the Login button. 4.

4 Logon to Oracle This section will show you how to access your appraisal page in the Oracle system. Navigate to the Oracle login page. 1. Enter your username into the Username field. 2. Enter your password into the Password field. 3. Click the Login button. 4. This page provides you with the list of all your responsibilities with their associated functions. Click the FAO PEMS Employee link. 5. Then click the Year-End link. 3

1 This is "My Appraisal" page where you can start your self evaluation by clicking on the Self

5 Section 1: Self Evaluation (Staff member) Workplan Objectives You will learn how to open your PEMS agreement and give your self evaluation or feedback of your Workplan Objectives. 1 This is "My Appraisal" page where you can start your self evaluation by clicking on the Self Evaluation icon. 2 Click the Feedback icon for the first Workplan Objective. 4 Section 1: Self Evaluation (Staff member)

6 3 Read the list of Activities and Performance indicators for your first workplan Objective, near the top of the screen. 4 The information on the right hand side of the page gives a detailed explanation of the ratings and corresponding behavioural indicators. 5 Click on the Performance Rating drop down indicator to display the ratings. Section 1: Self Evaluation (Staff member) 5

7 6 Select the desired rating by clicking on it. 7 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 8 N.B. For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. 6 Section 1: Self Evaluation (Staff member)

8 9 Click on the Apply button. 10 This will save and apply your rating and take you back to the Self Evaluation: Overview page where you can repeat steps 2 to 9 for your other Workplan Objectives. 11 When you have completed evaluating all your Workplan Objectives, you can do the same for your Developmental Objective(s). Section 1: Self Evaluation (Staff member) 7

9 Developmental Objectives Now you will learn how to give feedback and comments on your Developmental Objectives. 1 Click the Feedback icon for the first Developmental Objective. 8 Section 1: Self Evaluation (Staff member)

10 2 Read the list of Activities and Performance Indicators for your first Developmental Objective, near the top of the screen. 3 The information on the right hand side of the page gives a detailed explanation of the ratings and corresponding behavioural indicators. 4 Click on the Performance Rating drop down indicator to display the ratings. 5 Select the desired rating by clicking on it. Section 1: Self Evaluation (Staff member) 9

11 6. Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 7 N.B. For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. 10 Section 1: Self Evaluation (Staff member)

12 8 Click on the Apply button. 9 This will save and apply your rating and take you back to the Self Evaluation: Overview page where you can repeat steps 1 to 8 for your other Development Objective, if you have one. 10 When you have completed evaluating all your Developmental Objectives, you can do the same for your Competencies. Section 1: Self Evaluation (Staff member) 11

3 The information on the right hand side of the page gives a detailed explanation of the proficiency ratings and

13 Competencies This section deals with giving feedback on your competencies 1 Click the Feedback icon for the first Competency. 2 Read the Description and Behavioral Indicators for your first Competency, near the top of the screen. 3 The information on the right hand side of the page gives a detailed explanation of the proficiency ratings and corresponding behavioural indicators. 4 Click on the Proficiency Rating drop down indicator to display the ratings. 12 Section 1: Self Evaluation (Staff member)

14 5 Select the desired rating by clicking on it. 6 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 7 N.B. For ratings of Not Proficient or Exceptional Proficiency, Comments are mandatory. Section 1: Self Evaluation (Staff member) 13

7 Click on the Apply button. 8 This will save and apply your rating and take you back to the Self Evaluation: Overview page where you can repeat steps 1 to 7 for your other Competencies.

