USING PERFORMANCE PRO An Appraiser s Quickstart Guide. Hrperformancesolutions.net 9/2015 v. 3.4

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1 USING PERFORMANCE PRO An Appraiser s Quickstart Guide Hrperformancesolutions.net 9/2015 v. 3.4

2 Appraiser Quickstart Guide Employee appraisals can be completed easily and quickly. The steps outlined below guide you through the process. If you have questions or have difficulty accessing the program, please contact your Human Resource Department or an 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 an Appraisal Step 1: Review Previous Performance Documentation An employee s Performance History, including Appraisals, s, Forms and Additional Documents completed during the appraisal period, should be reviewed before a performance appraisal is started. This ensures the appraisal will be consistent with the employee s performance throughout the entire period, and not just recent memory. 2. From the main menu, under Employee Documents, click Performance History. 4. Select the documents you wish to view. Step 2: Evaluate Factors 2. From the main menu, click Appraisals, then click Evaluate Factors. ( that the term Factor may have been customized.) 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 Progress. 5. Select the Factor you wish to evaluate from the Select Factor to Evaluate box. (You can also select a Factor by clicking on the Evaluation tab.) All Factors assigned to this position will appear in this list. 6. The weight of the selected Factor displays to the right of the Factor name. 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. Appraiser Quickstart page 1

3 7. If a Factor has Sub-Factors, complete steps 8 10 and If there are no Sub-Factors, skip to step 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. 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 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. If the employee has been rated on the Factor during a previous review cycle, you will see a Last rating bar displaying the score received at that time. If Allow Appraiser View has been activated in Appraisal Settings, you will see the self-appraisal rating the employee has entered for this current review of the Factor. 13. 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 Appraiser Comments box.) The employees shown will be those in your realm of responsibility, including Downline if that feature is activated. 14. Comment on a Factor (if desired or required) by placing your cursor in the Primary Appraiser Comments box and typing your comment. 15. If additional comments are desired, click the Add button 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. 16. Additional comments can be deleted by clicking the delete icon above the comment. Comments can be edited by making changes in the comment boxes. 17. 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 Primary Appraiser Comments box.) You may edit the comment suggestions at this point or wait until you Save and they are inserted into the Primary Appraiser Comments field. 18. When all desired comments are selected, click Save to insert the comments into the Primary Appraiser Comments box, or Close to exit the Comment Coaching box without saving, or Clear Selection to clear all your selected comments. 19. Edit the phrases as needed if you have not already done so. ( that comment coaching may not be available for every Factor.) 20. Click Spelling and/or Language Check to review your text. 21. Repeat until all Factors have been evaluated. 22. Factors 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: Set New Goals (if applicable) 2. Click the employee selection tool. In the pop-up window, click the employee you wish to view and then 3. From the main menu, under Employee Documents, click Employee Goal Tools. ( that the term Goal may have been customized.) Appraiser Quickstart page 2

4 4. The Current Goals tab will display. Click the Future Goals tab if desired. 5. Click the Add button. 6. Enter a new Goal name in the Name box. For easy viewing of the titles, keep them brief. 7. Enter a weight in the Weight box. The total weight of all Goals must equal 100%. 8. If you would like to assign this Goal a due date, enter the date in the Due Date field (dd-mm-yyyy) or click on the calendar icon and select the desired date. 9. Enter a detailed description of the Goal in the Description box. 10. Click Spelling and/or Language Check to review your text. 11. Click Save on the toolbar. 12. If desired, add specific Goal Action Steps by clicking Add Action Step. Enter a Name, Description and Due Date for the Action Step in the box that appears. 13. Click Spelling and/or Language Check to review your text. 14. Click Save to enter the Action Step or Cancel to leave the page without entering the Action Step. 15. Repeat until all Action Steps have been entered. 16. Click Save on the toolbar. 17. Repeat steps 3-14 until all Goals and applicable Action Steps have been entered. 18. To assign the same Goal to the opposite period (Current vs. Future) on the selected employee, select the Goal you wish to assign and click the Copy icon. 19. To assign the same Goal to more than one employee, select the Goal you wish to assign and click the Admin button. Select either the Current Period or Future Period radio button to assign it to one of those periods. Click Copy Goal Action Steps if you would like to assign the Action Steps as well. Click the Employees down arrow to expand the employee listing. Select the employees to whom the Goal will be assigned. Click Select to assign the Goal or Cancel to exit the screen without assigning the Goal. 20. Click My Library to add a copy of the Goal to My Library. 21. Click Save on the toolbar. Step 4: Evaluate Goals (if applicable) To record Goal Progress: 1. In the role box change your role to Appraiser. 2. From the main menu, click Appraisals, then click Evaluate Goals. 4. Select the Goal you wish to work with from the Select Goal to Evaluate box. (You can also select a Goal by clicking on the Evaluation tab.) 5. In the Goal Progress area, Appraiser box, choose the radio button which best describes the progress. 6. Your selection will save automatically when you leave the screen. To evaluate Goals: 1. In the role box change your role to Appraiser. 2. From the main menu, click Appraisals, then click Evaluate Goals. 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. Appraiser Quickstart page 3

