Performance Evaluation HR Training Sessions May 7 - 17, 2013

Course Objectives Obtain the information you need to train the managers and employees at your agency on how to use the performance evaluation process in People First This training will only cover how to use the People First system and will not cover concepts for SMART performance expectations

Performance Evaluations Completed in People First Annual performance evaluations for permanent and exempt employees starting July 1, 2013 This includes close-out evaluations (details covered later) for periods where the expectations setting process was completed in People First Probationary evaluations for employees whose probationary period begins on or after July 1, 2013

Performance Evaluations Completed Outside People First Probationary evaluations for employees whose probationary period begins prior to July 1, 2013 Annual evaluations for periods ending on or before June 30, 2013 Interim evaluations (quarterly, mid-point) Special recognition evaluations Trainee evaluations OPS evaluations Corrective action plans (aka, performance improvement plans)

Annual Performance Evaluation Periods Initial annual evaluation periods July 1, 2013 – December 31, 2013 Close-out in December to set SMART expectations effective January 1, 2014 January 1, 2014 – June 30, 2014 Future annual evaluation periods (after initial periods) will be July 1 – June 30 each year

Eligibility Criteria for Annual Evaluation Plan Employees in an exempt or permanent status on July 1, 2013 Employees who obtain an exempt or permanent status on or after July 1, 2013 Eligibility determination is based on the completion of the Personnel Action Request (PAR), placing the employee in the exempt or permanent status Employees obtaining an exempt or permanent status will not show in the annual evaluation process (expectations setting process) until the day after the PAR is completed

Eligibility Criteria for Annual Evaluation Plan Employees changing agencies will not show in the annual performance evaluation process until the third day after the effective date of the hire To show eligible in the performance evaluation process, both the separation PAR and the appointment PAR must be completed If the final PAR action is acted upon more than 3 days after the start date at the new agency, the employee will show as eligible in the annual performance evaluation process for the new agency the day after the PAR is completed

Accessing Performance & Talent Management System Log into People First (same login and password as today, no change), and select the Performance & Talent Management tab This will take the employee to the Performance & Talent Management My Dashboard

Performance & Talent Management My Dashboard

Performance & Talent Management My Dashboard About Me – Contains information for the employee that is logged in; includes quick links to the employee’s Performance Expectations and Evaluations Employees can also access historical performance expectations and evaluations that were completed in People First July 1, 2013 forward

Performance & Talent Management My Dashboard Reporting Structure Managers – Presents the manager’s direct reports; managers can select the employee to view their related information (expectations, evaluations, etc.) Employees – Shows where the employee is in the reporting structure (who they report to) Both employees and managers will have access to navigate up the reporting structure

Performance & Talent Management My Dashboard Performance Evaluations This section is not presented to employees Provides managers the ability to see where their employees are in the performance expectations setting and evaluation processes

Performance & Talent Management My Dashboard Performance Evaluations Continued Managers can choose to view the process details by either their Direct Reports (My Direct Reports Only) or by their full reporting structure (All My Employees) My Direct Reports Only will include only the employees that report directly to the manager All My Employees will include both the employees that report directly to the manager, and the employees that report to manager’s direct reports

Performance & Talent Management My Dashboard Performance Evaluations Continued Managers can select the dropdown to change the process that is presented (e.g., change from the Expectations Setting to the Final Evaluation process)

Performance & Talent Management My Dashboard Performance Evaluations Continued Managers can also navigate into each step of the evaluation by selecting the number in the navigation flow for that step Clicking on the number for a specific step will launch a list of employees in that step of the process To view information for a specific employee select the eyeglass icon ( ) next to the employee’s name

Performance & Talent Management My Dashboard My Tasks Located on the Performance & Talent Management My Dashboard (not on the People First Home page) Performance evaluation tasks and tasks for approving job requisitions will be included Separate tasks are created for each performance evaluation plan If managers have employees in more than one evaluation plan (e.g., annual evaluation plan and a probationary evaluation plan), separate tasks will be presented for the employee in each plan

