2IntroductionPerformance Manager (PFM) is a web-based program used to complete the annual performance evaluation process electronically. All performance appraisals (self, peer, employee & manager) are completed in PFM PFM can be accessed from any computer with internet access. AAHS has been using PFM since 2010
3User RegistrationEvery employee will need to register the first time they login to Performance Manager, otherwise just login using employee ID and password created previously.Step One: Launch Performance Manager Click on the Performance Manager link on the AAHS Intranet page OR Open an Internet Explorer Window In the URL address line, enterhttps://pfm.healthcaresource.com/performance/aahs
4User Registration Step Two: Register or Login if already registered Click the Register linkEnter your First NameEnter your Last NameEnter your Employee Id (no leading zeros)Click the Next buttonIn the Username Field you will see your Employee ID Number, this is your Username (you will not modify anything on this screen)
5User RegistrationIn the Password Field, Enter your desired password (Password shouldmeet the specifications on the screen)In the Re-enter Password field enter the same exact password enteredabove10. Click the Next button11. In the Question Field, click the down arrow for a selection of SecurityQuestions (must complete all questions)Enter the corresponding answer inthe Answer field13. Click the Next buttonClick the Complete Registrationbutton
6Log-inIf you forget your password after registration please click “Forgot Password” on the Performance Manager login screen and you will be asked your security questions so you can retrieve your password.Employee ID #
7Home Page OverviewWhen a manager logs into the system, they will see four tabs, My Folder, Employees, Reports and Job DescriptionMy Folder – contains all tasks that need to be completedEmployees – contains information on a manager’s employeesReports – contains the reports that a manager can runJob Description – contains a library of all job descriptions in the organization
8Home Page Overview, cont. Quick Views“All Tasks” is your default view and shows all of your tasks.“Tasks About Me” is your personal task list. This includes only tasks where you (the logged in user) are the employee that the task is about.“Routed Tasks” is your pending task list.“Past Due Tasks” all tasks with a due date prior to today’s date.“Alerts” is a list of all the tasks, relevant to your employees that are past due. Click on any of the headers to sort the list. Click on the envelope icon to send an message to your employee regarding that task.
9NOTE: you cannot change your evaluation after you send it. My FolderThere are 2 tasks that will appear in your personal task list.Review Job DescriptionClick on the task “Review Job Description”Scroll down the description as you read it and click “Sign”2. Self AppraisalClick on the task “Self Appraisal”Complete the self-rating in the first section and enter comments.Select N/A for sections that do not apply to your self appraisal.At the end of the appraisal screen, you can enter summary comments.When your self-appraisal is complete Click to send it to your supervisorNOTE: you cannot change your evaluation after you send it.
10Appraisal Instructions The appraisal form you receive will have sections that you complete and sections that do not apply to you (i.e. if you are a peer only complete the peer section, if you are a subordinate only complete the subordinate section) and be sure to select N/A for all sections that are not applicable to you.Pay attention to the RED instructions. These instructions tell you which sections to complete and which sections to select N/A.For example, if you are completing an appraisal for a peer (leader at the same level as yourself) then only complete the sections that read Peer and select N/A for the sections that read Subordinate because that does not apply to you.
11Appraisals for Your Staff AAHS Human Resources will schedule the master annual performance review dates in the system.As a leader FOR EACH APPRAISAL you will:Assign a Self Appraisal to each employee who reports to you and set the due dateAssign Multi-rater Appraisal and due dateComplete the Appraisal for each employeeMeet with your employee to review their final appraisal.Save and Send the completed appraisal to the employee for their electronic signature
121. Assign Self-Appraisals To begin assigning self-appraisals, go to My Folder and click the “tasks” button then click the “Send Self-appraisals” button.A new window display lists all employees for whom the user has appraisal tasks.To assign self-appraisals, select the employees’ names using the check box controls on the rows, or select all rows by clicking the check box in the column header and then click "Assign Selected".
131. Assign Self-Appraisals Cont. You will then be prompted with a confirmation message. Clicking “OK” will generate the corresponding self-appraisal tasks.Make sure to communicate with your employee that they have a self-appraisal assignment in PFM.Note the due dates set for 2013 in the timeline and watch for communication on this every year.