5 5. Select the Goal you wish to evaluate from the Select Goal to Evaluate box. (You can also select a Goal by clicking on the Evaluation tab.) All Goals assigned to this position will appear in this list. 6. The weight of the selected Goal displays to the right of the Goal name. 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. 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 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 Primary Appraiser Comments box and typing your comment. 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 you would not like the comment to appear on the appraisal, deselect the Show Comment in Appraisal checkbox. Additional comments can be deleted by clicking the delete icon above the comment. 14. Comments can be edited by making changes in the comment boxes. The first comment that is entered cannot be deleted. 15. Click Spelling and/or Language Check to review your text. 16. If the Set Goal Progress feature is activated, you can describe progress on the Goal by clicking the appropriate radio button in the Goal Progress area, Primary Appraiser box. Options are: Not Started, In Progress, or Complete. There are also radio buttons for the employee to mark progress. 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. Step 5: Summary Comments The term Summary Comments may have been customized to a term more suitable for your organization. 1. From the main menu, click Appraisals, then click Summary Comments. 2. Click the employee selection tool. In the pop-up window, click the employee you wish to view and then Appraiser Quickstart page 4

6 3. 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.) 4. Click on the View Current Appraisal link if you should need to refer back to the appraisal. 5. Click Spelling and/or Language Check to review your text. Step 6: Finish Appraisal (Mark Ready and Merge) Appraisals must be merged unless the self-appraisal feature is disabled. 2. From the main menu, click Appraisals, then click Finish Appraisal. 4. The Status Overview tab lists the steps in the appraisal process. A checkmark displays if the step is completed. Click on the View Current Appraisal link if you should need to refer back to the appraisal. 5. Click on the Ready tab. The top section of this tab displays your next step. The Ready for Meeting checklist shows who has or has not marked the appraisal as Ready for Meeting. 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 evaluated appropriately, click the Mark Ready button. To merge the employee self-appraisal and the appraiser s evaluations into a single appraisal: 1. In the role box change your role to Appraiser. 2. From the main menu, click Appraisals, then click Finish Appraisal. 4. On the Status Overview tab, click the Merge the appraisal link or click the Merge tab and click the Merge button on that screen. 5. If your company has chosen to make self-appraisals optional and you would like your employee to complete a self-appraisal, wait until they have marked Ready before merging. If you don t want your employee to complete a self-appraisal, click Merge. 6. A summary will now appear on the Merge tab listing the primary appraiser s and employee s ratings for each Goal and Factor and showing the final score. (Once you leave this screen, the summary will no longer appear.) The top section of the tab will display the next step in the process. Click the View Current Appraisal link to view a copy of the merged appraisal. 7. To allow the employee access to their merged appraisal, click the Allow Employee Access checkbox. (This option will only appear if it has been enabled in Company Settings.) 8. To remove the employee s access to their appraisal, simply deselect the Allow Employee Access checkbox. 9. You are now ready to conduct the appraisal meeting. After the appraisals have been merged, the employee scoring bars on the Factor and Goal Evaluation screens will display how the employee has evaluated him/herself. (If self-appraisal is used.) Appraiser Quickstart page 5

7 Step 7: Finish Appraisal (Route, if applicable) 1. If you are required to route an appraisal for review (your organization may not utilize this feature), from the main menu, click Appraisals, then click Finish Appraisal. 2. Click the employee selection tool. In the pop-up window, click the employee you wish to view and then 3. The Status Overview tab shows those steps that have been finished (noted by a green check mark) and those yet to be finished (noted by a red x). Click the Route the appraisal link or click the Route tab. 4. Click the Route button if you would like to Route the appraisal. If a pre-determined Routing Path has been set up, the appraisal will automatically follow that Routing Path. If you are allowed to choose who the appraisal is Routed to, make those selections from the Route Setup dropdown list and then click the Route button. 5. The Route tab will now display those to whom the appraisal has been Routed, along with the status of the Route. A routed appraisal cannot be edited or Completed until it has been released back to the Appraiser. Step 8: Meet with the Employee Conduct your appraisal meeting. Discuss your ratings, the employee s self-appraisal (if applicable), and their future Goals. Step 9: Finish Appraisal (Complete) 2. From the main menu, click Appraisals, then click Finish Appraisal. 4. The Status Overview tab shows those steps that have been finished (noted by a green check mark) and those yet to be finished (noted by a red x). Click the Complete the appraisal link or click the Complete tab. If the appraisal is currently Routed, you will not be allowed to mark it Complete. Routing must be finished before the appraisal is Completed. 5. If all final edits have been made, click the Complete button. 6. A warning appears reminding you that no further changes may be made and asking if you are sure you want to Complete the appraisal. Click Cancel if you do NOT want to complete the appraisal at this time. Click Complete if you want to Complete the appraisal. 7. Once marked complete, a View tab appears displaying the appraisal. This tab will disappear once you move away from this screen. 8. The completed appraisal may now be viewed from Performance History. Step 10: 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 Appraiser. 3. Under the To Be Signed widget, click the appropriate appraisal link. 4. Review the appraisal one last time. Appraiser Quickstart page 6

