Provide Feedback year-round for your direct reports, any HSHS colleague, or add Journal Notes for yourself.

Transcription

1 Accessing Halogen When you have a task to complete, you ll receive an with a link to login. Note: Notifications could end up in your junk mail folder if you do not add permissions to your mail client. Contact your Halogen Administrator if you need help. Alternately, you can use the link to go directly to the site. Your Homepage Use the Navigation Bar to go to the areas of the site. Note: Using the Back button could result in lost data. Provide Feedback year-round for your direct reports, any HSHS colleague, or add Journal Notes for yourself. Click the Gear icon to change your Password or access your Security Questions. Click the Question mark icon to use the Online Help feature. My Action List is where you will find tasks that you have been assigned. To open a task, click the task name. Use Options to filter what will be shown in the My Tasks area. An icon will show you the status of each task. Refer to the legend to learn what each icon means. The Activity Tracker provides a continuous status update of feedback, approvals, etc. As a manager, you also have additional tabs to allow you to view the activities of your direct reports. Use the Quick Selector to quickly select individual items from the current task. Additional Resources provide additional links, training, and documents to help you. 1 / Halogen Software Inc. All Rights Reserved. 1 / 8

2 Working with the Performance Review Form Performance Review Process Printing 1. Click the Print icon. 2. In the pop-up window, select Normal Print or Condensed Print. 3. To keep sections together on a page, clear the Allow sections to break across pages checkbox. 4. Click OK when finished. 5. Print the form using your browser s print function. Alternately, click the PDF icon to create a PDF version of the form. Using the Split Screen 1. Click the Split Screen icon. 2. From the dropdown list, select the item that you want to display. 3. The split screen window will open at the bottom of the form. Copy and paste or drag and drop information directly into the form. 4. Use the X to close the screen. Save as Draft vs. Save as Final Depending on your role and the current step in the process, the buttons at the top of the form may vary. Click Save as Draft if you want to save and return later to add additional content. Click Save as Final only when you are finished with the form and are ready to move to the next step in the process. You will go through the spell and language check before the form is actually complete. Once you select Save as Final, you will 2 / 8 no longer be able to edit the form Halogen Software Inc. All Rights Reserved. 2 / 8

3 The Process Process Tasks Tasks Task 1: Colleague writes self-assessment When the process is deployed the colleague will receive an notification that they may begin their first task. Once the colleague completes their self-assessment you will be able to see the results within the review form. Performance Review Process Task 2 - Part 1 Select Multirater evaluators and complete colleague review There are 2 parts to complete for Task 2 of the process. Selecting multirater evaluators is the first part. 1. In your My Action List on your Homepage, click the Complete reviews for your direct reports link. 2. Click Edit Form in the Task Status area. 3. On the form, click Launch Multirater. 4. In the Define Multirater Assessment page that opens, select the criteria you would like the colleague to be evaluated on. Click Next. 5. To add a new external evaluator, click the Add non-hshs Evaluator link. Fill in the form. 6. Search for internal or non-hshs evaluators, then search by Last Name, First Name, or Colleague Information. 7. Select an Evaluator, check the relationship in the dropdown, and then click Add. 8. When you have all the selected Evaluators then click Deploy. The multirater evaluators will now receive an notification that they have a task to complete. 3 / Halogen Software Inc. All Rights Reserved. 3 / 8

4 To read Multiraters feedback: Select Status from the Split Screen dropdown menu to track Multirater status. To send a follow up request to a multirater, select the Notify envelope. Click Reports to view multirater comments scores. Use the Report or Criteria drop down to sort the feedback reports. Multirater comments can be paraphrased in the review but should not be copied and pasted. You may be asked complete a Multirater Assessment: 1. On your Homepage click the Write Multirater Assessments link. 2. Find the name of the colleague and click the Complete Multirater Assessment link. 3. Fill in the assessment, rating the colleague and adding detailed comments. 4. If you are not finished and would like to return to the form later to modify content, click Save as Draft. 5. To complete the form, click Save as Final. Your Multirater feedback is now sent back to the Manager. Task 2 - Part 2 Select Multirater evaluators and complete colleague review You may begin to write the colleague review at any time. It is recommended to wait for the colleague self-assessment and the multirater feedback prior to completing the review form. Once the colleague completes the self-assessment their results will be visible in the review form. 1. On your Homepage, click the Complete reviews for your direct reports link. 2. In the Task Status area, click the Edit Form link in that colleague s row to open their form. 3. Complete all sections of the form. 4. Rate the colleague on all Core Values and Leadership competencies and add any comments. 4 / Halogen Software Inc. All Rights Reserved. 4 / 8