Performance & Talent Management My Dashboard My Tasks Group Task – Presented for manager and second-level manager tasks when a specific task is available for completion for more than one employee Individual Task Employees will see performance tasks to acknowledge receipt of their expectations and evaluation Presented for manager and second-level manager tasks when the task is only available for one employee

Performance & Talent Management My Dashboard My Tasks Managers will have tasks to set expectations, monitor (track) performance, evaluate and discuss the performance evaluation for their direct reports Employees will have tasks to acknowledge receipt of their expectations and evaluation Second-level managers will have a task to review evaluations prior to the manager providing the evaluation to the employee

Performance & Talent Management My Dashboard My Tasks Delegation All manager and second-level manager tasks can be delegated by selecting the delegation icon ( ) next to the task name Tasks should ONLY be delegated when appropriate When delegating a task select the Add button to search for the employee that will receive the delegation Note that the search is statewide and is not restricted to the employees in your agency

Performance & Talent Management My Dashboard My Tasks Delegation Continued When adding a delegation you can choose to time limit access by entering a beginning and ending date If no date is entered, the delegation will remain active for the entire evaluation period Delegation is restricted to the specific task, employee and performance evaluation plan

Performance & Talent Management My Dashboard My Tasks Delegation Continued If a delegation is needed for more than one task, employee, performance evaluation plan or a combination of these, the delegation must be elected for each unique occurrence If the manager delegates the “Performance Evaluation” task, it automatically gives the person receiving the delegation access to send the employee the evaluation after the second-level review is completed. Therefore, the manager does not need to also delegate the “Conduct Performance Evaluation Session” task.

Performance & Talent Management My Dashboard My Tasks Delegation Continued Both the step owner (e.g., manager) and the person receiving the delegation (e.g., former manager) will receive the task, related emails and reminders Delegations can be removed by selecting the delegation icon and then selecting the delete button in the section Employees with Delegation Authority If delegations are used, the delegation MUST be removed manually if the employee with delegation rights leaves the agency Access will remain with the employee if not removed

Performance Evaluations - Overlapped Positions Employee – If the employee position is overlapped No impact to the evaluation process (employee, manager and second-level manager still receive the tasks, emails, etc.). Manager – If the manager position is overlapped The manager assigned to complete the evaluation process will be assigned alphabetically by the manager’s first name (only assigned to one manager). If the other manager is responsible for completing the evaluation activities, each task must be delegated to the other manager.

Performance Evaluations - Overlapped Positions Manager Continued Employee and second-level manager access is not impacted (both continue to receive emails and tasks they are responsible for).

Performance Evaluations - Overlapped Positions Second-Level Manager – If the second-level manager position is overlapped The second-level manager assigned to complete the evaluation process will be assigned alphabetically by the second-level manager’s first name (only assigned to one manager). If this second-level manager is not the correct person to complete the evaluation review, the task must be delegated to the appropriate manager (generally the other second-level manager). Employee and Manager access is not impacted (both continue to receive emails and tasks they are responsible for).

Performance Evaluation Roles in People First Manager – Sets performance expectations Monitors employee performance Evaluates employee performance Has access to complete most (not all) tasks Cannot complete the second-level review If the second-level reviewer is not available to complete the review, the manager must call the service center to have the second-level review process completed

Performance Evaluation Roles in People First Employee Reviews and acknowledges receipt of the performance expectations Reviews and acknowledges receipt of the performance evaluation May add comments about their overall performance as part of the performance evaluation acknowledgement process

Performance Evaluation Roles in People First Second-Level Manager – Ensures managers are monitoring employee performance Ensures managers are rating employee performance in accordance with agency and state policies and procedures Has access to complete most (not all) tasks Cannot send the performance evaluation to the employee If the manager is not available to send the evaluation to the employee, the second-level manager must call the service center to send the evaluation to the employee

Performance Evaluation Roles in People First Human Resource Staff – Creates agency expectations (expectations that apply to all employees in the agency) Agencies will have the opportunity to update agency expectations prior to the start of the evaluation period Monitors expectations setting and evaluation processes to ensure timely completion Provides reports to agency executive leadership Designated HR users can request completed evaluations be re-opened based on a defined agency need (e.g., settlement agreement, grievance)