8 5. Under the Signature heading at the bottom of the appraisal, click the Sign link. (Clicking the E-Signature button at the top of the appraisal will bring you to the signature area.) 6. To exit the system, click Sign Out. Managers Resources Managers Resources, accessed from the Support menu link in the toolbar, provides a libray of information to help appraisers complete appraisals, write Goals, and deal with corrective action and other related topics. (This feature may be disabled by your organization.) Performance History Performance Pro s documentation tools allow you to keep informal s, complete Forms, view past appraisals and attach documents to an employee record at any time. These items are located on the Performance History screen. To access Performance History: 2. From the main menu, under Employee Documents, click Performance History. 4. Select the documents you wish to view. Appraisal Forms To view and/or print a current or historical appraisal: 2. From the main menu, under Employee Documents, click Performance History. 4. Appraisals are listed in chronological order, newest to oldest. The Status field will display Current if it is the current appraisal or History if it is an historical appraisal that has been completed. The employee s final score for each historical appraisal is found to the right of the appraisal dates in the Score field. Routed appraisals (if the routing feature is activated) are denoted with an asterisk*. 5. From the list of appraisals, click on the one you wish to view or print. 6. The appraisal will open in the format that was selected as the default on the Company Settings screen (Full if nothing has been selected). 7. To select a different format to view or print the appraisal from, click the View dropdown arrow and select the format you desire (Simple, Snapshot, Full, Multi-Appraiser). The Simple and Full appraisal formats provide more in-depth information than the Snapshot. 8. Click the Employee Information button if you want to hide the employee information section (name, hire date, position, department, etc.) Clicking it again will restore the information. 9. If the Downline feature is activated and you wish to view a report detailing edits that have been made to the appraisal by an Administrative User or managers who are NOT the primary appraiser, click the Downline History button. 10. Click the Expand all Comments button if you d like to view and display all comments. The button name will then change to Collapse all Comments, which enables you to hide the comments again. Appraiser Quickstart page 7

9 11. While viewing the appraisal, click the E-Signature button if you would like to jump to the bottom of the appraisal, to the signature area. 12. The appraisal may be printed by clicking the Print button. A new window opens. Print the document using your browser print function. If you would rather view and print the document from a.pdf format, click the PDF button and print through your PDF reader software. Forms To add a Form: 2. Click on the Forms tab. 4. Forms are listed in chronological order, newest to oldest. Click the Add Form button. 5. From the list of available forms highlight the appropriate one and click OK to choose the Form or Cancel to return to the Forms tab. 6. The blank Form will appear. 7. Enter the date, if different from today s defaulted date, by inserting your cursor in the Date box or clicking on the calendar. Enter the appropriate date using a month/day/four-digit year format (mm/dd/yyyy). 8. Populate data on the Form by clicking in the boxes or typing information in the fields displayed. Move through each field until you have completed the Form. Click Spelling and/or Language Check to review your text. 9. If the Form has been set up to allow employee input, you will see a Send to Employee box. In addition, the appraiser will be unable to populate data in fields that have been designated as employee fillable. Click the Send to Employee box if you would like the employee to enter data into the Form. Once the appraiser saves the Form it will appear in the employee s Form Inbox on their Home Screen. Employee input is only allowed in areas of the Form that have been set up for employee input. 10. If you would like to be allowed to return to the Form at a later date to perform edits, click Save on the toolbar. This will save the Form as Pending and will display it in the Form Inbox widget on the Home Screen. 11. If the Form is final and no edits will be needed, click in the Save as Complete checkbox at the top of the Form and then click Save on the toolbar. Once this option is selected and saved, no changes may be made. Completed Forms also cannot be routed. 12. Forms that are marked Complete will display a status of Complete on the Forms tab. Documents that still allow for edits display a status of Pending on the Forms tab. When a Form is Saved as Complete, no edits will be possible by any other manager or employee. To E-Sign a Form (if applicable): 1. From the toolbar, click the Home button. 2. From the To Be Signed widget, click the appropriate Form link. 3. Click the Sign link at the bottom of the document. 4. Click Save on the toolbar. Appraiser Quickstart page 8

