You have been asked to provide input on an appraisal as a primary appraiser. If you have done a self-appraisal in Performance Pro the process will be familiar to you. However, as a manager and owner of the process, you have additional steps to complete the appraisal. You must first set your role to Appraiser and select an employee. Once done, there may be up to nine steps to complete the appraisal.
Keep in mind, steps vary depending on your organization’s system setup. You may be asked to evaluate ONLY Competencies. On the other hand, you may be asked to evaluate ONLY Goals. When you go to each step in the process, if the system does not show any criterion for you to rate, simply go to the next step.
Also, please note that the terminology used in this Quickstart is the default language. Your organization may have customized the terms Competency, Goal, Core Value, Employee, Appraiser, Appraisal, Multi-Appraiser, Summary Comments, Ready for Meeting, and Action Steps to a different term. The customized terms will display in your system.
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, Notes, Forms, Additional Documents, and Peer Feedback 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. The result is a more accurate and objective appraisal.
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Select the documents you wish to view.
Step 2: Set New Goals (if applicable)
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, under Employee Documents, click Employee Goal Tools.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. The Current Goals tab will display. If you wish to add Goals to the current appraisal, stay on the Current Goals tab to enter the Goals. Click the Future Goals tab if you wish to add them to the next appraisal. If Goals are added on the Future Goals tab, they will display on the current appraisal as future Goals only. Comments and scores cannot be added to future Goals. Future Goals do not need to total 100%.
6. Click the Add Goal button.
7. Enter a new Goal name in the Name box. For easy viewing of the titles, keep them brief.
8. Enter a weight in the Weight box.
Note: The total weight of all Current Goals must equal 100%. Future Goals do not need to total 100%.
9. If you would like to assign this Goal a due date, enter the date in the Due Date field or click on the calendar icon and select the desired date. Click the alert icon next to the calendar icon if you wish to set up an alert relating to this goal.
10. Enter a detailed description of the Goal in the Description box.
11. Click the Language Check icon on the toolbar to review your text.
12. Click Save at the bottom of the screen.
13. If desired, add specific Goal Action Steps by clicking the + sign by the Action Steps heading. Enter a Name, Description and Due Date for the Action Step in the box that appears. Click the alert icon next to the calendar icon if you wish to set up an alert relating to this Action Step.
14. Click the Language Check icon on the toolbar to review your text.
15. Click Save to enter the Action Step or Cancel to leave the page without entering the Action Step.
16. Repeat until all Action Steps have been entered.
17. Enter a Check In Date, if desired, in the Check In Date field or click on the calendar icon and select the desired date.
18. Click Save at the bottom of the screen.
19. Repeat steps 3-18 until all Goals and applicable Action Steps have been entered.
20. If you wish to copy the same Goal to the opposite period (Current vs. Future) on the selected employee, from the Current Goals or Future Goals tab (as applicable), click the Copy icon beside the Goal you wish to copy.
21. 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. (This option will only appear if the Goal has Action Steps.) From the list of employees displayed, (you may need to click the Employees heading to expand the list), select the employees to whom the Goal will be assigned. Clicking Select All will select all employees in the list. Clicking Clear All will deselect all employee selections. When your selections are made, click Select to assign the Goal or Cancel to exit the screen without assigning the Goal.
22. Click Add to Library to add a copy of the Goal to My Library (if desired and if My Library is activated.)
23. Click Save at the bottom of the screen.
Note: Setting of Future Goals can also be done on the Evaluate Goals > Set Future Goals screen. Future Goals set on this screen will also appear on the Future Goals tab in Employee Goal Tools, and vice versa.
Note: If your organization has activated Core Values, Evaluate Core Values will appear in the main menu before Evaluate Competencies. The evaluation process is the same for both. Refer to the Competency instructions below for evaluating Core Values.
Step 3: Evaluate Competencies
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Evaluate Competencies.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. The Overview tab lets you see at a glance the assigned Competencies, any scores given, weight of each Competency, 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 Competency Progress. (Scores and weights will not display if they are hidden in your system.)
6. Select the Competency you wish to evaluate from the Select Competency to Evaluate box. All Competencies assigned to this position will appear in this list. (You can also select a Competency by clicking on the Evaluation tab and clicking Back or Next to move through the list.)
7. The weight of the selected Competency displays to the right of the Competency name (unless weights are hidden.) A full description of the Competency appears below the Competency name. If necessary, click on the expander at the bottom center of the Competency description to view the entire description.
8. If a Competency has Sub-Competencies, complete steps 9 –11 and 13-21. If there are no Sub-Competencies, skip to step 12.