142. Assign Multi-rater Appraisal For each of your management employees, send a multi-rater appraisal to at least 3 of their peers and to each of their subordinates.For example, Melissa VP will select and send John Director’s Peers and Subordinates each a multi-rater appraisal through the system.Another example, John Director will select and send Tom Manager’s Peers and Subordinates each a multi-rater appraisal through the system.For staff employees the multi-rater appraisal is optional to be used for input from other staff employees. Staying in My Folder under the Tasks section, start this step by clicking “Appraisal”
152. Assign Multi-rater Appraisal, cont. Once you click “Appraisal” you will see this screen. Check each box.Self-appraisal (if you haven’t sent already)Management due date: September 6thStaff due date: October 23rdMulti-rater Appraisal:Management: Select each of the Manager/Director’s peers and subordinates that will complete a review of your management employee.Staff Employees: the multi-rater appraisal is optional to be used for input from other staff employees if you prefer.Note: Multi-rater appraisals will send an exact copy of the appraisal to the employees selected as multi-raters for them to give input on the employee being evaluated. The leader that originally assigned the task will see the multi-rater comments and scores as they complete the appraisal. Multi-rater name and comments will not appear to the employee.
163. Complete the Appraisal Use the input from the Self and Multi-rater appraisals to complete the final review.Scroll through the Job Description until you reach the first Evaluation criteriaUse your mouse to click on the rating for each item and then enter comments to support your rating. You will see the Self Appraisal and Multi-rater feedback if these appraisals have been completedTo make a comment on a specific item, click the Note Icon ( ) If the Note Dialog box expands automatically, a comment is required.
173. Complete the Appraisal, cont. Remember to click the Save button on the right side of the page periodically. Your updated information will then save until you return to complete your work.
184. Meet with your Employee Enter any comments you may have into the Appraisal Comments box.Meet with your employee to discuss and review their performance appraisal according to the AAHS performance review timelines.Management = October 5th-24th Staff = December 20th-January 30th Then enter the Date Reviewed with employee and click the Save and Send button. The appraisal will be sent to the employee for review and electronic signature. Once Sent and Signed by the employee, the appraisal will be converted to a PDF and cannot be edited by their manager UNLESS an employee makes a comment before they sign. If the employee makes a comment, the manager will receive a task and could reject the appraisal to edit or sign off if final.Click the Save button if you are not ready to send to the Employee
195. Appraisal Signed by Employee After you “save and send” the appraisal to the employee they will see a task to “Review Appraisal”. Instruct your employees to scroll through the review, add summary comments, then click Then you and your employees can view the completed evaluations at any time by clicking on the appraisals folder.
20Self-Appraisal FAQ’sQ: How do I know if my employee has been assigned to perform the Self Appraisal?A: In your task list, expand the arrow to the left of the appraisal task row and the employees name will be listed along with the status of the appraisal
21Self-Appraisal FAQ’sQ: How does the Self Appraisal process work (start to finish)?A: See Self Appraisal details belowScheduler sends task to Manager’s My Folder/TasksManager opens Appraisal Task, Clicks Self Checkbox, clicks Assign button to send to EmployeeEmployee receives task in My FolderEmployee completes Self Evaluation, comments, clicks sign button (Employee can Save work in progress)Manager will see a green checkmark next to employees name to indicate the employee has completed the Self evaluationManager completes evaluation, comments, clicks Save and SendEmployee receives (Review Appraisal) task in My Folder, reviews managers comments – Employee can add additional comments, click signIf comments are made, manager receives task in My folder to reviewManager Signs AppraisalAppraisal is converted into PDF and stored in Employee’s electronic file
22Setting Goals Want to set and track goals for your employees? Performance Manager allows you to create goals with your employees and will automatically follow up throughout the year for status updates. You can use these goals as guidelines for rating the ‘Goals and Accomplishments’ sections of the FY14 Evaluation.Begin using the Goals function now so goals are recorded and saved for next year’s evaluation. By setting goals in this electronic system you are ensuring they are not forgotten and not left incomplete.
23Goals InstructionsFrom your “Employees Tab” click “Goals” next to the employee you wish to add a goal(s).Then click “Add Development Goal” and complete the sections: Type, Title, Details/Measure, and due date. Click Save or Save and Send and the employee will receive a task to complete this goal by the due date and provide a status, comments and signature.
24Documenting FeedbackWant to capture feedback for your employees throughout the year?Remembering all the details of each employee at appraisal time for the past year can be challenging. Performance Manager allows you to document feedback you have shared with your employees throughout the year. During your annual appraisals you can review these “Manager Notes” and use it directly in your evaluations.Begin using the Feedback function this year so feedback is documented and saved for next year’s evaluation. By tracking feedback in PFM you are ensuring that the appraisal is representative of the entire year.
25Feedback Instructions From your “Employees Tab” click “Feedback” next to the employee you wish to add feedback.Then click “Add New” In the Type section, select “Notes.” Then type in your notes and click “Save & File.” Type (Select “Notes), Title, Details/Measure, and due date.
26PFM ReportsManagers have the ability to run reports for their departments. Simply click on the Reports tab and then pick the report you need to run.