Performance Evaluation Roles in People First Service Center – Initiates employees into both the performance expectations setting and performance evaluation processes based on defined eligibility criteria Employee is placed in a probationary status (probation, demotion, reassignment or original appointment action) Employee completes probationary period, gaining permanent status Any action moving the employee from one agency to another agency Manager requests a new evaluation be opened

Performance Evaluation Roles in People First Service Center Continued – When appropriate and requested by the manager, second-level manager or human resource staff, moves the evaluation back to a previous step in the process Answers navigation questions for the performance evaluation process Processes (keys in) submitted performance evaluations for visually impaired individuals (i.e., manager is visually impaired)

Performance Evaluation Roles in People First Service Center Continued – Provides audit log when requested Administratively closes performance evaluations on the 61st day after the evaluation period ends If needed, works with managers and second-level managers when either the manager and/or second-level manager positions are overlapped

General Information Human resource professionals (security role codes A, H, X, U and Y) will have statewide view access to performance evaluations Provides access to view performance evaluations for prospective employees without having to contact the employee’s current agency Evaluations are only available if completed in People First

General Information Attachments are not supported during either the expectations setting or evaluation processes At all steps of both the expectations setting and evaluation process users can select the print button presented at the bottom of the screen (do not right click) to print the details for the process

General Information Audit tracking At various stages of the evaluation process the audit log is presented to managers, second-level managers and HR staff Select the audit log icon ( ) to access the history for a particular field Employees cannot access the audit log The audit log is only presented during the manager and second-level processes (not presented on completed forms) To obtain the audit log for a completed form, you must call the People First service center

System Timeout Save Button Auto Save General Information Performance & Talent Management system timeout is 20 minutes of idle time Timeout is separate from main People First system Being timed out of one system does not log the user out of the other Save Button Should be used if the user is not going to be able to complete their entry Auto Save The Performance & Talent Management system will include an auto save feature If a user is timed out due to idle time, all information will be saved automatically

Spell Check Button Hover Messages Optional General Information Spell Check Button Optional Will ONLY check for misspelled words (will not check grammar) Hover Messages Help text is provided for most (not all) fields within the system For read only fields, place the cursor over the field to show the help text For editable fields, place the cursor in the field to show the help text

Standard Error Messaging: General Information Standard Error Messaging: The following applies to all roles and for all steps within the performance expectations setting and performance evaluation processes Error Messages Users will be presented with the following error message when a required field is not populated Identify the field(s) with the following error message and correct to proceed

Performance Evaluation Navigation Navigation Using My Tasks - For most performance related tasks, users will select the task in the My Tasks section Navigate to a direct report’s information by selecting the index card image ( ) next to the employee’s name, then selecting either Performance & Talent Profile, Performance Expectations or Performance Evaluations Primary Navigation – From any where in the system select the house icon ( ) at the top of the screen to return to the Performance & Talent Management My Dashboard

Performance Evaluation Emails Emails are ONLY sent to the owner of each step (e.g., sent to manager to set expectations; employee to acknowledge expectations) Emails are sent to the work email address in People First (will NOT go to the notification email address) Work email address is located on the Work Contact Information screen in the People First system Email address MUST be accurate in People First when the email is generated; emails will not be resent when an email address is updated

Performance Evaluation Emails Agency will not receive a list of undeliverable emails Emails provide instructions on how to complete each task Reminders will be generated at key intervals when a task is not completed Reminders are only sent to the owner of each step Emails will be sent from: PeopleFirstNoReply@ngahrhosting.com

Performance Expectations Setting Process Manager sets performance expectations Employee acknowledges performance expectations Performance expectations setting is completed

Setting Performance Expectations Manager is responsible for setting expectations Agency expectations (if applicable) Pre-populated and are not editable Applies to all employees in the agency Job specific expectations Manager is responsible for adding (select the Add Performance Expectation button) Must enter both a performance expectation title and a performance expectation description for each job specific expectation that is added