15 7 Click on the Apply button. 8 This will save and apply your rating and take you back to the Self Evaluation: Overview page where you can repeat steps 1 to 7 for your other Competencies. 9 When you have completed evaluating all your Competencies, you can submit your PEMS agreement to your supervisor for their evaluation and final feedback which also takes into account the feedback from you and your multiraters. 14 Section 1: Self Evaluation (Staff member)

16 Submit to Supervisor How to submit your Self-Evaluation to your supervisor, so they can view it and give you their evaluation of your PEMS agreement. 1 Click the Submit for Approval button. 2 Add any comments you wish to make in the Comments box. These comments only appear in the notification message to your Supervisor. They are NOT recorded in your PEMS agreement. 3 Click on the Submit button. This will send your PEMS agreement to your supervisor. 4 You will receive a confirmation message, as below. The Self Evaluation pencil icon will be white (not blue) meaning you cannot change your self evaluation Section 1: Self Evaluation (Staff member) 15

17 Printing In this section you will learn how to print hard copies of your PEMS agreement showing your self evaluation. You can do this from the My Appraisals page 1 Click on the Review button. This opens a new window where you can see an updated summary of your PEMS agreement. 16 Section 1: Self Evaluation (Staff member)

18 2 To print a copy click on the Print icon. 3 To close this window, click on the X in the top right corner Section 1: Self Evaluation (Staff member) 17

19 Section 2: 360 Feedback (Multirater) Go to the Navigator page in Oracle 1 Click on the FAO PEMS Employee responsibility. 2 Then click on the Multirater function Workplan Objectives You will learn how to open the PEMS agreement of a person you have agreed to be a Multirater for and give your feedback and comments on their Workplan Objectives. 1 Click on the Feedback pencil icon of the Staff Member you want to give feedback on. 18 Section 2: 360 Feedback (Multirater)

2 Read the Note at the top of the page to remind yourself what Workplan Objectives you agreed to give feedback on at the beginning of the PEMS cycle.

20 2 Read the Note at the top of the page to remind yourself what Workplan Objectives you agreed to give feedback on at the beginning of the PEMS cycle. 3 Click on the Feedback pencil icon of the Workplan Objective you want to give feedback on. As a Multirater you should give feedback on Workplan Objectives and Competencies. Please remember Competencies as they are a very important part of everyone s PEMS evaluation You do not give feedback on Developmental Objective(s). Section 2: 360 Feedback (Multirater) 19

4 Click on the Performance Rating drop down icon. 5 Select the desired rating. 6 Click in the Comments box to add any comments to the selected rating.

21 4 Click on the Performance Rating drop down icon. 5 Select the desired rating. 6 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 7 N.B. For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory. 8. Click on the Apply button. 20 Section 2: 360 Feedback (Multirater)

9. This will save and apply your feedback and return you to the Multirater Feedback Review page 10. Repeat steps 1 to 8 for all other Workplan Objectives that you need to give feedback on. 11.

22 9. This will save and apply your feedback and return you to the Multirater Feedback Review page 10. Repeat steps 1 to 8 for all other Workplan Objectives that you need to give feedback on. 11. When you have completed giving feedback on Workplan Objectives, you can do the same for Competencies. Competencies Now you will see how to give feedback and comments on their Competencies Please remember Competencies are a very important part of everyone s PEMS evaluation 1 Click on the Feedback icon for the first competency. Section 2: 360 Feedback (Multirater) 21

2 Click on the Performance Rating drop down icon. 3 Select the desired rating. 4 Click in the Comments box to add any comments to the selected rating.

For ratings of Not Proficient or Exceptional Proficiency, Comments are mandatory. 6 Click on the Apply button.

23 2 Click on the Performance Rating drop down icon. 3 Select the desired rating. 4 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 5 N.B. For ratings of Not Proficient or Exceptional Proficiency, Comments are mandatory. 6 Click on the Apply button. 7 This will save and apply your feedback and return you to the Multirater Feedback Review page 8 Repeat steps 1 to 6 for all other Competencies that you need to give feedback on. 9 When you have completed giving feedback on Workplan Objectives, you can Complete your feedback in the Oracle system. 22 Section 2: 360 Feedback (Multirater)

12 You will now receive a confirmation message on the next Oracle page.

24 9 Click on the Complete button. 10 Note that once you submit you cannot change your feedback. If you want to change any feedback click on Cancel, otherwise Click on the Submit button. 12 You will now receive a confirmation message on the next Oracle page. 13 You can proceed to give feedback on another staff member. Remember to give feedback to everyone for whom you agreed to be a Multirater. Your feedback is an important part of their final PEMS evaluation. Section 2: 360 Feedback (Multirater) 23