5 Task 2: Part 2 Select Multirater evaluators and complete colleague review 5. You may choose to attach a Feedback Note to the review form from the colleague s Personal TalentSpace Profile. Click Attach Feedback from Personal TalentSpace Profile icon. Select a checkbox beside a Feedback note. Click Attach. The Feedback Note is now attached to the review form. 6. You may choose to add a Career Development plan to the review for the colleague. Click Add Career Development Plan icon. Include a Title, Due Date, and details of the development plan. From the Competency drop down select a competency that relates to the development plan. 7. Be sure to complete the remaining sections and the four Succession Planning Questions and Talent Pool Placement Recommendation. 8. Add your Final comments to the review. 9. Click Save as Draft to save your work and return at a later date to modify it. 10. Click Save as Final if you are finished and would like to move to the next step in the process.. Once completed, all forms that are above or below a score threshold will move to the People Services Rep Review task. All other reviews will move directly to the Manager meets with Direct Report s task. NOTE - You may receive the form back with annotations from the People Services Rep. A yellow bar at the top of the form will indicate the number of new annotations that you must read. Click on each Red Review icon. Read the annotation. You may add a comment. When you are finished, click Save as Final to resubmit the form. 5 / Halogen Software Inc. All Rights Reserved. 5 / 8

6 Task 2: Select Multirater evaluators and complete colleague review Send for Third Party Review You have the option to send a colleague s review form to another colleague prior to completing the review. This is helpful to solicit feedback from other reviewers on the performance of the colleague. Annotations are like sticky notes, they will not be visible on the final form. NOTE - With this option the reviewer will be able to see the entire review form and all data and comments in the form. Requesting feedback: Click Send for Review at the top of the form. Viewing feedback: A yellow banner will appear at the top of the form, indicating how many new annotations must be reviewed. New annotations are indicated by a Review Annotation icon. A Send for Review window will open. Select a colleague by Last Name, First Name or Colleague Information, and click Search. From the Available Colleagues list, make a selection and click Send. When you send the form for review, all the information entered will be visible to the reviewer. Once sent, the form will be locked until it is sent back to you. Then the form will become editable again. Locate each Review Annotation within the form. Every annotation must be read before the form may be completed and sent to the next step in the process. Annotations will not be visible on the final form. Completing feedback: Click Cancel Review at the top of the form if you would like to cancel the feedback request. You may be asked to complete feedback for a colleague with whom you have interacted. On your Homepage, click the Provide feedback for a colleague review link. In the Task Status area find the name of the colleague and click the Edit Form link in that colleague s row. Add feedback by clicking the Blue Annotations throughout the form and writing your feedback in the Annotations Details window that opens. Please ensure that you complete the form as soon as possible, as the form will remain locked for the requesting manager. To submit the form, click Complete. Once your feedback has been added, the review form will go back to the manager who will complete writing the review for the colleague. Note - While the review is being completed, you will not be able to continue working on 6 / the 8 review until it is returned to you Halogen Software Inc. All Rights Reserved. 6 / 8

7 Task 3: People Services Rep review and approve Once you complete writing the review in Task 2, your People Services Rep will receive all reviews that are above or below a score threshold. All others will move to the Manager meets with Direct Reports step. The People Services Rep will review and approve those reviews or send them back to you with annotations. Task 4: Manager meets with Direct Reports to discuss review Once your People Services Rep approves the form (where applicable), you will receive an notification that you can schedule a meeting with your colleague to discuss the content of their review. Use this opportunity to discuss the form and review the colleague s goals. 1. Set up a meeting with your colleague. 2. Log in to Halogen. 3. On your Homepage, click the Meet with Direct Reports link. 4. Find the name of your colleague in the Task Status area. 5. Click the View Form to review the form. 6. Meet with your colleague and review their review form. 7. Click Mark as Completed and then OK after you have completed your meeting with your colleague. *Note: You may complete the next task Colleague signs-off and adds final comments from within the now completed form. Click, Access Colleague Sign-off at the top of the form. Task 5: Colleague signs-off and adds final comments When you and your colleague have finished Task 4, your colleague must sign-off on their review form to indicate that they have met with their Manager and reviewed the content. They may also add their final comments at this point. The colleague will receive a notification via that their review is ready to be signed off. They can log in, review the form, and sign-off. Once signed-off, the form will move to you for the final task of Manager sign-off. 7 / Halogen Software Inc. All Rights Reserved. 7 / 8

8 Task 6: Manager signs-off Once your colleague completes Task 5, you will receive an notification that you may sign off on the review form indicating that you have reviewed it with the colleague. 1. Click the Sign-off Reviews for Direct Reports link on the Homepage. 2. In the Task Status area, click View form to review the form a final time. 3. Click Review and Sign off when you are ready to complete the review process. 4. Add your Halogen password and click OK. 5. The form has now been signed off. This completes the process. Once the review is fully signed-off, the form will appear in the colleagues My Performance area under Evaluations. 8 / Halogen Software Inc. All Rights Reserved. 8 / 8