Setting Performance Expectations Sort Sequence Default sort order is alphabetical (ascending) by performance expectation title Agency expectations are sorted separately from job specific expectations If a manager wants the job specific expectations to be sorted in a particular order they must start the job specific expectation title with a number 01, 02, 03, 04…10, 11… If adding more than 9 job specific expectations you must use the leading zero for job specific expectations 1 – 9 (01 – 09)

Setting Performance Expectations Collapsing and expanding performance expectations When the Add Performance Expectation button is selected, all other performance expectations are collapsed on the screen (leaving only the performance expectation being added shown) Select the Expand All Entries in This Group button to expand all performance expectations Expand all performance expectations prior to selecting the Send to Employee button to show any error messages that may exist

Setting Performance Expectations No limit on the number of job specific expectations that can be added Manager can update job specific expectations until the performance expectations employee acknowledgement process is completed Once the performance expectations have been sent to the employee for acknowledgement, the manager must navigate to the employee’s performance expectations and select the Update Performance Expectations button to process any updates to the performance expectations If updating the performance expectations after initially sending the performance expectations to the employee, the manager should notify the employee that they are making updates and will resend to the employee

Setting Performance Expectations Manager controls when to send expectations to the employee Manager will receive reminders every 15 days after the due date until they send the expectations to the employee Select the Send to Employee button to provide the performance expectations to the employee When the Send to Employee button is selected, the employee will receive an email to acknowledge receipt of the performance expectations, as well as a task in the My Tasks section on their Performance & Talent Management dashboard

Setting Performance Expectations Expectations are tied to the employee, not to the position There is no second-level manager review for the expectations setting process Expectations setting process will remain open until completed or until the evaluation plan year has been closed (61st day after the evaluation period ends) Managers will not be able to rate employees if they don’t complete the expectations setting process

Acknowledge Receipt - Expectations Employee is responsible for this step Employee reviews expectations and completes acknowledgement Checks the box I Acknowledge Receipt of My Performance Expectations Enters the Date Acknowledged Date Acknowledged is formatted as a text field, not a date field Selects the Acknowledge Receipt button

Acknowledge Receipt - Expectations Employee will receive reminders every 15 days after the manager has sent the expectations to the employee, until the expectations have been acknowledged Manager can acknowledge receipt on behalf of the employee Manager should only acknowledge receipt if the employee is unable to or refuses to acknowledge receipt Manager MUST communicate expectations to the employee even if completing the acknowledgement on behalf of the employee

Acknowledge Receipt - Expectations To acknowledge receipt of the performance expectations on behalf of the employee Checks the box Manager Acknowledgement on Behalf of the Employee Enters a brief explanation of why they are acknowledging receipt of the performance expectations on behalf of the employee Enters the Date Acknowledged Date Acknowledged is formatted as a text field, not a date field Selects the Acknowledge Receipt button

Re-Opening Performance Expectations Once the performance expectations have been acknowledged, the manager must call the People First service center to request the performance expectations be reopened Important note: Agency HR offices should determine how they want their managers to handle this situation (e.g., should the manager evaluate the employee on original performance expectations, then start a new evaluation for the remainder of the year, or update the expectations mid-year)

Performance Evaluation Process Manager tracks employee performance Manager evaluates employee Second-level manager reviews evaluation Manager sends evaluation to employee Employee acknowledges evaluation Performance evaluation is completed

Manager is responsible for this step Tracking Performance Manager is responsible for this step Manager can add notes throughout the evaluation period in the Manager’s Notepad fields Quarterly email reminders will be sent to managers to track employee performance Use of this field is optional Employees cannot see comments added in this field Comments in this field are NOT automatically included in the final evaluation Comments are subject to a public records request

Manager is responsible for this step Manager rates each expectation Evaluation Manager is responsible for this step Manager rates each expectation Selects a rating Enters comments in the Performance Expectation Rating Comments field (required for all ratings other than 3) – These comments are included in the final evaluation and are visible to the employee Comments can be copied from the Manager’s Notepad fields (or another electronic format – images are not supported) and pasted into the Performance Expectation Rating Comments field as needed

Evaluation The manager will receive an error message to add employee comments in the Performance Expectation Rating Comments field for all scores other than 3, that do not contain comments. Identify the performance expectations with the alerts icon ( ) and add comments explaining the rating for that performance expectation to proceed

Evaluation The manager will receive a warning message for any performance expectation with a rating of a 1 or 2 advising them to ensure the proper steps have been taken in order for them to rate the employee as below expectations Warning Message: Before a performance expectation can be assigned a final rating of 1 or 2, the rater must have already informed the employee in writing of deficiencies in that performance expectation and the action(s) the employee should have taken to avoid this rating.