25 Section 3: Final Evaluation (Supervisor) Go to the Navigator page in Oracle 1 Click on the FAO PEMS Supervisor responsibility. 2 Then click on the Year-End function Review your staff PEMS agreements This will show you how to view and print a copy of a staff member s PEMS agreement before you evaluate it. 1 This page displays all of your direct reports. If you want to see details of a particular PEMS agreement, click on the Review button. 24 Section 3: Final Evaluation (Supervisor)

26 2 Click on the Print icon if you wish to print a hard copy. 3 To close this window, click on the X in the top right corner. This will take you back to the Appraisals as Main Appraiser page. Section 3: Final Evaluation (Supervisor) 25

1 Click on the Feedback pencil icon of the Staff Member you want to give feedback on.

27 Workplan Objectives In this section you will learn how to open the staff member s PEMS agreement and give your feedback and final evaluation of their Workplan Objectives. 1 Click on the Feedback pencil icon of the Staff Member you want to give feedback on. This will open the Main Appraiser Review page 2 Click on the Supervisor Feedback button. 26 Section 3: Final Evaluation (Supervisor)

3 Click on the Feedback pencil icon of the first Workplan Objective N.B. You will also see not only the staff member s self evaluation but an average of the multiraters feedback.

28 3 Click on the Feedback pencil icon of the first Workplan Objective N.B. You will also see not only the staff member s self evaluation but an average of the multiraters feedback. This is displayed when a minimum of 3 multiraters have given feedback. In the example above 1 out of 6 means only one out of six nominated Multiraters has given feedback, so far. So, no average is given. Section 3: Final Evaluation (Supervisor) 27

29 4 Read the list of Activities and Performance indicators for the first workplan Objective, near the top of the screen. 5 The information on the right hand side of the page gives a detailed explanation of the ratings and corresponding behavioural indicators. 6 Click on the Performance Rating drop down indicator to display the ratings. 7 Select the desired Performance Rating by clicking on it. 28 Section 3: Final Evaluation (Supervisor)

30 8 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 9 N.B. For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. Section 3: Final Evaluation (Supervisor) 29

repeat steps 3 to 10 for the other Workplan Objectives.

31 10 Click on the Apply button. 11 This will save and apply your rating and take you back to the Update Appraisal page where you can repeat steps 3 to 10 for the other Workplan Objectives. 12 When you have completed evaluating all of the staff member s Workplan Objectives, you can give an Overall Rating for the Workplan Objectives. 13 Click on the Overall Rating indicator. 30 Section 3: Final Evaluation (Supervisor)

32 14 Click on the desired Rating. 15 Click in the Comments box to enter Supervisor comments on overall rating. 16 Click on the Apply button. This will take you back to the Main Appraiser Review page. Section 3: Final Evaluation (Supervisor) 31

1 Click on the Supervisor Feedback button.

33 Developmental Objective(s) Now you will see how to give your feedback and overall evaluation on the staff member s Developmental Objective(s). 1 Click on the Supervisor Feedback button. 2 Click on the Feedback pencil icon of the first Developmental Objective 32 Section 3: Final Evaluation (Supervisor)

34 3 Read the list of Activities and Performance indicators for the first Developmental Objective, near the top of the screen. 4 The information on the right hand side of the page gives a detailed explanation of the ratings and corresponding behavioural indicators. 5 Click on the Performance Rating drop down indicator to display the ratings. 6 Select the desired rating by clicking on it. Section 3: Final Evaluation (Supervisor) 33

For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory.