9. If the Competency you selected has Sub-Competencies, a Sub-Competencies box will appear below the Competency description. Expand the box to view all Sub-Competencies and information by clicking the expander at the bottom center of the box.
10. Read the description of the Sub-Competencies (if present). From the Rating dropdown box, click the down arrow and select a rating.
11. Continue until all Sub-Competencies have been evaluated. Ratings on Sub-Competencies will be averaged together to produce a score for the Competency. 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.
12. If Sub-Competencies are not applicable, evaluate the employee on the Competency. 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).
13. If the Administrative User has unhidden it and the employee has been rated on the Competency 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, and the employee has rated themselves, you will see the self-appraisal rating the employee has entered for this current review of the Competency.
14. Click the Compare icon if you would like to compare scores given on the selected Competency with other employee scores on the same Competency. (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. (If the Hide Scores feature is off, you may also give ratings to employees other than the one you are currently evaluating through this feature.)
15. Comment on a Competency (if desired or required) by placing your cursor in the Primary Appraiser Comments box and typing your comment.
16. If Allow Multiple Comments has been activated in Company Settings, and if additional comments are desired, click the green + sign next to the Primary Appraiser name and enter the additional comments in the new field. If there is not a + sign, 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.
17. Additional comments can be deleted by clicking the delete icon above the comment box. Comments can be edited by making changes in the comment boxes.
18. 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.
19. 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.
20. Edit the phrases as needed if you have not already done so. (Note that comment coaching may not be available for every Competency.)
21. Click the Language Check icon on the toolbar to review your text.
22. Repeat until all Competencies have been evaluated.
23. Competencies you have evaluated are indicated on the Overview tab in bold text with a green check mark (√) next to it.
Note: Some organizations do not use numerical Competency and Goal ratings and/or weightings. In these situations the weights and scoring do not display.
Note: Ratings and comments are automatically saved when you leave the screen.
Step 4: Evaluate Goals (if applicable)
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Evaluate Goals.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. 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.)
6. 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.)
7. 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.
8. If a Goal has Action Steps, complete steps 9-11 and 13-18. If there are no Action Steps, skip to step 12.
9. 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.
10. Read the description of the Action Steps (if present). From the Rating dropdown box, click the down arrow and select a rating.
Note: Rate Action Steps must be activated on the Company Settings screen in order for the rating boxes to appear. If they don’t appear, then individual Action Step ratings are not applicable.
11. 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.
12. 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).
13. Comment on the Goal (if desired or required) by placing your cursor in the Primary 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 green + sign next to the Primary Appraiser name and enter the information in the new field. If there is not a + sign, this feature is not available in your system. 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 box.
15. 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.
16. Comments can be edited by making changes in the comment boxes.
Note: The first comment box cannot be deleted.
17. Click the Language Check icon on the toolbar to review your text.
18. 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.
19. Repeat until all Goals have been evaluated.
20. Goals you have evaluated are indicated on the Overview tab in bold text with a green check mark (√) next to it.
Step 5: Summary Comments
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Summary Comments.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. Enter any additional information, concerns, etc. in the available fields on the Summary Comments screen. There may be a variety of fields available (comment fields, check boxes, dropdown menus, etc.) depending on how your organization has customized this screen.
6. Click the View Current Appraisal button if you should need to refer back to the appraisal.
7. Click the Language Check icon on the toolbar to review your text.
Step 6: Finish Appraisal (Mark Ready, Merge, Route)
To Mark an Appraisal as Ready
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Finish Appraisal.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. The Status Overview tab lists the steps in the appraisal process. A checkmark displays if the step is completed.
6. 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 Competency and Goal. Make sure all Competencies and Goals have been evaluated (evaluated items are indicated by a green check mark (√) for completed and items still requiring attention are highlighted and display a red x). If you haven’t completed what is required, click on the item title to be taken to the corresponding section.
7. If you wish to view the appraisal before you mark it as Ready, click the View Current Appraisal button. The appraisal may also be printed from this screen.
8. When all items have been evaluated appropriately, click the Mark Ready button.
Note: All Appraisals must be merged in order to be completed unless the self-appraisal feature is disabled, in which case the Merge tab will not appear. However, if self-appraisals are disabled but the Shared Appraiser and/or Multi-Appraiser features are enabled, the Merge tab will appear.
To Merge the Employee Self-Appraisal and the Appraiser’s Evaluation into a Single Appraisal
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Finish Appraisal.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
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 need your employee to complete a self-appraisal, continue with the merge process.
6. On the Status Overview tab, click the Merge the appraisal link, or click the Merge tab and click the Merge button on that screen.