27Secrets of Success No Surprises Consider the Entire Year Stay on track PERFORMANCE EVALUATION MEETINGNo SurprisesHold performance conversations all during the yearDiscuss any issues of concern when they happenSemi-annual meeting highly recommendedConsider the Entire YearAvoid focusing only on the most recent eventsDon’t let a recent success or failure color your opinion of the entire year (horns/halo effect)Refer to documentation made throughout the yearStay on trackTimely, accurate evaluations tell staff you value themAssure that staff understand the Performance Manager processKeep checking your own “task” list in Performance Manager SystemSet the ToneConduct meeting in a quiet, confidential place; no distractionsShow up well preparedMaintain a calm, supportive demeanorKeep the meeting focused on your agendaThe “Sandwich” ApproachDiscuss accomplishments/positive feedback firstFollow with areas for developmentEnd with acknowledgement and encouragement
28Secrets of Success, cont. PERFORMANCE EVALUATION MEETINGEncourage and SupportCheck your own intentions, assumptions, judgments and biases.A genuine intention to help the employee to improve reduces defensive responseExpress confidence in employee’s ability to meet the expectationsAn employee who believes they can be successful probably will beSet/Collaborate onS.M.A.R.T. GoalsEstablish your own clear and specific goals for each employeeInclude employee’s own work related goalsIntroduce a Performance Improvement Plan if performance is below minimum expectationsPolish the Shining StarsCelebrate top performers; they are easy to ignoreProvide specific examples of accomplishmentsProvide growth opportunitiesKeep them involved without overloadFollow the 50/50 RuleEncourage dialogue /Employee should talk at least half the timeBe willing to adjust a rating if appropriateAnswer questions honestly...Listen/Listen/Listen!
29Conversation Cues: Employee Performing Well Shine the Super StarsBegin by acknowledging accomplishments“This has been a busy year, and I truly appreciate the many ways that you have contributed to this department.”Performance Meets/Exceeds ExpectationsEven though they may not admit it, the best performers need to know their efforts are recognized and appreciated. Be specific about what they have done and how it has contributed to the department goals.Ask: “What are you most proud of accomplishing this year?”Collaborate on Goal Setting“What skills or areas of interest would you like to develop this year?”“I have some ideas about how we can continue to support your development” Outline suggestions for involvement in projects, training opportunities, decision making, leadership roles, etc.Encourage Dialogue“What do you expect to be most challenging about the goals that we’ve discussed?”“What support would you like from me and/or dept.”“What have some of your disappointments been this year?”Confirm agreement on Goals“I want to be sure that we continue to challenge you and support your development while keeping the expectations reasonable. Do you feel comfortable with the plan that we’ve outlined?”End by expressing confidence and appreciation“I want to thank you again for your dedication and accomplishments. I know that you will continue to shine. Please continue to share your ideas and any issues that may come up. I’ll set up some regular meetings as well.”
30Conversation Cues-Employee Needs Improvement Catch the Falling StarsBegin by acknowledging accomplishments“This has been a busy year, and I appreciate the work you’ve done.” Discuss specific positive observations of employee’s skills, contributions, etc.Performance is not meeting expectations“As we’ve discussed during our previous meetings, there are key areas of performance that still need improvement. I’ve decided to implement a Performance Improvement Plan in which we will set specific goals, make agreements, set deadlines/due dates, and meet frequently to assess progress.”If employee disagrees with your assessmentKeep the focus on accurate facts and observations.“Can you provide examples that will show me what I have missed in my assessment?”“I know that you disagree with my assessment, but I haven’t heard anything today that makes me want to alter it. For now, my assessment will stand and we can develop a Performance Improvement Plan to support your performance goals.“I understand that you disagree with my assessment. I would like to think about what we have discussed today before making a final decision about your appraisal. I will let you know tomorrow.”Encourage Dialogue“What do you expect to be most challenging about your goals we’ve discussed?”“What support can the department and I provide that will help you reach these goals?”“What are your own goals for this year?”Confirm agreement on an action plan“We’ve put this plan together and I’m confident that you can accomplish the goals within the timelines we developed. What do you think?”End by expressing confidence in the employee’s ability“I believe that you will be able to make these improvements. Just let me know when you notice any issues, or you feel that you are not meeting the goals. I’ll also be checking in with you on a regular basis.”
31Conducting Effective Appraisals PFM Drop-In Class Schedule Click the links below to access additional material. These can also be found under the global share drive in the “Performance Appraisals 2013” folder.2013 Management Timeline2013 Staff TimelineFAQs GuideConducting Effective AppraisalsPFM Drop-In Class Schedule
32ConclusionBe sure to follow the 2013 appraisal timelines. For assistance contact: Jennifer Recla OR Joyce Kroneberger