35 7 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 8 N.B. For ratings of Did not Achieve or Exceptionally Achieved, Comments are mandatory. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. 9 Click on the Apply button. 10 This will save and apply your rating and take you back to the Overview page where you can repeat steps 2 to 9 for the second Development Objective, if there is one. 34 Section 3: Final Evaluation (Supervisor)

36 11 When you have completed evaluating all the Developmental Objectives, you must give the overall rating for Developmental Objectives. 12 Click on the Overall Rating indicator. 13 Select the desired Rating. Section 3: Final Evaluation (Supervisor) 35

37 14 Click in the Comments box to add any comments to the selected rating. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. 36 Section 3: Final Evaluation (Supervisor)

38 15 Once you have added the Overall Rating and Comments for Developmental Objectives, Click on the Apply button. This will take you back to the Main Appraiser Review page. Section 3: Final Evaluation (Supervisor) 37

39 Competencies This section deals with giving feedback and a final evaluation on the staff member s competencies. 1 Click on the Supervisor Feedback button. 2 Click the Feedback icon for the first Competency. 38 Section 3: Final Evaluation (Supervisor)

ratings and corresponding behavioural indicators.

40 3 Read the Description and Behavioral Indicators for the first Competency, near the top of the screen. 4 The information on the right hand side of the page gives a detailed explanation of the proficiency ratings and corresponding behavioural indicators. 5 Click on the Proficiency Rating drop down indicator to display the ratings. 6 Select the desired rating by clicking on it. Section 3: Final Evaluation (Supervisor) 39

For ratings of Not Proficient or Exceptional Proficiency, Comments are mandatory. 9 Click on the Apply button.

41 7 Click in the Comments box to add any comments to the selected rating. If written in a positive way, comments will greatly increase the quality and effectiveness of your feedback. 8 N.B. For ratings of Not Proficient or Exceptional Proficiency, Comments are mandatory. 9 Click on the Apply button. 10 This will save and apply your rating and take you back to the Overview page where you can repeat steps 2 to 9 for the other Competencies. 40 Section 3: Final Evaluation (Supervisor)

A reminder that at any time, you may press the Save as Draft button, to save your

42 11 Click on the Overall Rating indicator. 12 Select the desired Rating. 13 Click in the Comments box to add any comments to the selected rating. A reminder that at any time, you may press the Save as Draft button, to save your PEMS agreement so that you can resume it at any point. Section 3: Final Evaluation (Supervisor) 41

43 14 Click on the Apply button. This will take you back to the Main Appraiser Review page. 42 Section 3: Final Evaluation (Supervisor)

Return to Staff Member You have completed giving feedback. Now you will need to send the evaluation to the Staff Member for them to agree or disagree with it.

44 Return to Staff Member You have completed giving feedback. Now you will need to send the evaluation to the Staff Member for them to agree or disagree with it. 1 You have now completed entering the Year End review information in Oracle. 2 If you want to change any ratings or comments, click on the Supervisor Feedback button, and then select the relevant feedback icon or icons. If you do make any changes, remember to click on the Apply button to save them. 3 When you have finalized the information, click on the Submit button Section 3: Final Evaluation (Supervisor) 43

45 4 Your finalized review will be sent back to the Staff Member (Return to Appraisee) for them to agree or disagree with the final evaluation. 5 If you wish you may add comments in the Notification Message box. 6 Click on the Submit button to return the PEMS agreement to the Staff Member for them to agree or disagree with the final evaluation. 44 Section 3: Final Evaluation (Supervisor)

46 N.B. If the staff member Agrees, this will bring the Year End Phase to a close. If the staff member disagrees the options are: - Discuss further with their Supervisor to reach an agreement - Contact the PEMS Team for assistance and/or mediation in order to reach an agreement - Discuss the matter with a more senior manager to try to reach an agreement If they have selected Disagree, they can also contact HR to initiate a formal rebuttal process to ask for their final evaluation to be reviewed. - Select Disagree and Submit. This will record the fact that the staff member disagrees with the supervisor s final evaluation. In this case they will need to state their detailed reasons in the Comments box which will appear when they submit their final Comment. 7 You will receive a Confirmation message. 8 The Supervisor Feedback icon is now white, which indicates it is inactive and you may not make further changes. 9 You can however see what you have written by using the Review button. This will open a new window Section 3: Final Evaluation (Supervisor) 45

Printing a copy In this lesson, you will learn how to print hard copies of PEMS agreements you have finalised. You can do this from the Appraisals As Main Appraiser page 1 Click on the Review button.