7. A summary will now appear on the Merge tab listing the primary appraiser’s and employee’s ratings for each Competency, Goal, and the final score. The top section of the tab will display the next step in the process, either Complete or Route (if routing is activated in your system.) Click the View Current Appraisal link to view a copy of the merged appraisal if desired. 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. (This option will only appear if it has been enabled in Company Settings.)
Note: After the appraisals have been merged, the employee scoring bars on the Evaluation screens will display how the employee has evaluated him/herself. (If self-appraisal is used.)
If the Routing feature is activated, the appraisal may be Routed for review by completing the Routing process. If the Routing feature is required, the appraisal must be reviewed by the appropriate users before it can be completed. When an appraisal is routed, the appraiser cannot make any changes until it is returned.
To Route the Appraisal
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser,
2. If you are required to route an appraisal for review (your organization may not utilize this feature), from the main menu, click Appraisals, then Finish Appraisal.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. 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.
6. From the Route tab, 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.
7. Once the appraisal starts the Routing process, the Route Setup box will change to a Route Progress box on the Route tab. This will show where the appraisal is in the Routing process. Once the item has completed the routing process, a Route History box will display below the Route Setup.
Note: A routed appraisal cannot be edited or Completed until it has been sent back to the Appraiser.
Step 7: Meet with the Employee and Make Final Edits
Once the appraisal has passed through your organization’s approval process, the next step is to meet with the employee and conduct the appraisal meeting. Discuss your ratings, the employee’s self-appraisal (if applicable), and their future Goals. Return to the appraisal screens and make any final edits you desire.
Step 8: Finish Appraisal (Complete)
This step must be done to convert the pending appraisal to a read-only version that is protected from any system changes. When this step is omitted, changes made within your system can result in vital appraisal information being replaced or removed. Any required changes to the appraisal must be made before it is marked as Complete.
To Complete the Appraisal
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, click Appraisals, then Finish Appraisal.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If the Concurrent Appraisal feature is activated, you will need to select which appraisal you wish to work with from the Appraisal Process dropdown list. This list will only be visible if the feature is activated.
5. 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.
Note: If the appraisal is currently Routed, you will not be allowed to mark it Complete. Routing must be finished before the appraisal is Completed.
6. If all final edits have been made, click the Complete button.
7. 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.
8. Once marked complete, a View tab appears displaying the appraisal. This tab will disappear once you move away from this screen.
9. The completed appraisal may now be viewed from Performance History.
Step 9: 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 selector, set your role to Appraiser. The role defaults to 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.
Managers' Resources
Managers’ Resources, accessed from the Support menu link in the toolbar, provides a library 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 Notes, 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
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Select the documents you wish to view.
Appraisal Forms
To View and/or Print a Current or Historical Appraisal
1. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Appraisals are listed on the Appraisal Form tab 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 column. Routed appraisals (if the routing feature is activated) are denoted with an asterisk*.
Note: If the Concurrent Appraisals feature has been activated, the Appraisal Form tab will also include a column with the appraisal name since an employee may have several types of appraisals when using this feature.
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 is 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). An option will not display for the format you are currently viewing. The Simple and Full appraisal formats provide more in-depth information than the Snapshot.
8. To move quickly to a specific section of the appraisal, choose the desired section from the Jump To dropdown box. Choices are Core Values, Competencies, Goals, Future Goals, Summary Comments, Final Score Calculation, and E-Signature.
9. If the Downline feature is activated and you wish to view a report detailing edits that have been made to the appraisal, click the Appraisal Edit History button.
10. Click the expander arrow beside Employee Information Summary if you want to hide the employee information section (name, hire date, position, department, etc.) Clicking it again will restore the information. The employee’s position, department, division, and location displayed in the employee information section on historical appraisals is the information that was current at the time the appraisal was completed.
11. Click the Route Information button to see Route Progress, History, and routing Notes related to the selected appraisal.
12. Click the Expand all Comments button to expand all comments made throughout the appraisal so the entire text of comments are visible. The button name will then change to Collapse all Comments which enables you to hide the comments again.
13. 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
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Forms tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
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. Click the alert icon next to the calendar icon if you wish to set up an alert relating to this Form.
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 the Language Check icon on the toolbar to review your text.
9. If the Form has been set up to allow employee input, you will see a Send to Employee button near the top of the Form. In addition, the appraiser will be unable to populate data in any fields that have been designated as employee input fields. Click the Send to Employee button if you would like the employee to enter data into the Form and it will immediately be sent. (Keep in mind that the employee will be able to see any text already entered by the appraiser.) The Form 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. When you leave this screen, the Form will automatically be saved as Pending. This will allow you to return to the Form at a later date to perform edits.