10 To view, edit, or print a Form: 2. Click on the Forms Tab. 4. Forms are listed in chronological order, newest to oldest. Click the Edit icon beside the Form you wish to view, edit, or print. 5. To edit, insert your cursor in the appropriate boxes and type your changes. 6. If you would like to be allowed to return to the Form at a later date to perform edits, click Save from the toolbar. 7. If the Form is final and no edits will be needed, click the Save as Complete box at the top of the Form. Then click Save on the toolbar. Once this option is selected and saved, no changes may be made. 8. The Form may be printed by clicking Edit and then clicking the Print button. A new window opens. Print the document using your browser print function. Signature lines for the employee and manager will be automatically added to the Form when printing. If you would rather view and print the document from a.pdf format, click the PDF button and print through your PDF reader software. Completed Forms may be viewed or printed, but not edited. Only the Administrative User may make changes to a completed Form. Pending Forms may be edited and saved. To route a Form to the Administrative User or another manager (if applicable): 1. Add or access a pending Form as discussed above. 2. Click the Route button. The routing screen will appear. 3. If Manual Route has been enabled, you will have the option of choosing the recipient of the Route from a drop-down list, followed by clicking Route. 4. If Auto Route has been enabled, the routing information will display. If you do not wish to continue with the route at this point, click the Back button to return to the Form. If you do wish to route the item, click Route again and the Form will follow an established, assigned Routing Path. 5. If at this point you wish to cancel the route, click the Cancel button that appears. 6. If Routing Notification is activated on the Company Settings screen, the recipient of the routed item will be notified via If the routed Form is not responded to within the established Routing Period, it will automatically be sent back to the appraiser or onto the next person in an Auto Routing Path. To send a Form to an employee for comments: 2. In the role box, make sure your role is set to Appraiser. 3. Click on the Forms tab. 4. Click the employee selection tool. In the pop-up window, click the employee you wish to view and then 5. Click the Edit icon beside the Form to be sent. (Determine if the Form has sections that allow employee input. If the Form allows employee input, there will be a Send to Employee? checkbox at the top of the Form and there will be fields that are shaded in which the appraiser cannot type.) 6. Check the Send to Employee? box. This will send the Form to the employee s Form Inbox on their Home screen. 7. Click Save on the toolbar. 8. Once the employee enters their information, the Form will appear in the appraiser s Form Inbox. Appraiser Quickstart page 9

11 s To create a new : 2. Click on the s tab. 4. s are listed in chronological order, newest to oldest. 5. Click the Add button. A blank appears. 6. If the Share feature has been activated and you wish to allow the employee access to this, click in the Shared box. A Notify Appraiser box will appear. 7. Insert your cursor in the Title field and enter the title. 8. The Date will default to the current date. Edit the date by inserting your cursor in the Date field and typing or clicking on the calendar. Enter the appropriate date using a month/day/four-digit year format (mm/dd/yyyy). 9. Insert your cursor in the Description field and type the information you wish to include. You have control over basic formatting such as bold, italics, underline, strikethrough, numbered lists, and bullet lists. Click the appropriate icons to manipulate these options. 10. Click Spelling and/or Language Check to review your text. 11. Click Save on the toolbar. 12. The dated documentation will appear in the employee s Performance History. To view, edit or print a : 2. Click on the s tab. 4. s are listed in chronological order, newest to oldest, from one year prior to the current date. If the you wish to view, edit, or print is showing, click the Edit icon beside it. If the you wish to view, edit, or print is not showing, adjust the date range and click the Find s button. 5. To edit, insert your cursor in the appropriate boxes and type your changes. Click Save from the toolbar. 6. To print, click the Print button. A new window opens. Print the document using your browser print function. If you would rather view and print the document from a.pdf format, click the PDF button and print through your PDF reader software. Additional Documents To upload a file: 2. Click on the Additional Documents tab. 4. Click the Add File button. 5. Insert your cursor in the Name field and enter the title of the file. 6. Insert your cursor in the Description field and type a brief description of the file. 7. Insert your cursor in the File field. Depending on the browser you are using, click Choose File or Browse. 8. Navigate to the file you wish to upload. Select that file and click Open. 9. Click Upload on the toolbar. 10. The file will now be listed on the Additional Documents tab. Appraiser Quickstart page 10

12 To view, edit, or print an uploaded file: 2. Click on the Additional Documents tab. 4. Files are listed in chronological order, newest to oldest. 5. To view the file, click on the link to the file in the Name field. The file will open in the software it was created in (Word, Excel, etc.) Make any necessary changes, resave the file, and upload it again. 6. To edit a file name or description, click the Edit icon beside the file you wish to edit. 7. Insert your cursor in the Name or Description field and edit as needed. 8. Click Save on the toolbar. Appraiser Quickstart page 11