Manager Overall Comments Evaluation Manager will receive reminders every 15 days after the due date until they send the evaluation to the second-level manager Manager Overall Comments Optional, not required Should be directed at overall employee performance for the evaluation period, not a specific performance expectation

Second-level manager is responsible for this step Second-Level Review Second-level manager is responsible for this step Second-level manager will receive reminders every 15 days after the manager sends the performance evaluation to the second-level manager for review, until the second-level review process is completed Second-level manager review step serves as a check and balance

Cannot update the performance evaluation rating or rating comments Second-Level Review Cannot update the performance evaluation rating or rating comments Has the ability to add comments about the employee’s overall performance (this field should not be used to send comments back to the manager) Gives manager the green-light to meet with the employee Manager maintains access to update the performance expectations ratings and comments until the second-level review step is completed

Ready for Employee Acknowledgement Manager is responsible for this step Evaluation can no longer be updated When ready, the manager sends to the employee to review and acknowledge receipt

Acknowledge Receipt - Evaluation Employee is responsible for this step Employee reviews evaluation and completes acknowledgement Checks the box I Acknowledge Receipt of My Performance Evaluation Enters the Date Acknowledged Date Acknowledged is formatted as a text field, not a date field Enters comments about their performance (optional) Selects the Acknowledge Receipt button

Acknowledge Receipt - Evaluation Employee will receive reminders every 15 days after the manager has sent the evaluation to the employee, until the evaluation has been acknowledged Manager can acknowledge receipt on behalf of the employee Manager should only acknowledge receipt if the employee is unable to or refuses to acknowledge receipt Manager MUST communicate the evaluation to the employee even if completing the acknowledgement on behalf of the employee

Acknowledge Receipt - Evaluation To acknowledge receipt of the performance evaluation on behalf of the employee Checks the box Manager Acknowledgement on Behalf of the Employee Enters a brief explanation of why they are acknowledging receipt of the performance evaluation on behalf of the employee Enters the Date Acknowledged Date Acknowledged is formatted as a text field, not a date field Selects the Acknowledge Receipt button

Performance Evaluations Administratively Closed Evaluation process must be completed within 60-days after the evaluation period ends Evaluation will be administratively closed on the 61st day after the evaluation period ends When administratively closed Overall evaluation rating is captured based on the evaluation progress (e.g., if the evaluation was sent to the employee, but not acknowledged, the rating is kept) If no rating was conducted, the employee’s evaluation will show as Not Rated (equates to a 3.0)

Close-Out Evaluations A new evaluation will be opened for employees in the following situations (allowing for a close-out evaluation if applicable): Employee moves from one agency to another Employee receives a promotion, demotion, reassignment or original appointment in the currently employed agency If the agency chooses to conduct a close-out evaluation, it must be completed prior to the effective date of the new appointment

Close-Out Evaluations Agencies may require close-out evaluations for non-appointment actions When a close-out evaluation is required when the employee is not changing agencies and is not receiving a promotion, demotion, reassignment or original appointment action, the manager must call the service center to initiate the employee into a new evaluation process

Manager Changes When the manager or second-level manager position is vacated, the next level manager will automatically be assigned that role Manager position is vacated, second-level manager becomes the manager and the third-level manager becomes the second-level manager Second-level manager position is vacated, the third-level manager becomes the second-level manager The employee’s expectations and any updates to the employee’s evaluation remain assigned to the employee and are visible by the new manager

Manager Changes If the employee’s position is moved to report to a new manager, all expectations and evaluation progress is moved to the new manager If new expectations are required based on the change in manager, the former manager should complete a close-out evaluation and the new manager must call the service center to request a new evaluation be opened for the employee