11. If the Form is final and no edits will be needed, click the Save as Complete box at the top of the Form. Once this option is selected, no changes may be made without an Administrative User uncompleting the Form.
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.
Note: 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 icon.
2. From the To Be Signed widget, click the appropriate Form link.
3. Click the Sign link at the bottom of the document.
To View, Edit, or Print a Form
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Forms Tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
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. (Only Forms which have a pending status and are not currently out to the employee for comments or routed to other users can be edited.)
6. If you would like to be allowed to return to the Form at a later date to perform edits, simply leave the screen and your changes will automatically be saved, as the Form saves as Pending.
7. If the Form is final and no edits will be needed, click the Save as Complete box at the top of the Form. Once this option is selected, no changes may be made without an Administrative User uncompleting the Form.
8. The Form may be printed selecting the Form 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.
Note: 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.
Note: When viewing Forms, users will have the option to see the Routing History of that Form. When a Form is complete, Routing History and Notes can be viewed by clicking the Route button at the top of the Form.
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 dropdown 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 Stop Route button that appears.
6. If Routing E-Mail Notification is activated on the Routing Setup screen, the recipient of the routed item will be notified via e-mail.
7. 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
Note: When sending a Form to an employee for input, the employee will be able to view all fields in the Form. There may be instances when an appraiser does not want the employee to view text the appraiser has input. If this is the case, the appraiser will need to send the Form to the employee prior to completing any of the appraiser fields.
1. From the main menu, under Employee Documents, click Performance History.
2. In the role selector, set your role to Appraiser. The role defaults to Appraiser.
3. Click on the Forms tab.
4. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
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? button at the top of the Form and there will be fields that are shaded in which the appraiser cannot type.)
6. Click the Send to Employee? button. This will send the Form to the employee’s Form Inbox on their Home Screen.
7. Once the Send to Employee? button is clicked, a Cancel Send to Employee? button will appear. Clicking it will retrieve the Form from the employee's Inbox
8. Once the employee enters their information and sends to the Appraiser, the appraiser will receive an automated email alert telling them to go to Performance History > Forms to review the Form.
Notes
To Create a New Note
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Notes tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Notes are listed in chronological order, newest to oldest.
5. Click the Add Note button. A blank Note appears.
6. If the Share Note feature has been activated and you wish to allow the employee access to this Note, click in the Shared box. Click in the Notify Employee box that appears.
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.
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 the Language Check icon on the toolbar to review your text.
11. Click Save at the bottom of the screen.
12. The dated documentation will appear in the employee’s Performance History.
To View, Edit or Print a Note
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Notes tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. If there are notes previously created, they will be listed in chronological order. Deselecting the Log, Goal, and Route checkboxes will change the type of Notes that will be displayed. Log Notes are Notes created on the Notes tab. Goal Notes are Notes created on the Employee Goal Tools tabs and attached to specific Goals. Route Notes are Notes added during the Routing process. If the Note you wish to view, edit, or print is showing, click the Edit or View icon beside it. If the Note you wish to view, edit, or print is not showing, adjust the date range and click the Find Notes button.
5. To edit, insert your cursor in the appropriate boxes and type your changes. Click Save at the bottom of the screen.
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.
Note: Routing notes can’t be edited in the Notes tab. They can only be edited during the route. Goal notes can’t be edited in the Notes tab. They can only be edited in Employee Goal Tools until the appraisal is completed.
Additional Documents
To Upload a File
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Additional Documents tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Click the Add Document button.
5. Insert your cursor in the Name field and enter the title of the file as you would like it to appear on this tab.
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 the Upload button.
10. The file will now be listed on the Additional Documents tab.
To View or Edit an Uploaded File
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Additional Documents tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
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 column. 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, from the Actions column, 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 at the bottom of the screen.
Peer Feedback
To Give Feedback
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Peer Feedback tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Click the Add Peer Feedback button.
5. Insert your cursor in the Feedback field and type any feedback you would like to provide.
6. Click the Language Check icon on the toolbar to review your text.
7. Click Save at the bottom of the screen.
To View or Print Peer Feedback
1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Peer Feedback tab.
3. Click the employee selection tool. In the pop-up window, double-click the employee you wish to view or click once and click Select. You may also search by name, scroll through the employee list, or perform an advanced search. Click Show Direct Reports Only if you wish to remove Downline users from the list and only display your direct reports.
4. Files are listed in chronological order, newest to oldest.
5. To view the feedback, from the Actions column, click on the View icon beside the item.
6. To print, click the Print button while viewing the feedback. 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.
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