47 Printing a copy In this lesson, you will learn how to print hard copies of PEMS agreements you have finalised. You can do this from the Appraisals As Main Appraiser page 1 Click on the Review button. This opens a new window where you can see the updated summary of the Staff Member s PEMS agreement. 1 You can print a hard copy by clicking on the Print icon. 2 To close the window, click on the X in the top right corner of the screen, 46 Section 3: Final Evaluation (Supervisor)

Section 4: Accepting Final PEMS Evaluation (Staff member) After your PEMS supervisor has finalized their feedback on your PEMS agreement you will receive a notification in the Oracle system that your

48 Section 4: Accepting Final PEMS Evaluation (Staff member) After your PEMS supervisor has finalized their feedback on your PEMS agreement you will receive a notification in the Oracle system that your agreement has been returned to you for your acceptance. 1 Follow steps 4 & 5 of Logon to Oracle on page 4 2 Click on the Acceptance icon. 3 Click on the Final Acceptance drop down indicator. Section 4: Accepting Final PEMS Evaluation (Staff member) 47

49 4 Select Agree (or Disagree). N.B. If the Staff member Agrees, this will bring the Year End Phase to a close. If the Staff member Disagrees, they will have various options they can follow: - The staff member can try to discuss further with their supervisor in order to reach an agreement - Contact the PEMS Team for assistance/ mediation in order to reach an agreement - Discuss the matter with a more senior manager to try to reach an agreement If the staff member has tried to resolve the disagreement in one or more of the ways indicated above, they may wish to select Disagree and contact the PEMS team to initiate a formal rebuttal process. 48 Section 4: Accepting Final PEMS Evaluation (Staff member)

50 5 Insert the date you had the Year End Final Discussion with your Supervisor. 6 Click on the Submit button. 7 Add any comments you wish to make in the Comments box. These comments only appear in the notification message to your Supervisor. They are NOT recorded in your PEMS agreement 8 Click on the Submit button. This will send your PEMS agreement to your supervisor. 9 You will receive a confirmation message, as below. The Self Evaluation pencil icon will be white (not blue) meaning you cannot change your self evaluation 10 Your PEMS status will change to Agreed. Section 4: Accepting Final PEMS Evaluation (Staff member) 49

2 Select the FAO PEMS Employee responsibility. 3 Click on Reports.

51 Section 5: Multirater Report Once a minimum of three multiraters have completed giving feedback on you, you can see their comments by running the Multirater feedback report. 1. Go to the Oracle Navigator page. 2 Select the FAO PEMS Employee responsibility. 3 Click on Reports. After about half a minute you will see the following page. 4. Click on the OK button to run a single request. 50 Section 5: Multirater Report

52 5. Click on the three dots to the right of the Name field, as shown. 6. Select the FAO PEMS Multirater Feedback Staff Member Report and then click on the OK button. Section 5: Multirater Report 51

53 7. On the small Parameters screen check the dates at the top (current Year) are what you want and then click on OK button. 8. Click the Submit button. 52 Section 5: Multirater Report

54 9. Click on the Refresh Data button until Completed phase and Normal status appear as on the following screen. You may need to click a few times! 10. Click on the View Output button to see details of your Multiraters feedback. Section 5: Multirater Report 53

11. Under each Workplan Objective and Competency you will see a summary of the ratings your Multiraters have given you and their comments. Remember. 1.

55 11. Under each Workplan Objective and Competency you will see a summary of the ratings your Multiraters have given you and their comments. Remember. 1. Multiraters do NOT give feedback on Developmental Objective(s). 2. You will only find Multirater comments in this report when a minimum of three multiraters have completed their feedback. 54 Section 5: Multirater Report

56 55 Contact us

57 56

58 Additional Notes: 57

59 I1838E/1/10.10

UNCT MEMBER SELF-ASSESSMENT

UNCT MEMBER SELF-ASSESSMENT FOR UN COUNTRY TEAM MEMBERS COMPLETING THE SELF-ASSESSMENT - Reference Guide Introduction In the Assessment for Results and Competencies (ARC), self-assessment by a UN country