Probationary Evaluations Probationary evaluations with a start date prior to July 1, 2013 must be handled outside of People First Only probationary evaluations with a start date on or after July 1, 2013 will be completed in the People First system

Probationary Evaluations Probationary evaluation extensions When a probationary evaluation needs to be extended, the manager must take the appropriate actions outside the People First system to notify the employee that they will remain in a probationary status The probationary evaluation in People First should not be completed until the manager is prepared to remove the employee from a probationary status Important Note: The PAR must be completed in People First to take the employee off probationary status

Probationary Performance Evaluation Periods Initial probationary evaluation periods to transition to SMART expectations July 1, 2013 – December 31, 2013 January 1, 2014 – June 30, 2014 July 1, 2014 – December 31, 2014 January 2, 2014 – December 31, 2014 After the transition to SMART expectations, there will be 12 probationary evaluation periods in the People First system, one for each calendar month (starts February 2014)

Eligibility Criteria for Probationary Evaluation Employees will be initiated into the probationary evaluation plan based on the appointment status of probationary, using the status expiration date to determine the plan the employee is initiated into For example, if the employee’s status expiration date is February 5, 2015, the employee will be placed in the probationary evaluation plan for the period of February 1, 2014 through January 31, 2015

Reports Reports are located in the primary navigation menu ( ) located in the top left corner of the Performance & Talent Management system Select the primary navigation menu ( ) Select either Performance Expectations or Performance Evaluations

Reports Report data is available for both the expectations setting and evaluation processes HR staff will have statewide access for both the expectations setting and evaluation data Managers will have access to process the reports for all employees that report up to them in their chain of command

Reports Standard reports will be available for common expectation setting and evaluation reports HR staff and managers will have the ability to create reports for additional purposes by filtering the data and adding other columns within the reports grids Data can also be exported to Microsoft Excel where agencies can further work with the data Customized reports can be saved for future use Customized reports are only visible to the creator

Standard expectations setting reports Expectations Detailed Listing by Employee Performance Expectations Status Expectations Pending the Manager Expectations Pending Employee Acknowledgement Expectations Acknowledgement Completed by Manager Expectations Acknowledgement Completed by Employee

Standard performance evaluations reports Performance Evaluation Status Evaluation Acknowledgement Completed by Manager Evaluation Acknowledgement Completed by Employee Evaluations with Overall Rating Below Satisfactory (overall rating below 3.0) Evaluations with Overall Rating of Outstanding (overall rating 4.50 or above) Administratively Closed Evaluations Rating of None Given Selected for all Expectations

Reports Filtering reports HR staff – within all reports, the data for HR staff is defaulted to statewide; in order to view data for their agency they must apply the filter by agency, selecting their agency All users – to filter data within any of the standard reports Select the Show Filters button If the field contains a dropdown filter, select the desired filter value If the field allows for text entry, enter the desired search text Select the Run Filter button

Adding/removing columns Reports Adding/removing columns Select the button near the top of the screen Select the columns to add in the left column within the grid and select the green forward arrow button Select the columns to remove in the right column within the grid and select the red back arrow button To change the order of the fields in the report, select the field to move and select either the up or down arrows to move the field to the desired location

Saving customized reports for future use Once you have applied the necessary filters and have added/removed the fields in the report to meet your needs, select the button to save the view for future use The customized report will ONLY be available to the person that created the report Once saved, the report will show for that person in the reports listing within the primary navigation menu

Exporting Data to Excel Reports Exporting Data to Excel Report data can be exported to Excel by selecting Reports, Export to Excel If the report contains more than 500 records, check the box Reports with less than 500 rows will open in Excel Reports with more than 500 rows will be emailed to you using your work email address in People First To export the report in text format users can also select Export to CSV (comma separated values)

Printing Completed Evaluations Individual employee evaluations can be printed by accessing the employee’s evaluation and selecting the print button on the evaluation form To bulk print completed evaluations for a large group of employees, select the primary navigation menu, then select Batch Print Evaluation Statements

Bulk Printing Completed Evaluations Follow the step by step instructions Step 1 – Select Continue (no other action required) Step 2 – Select the performance evaluation cycle to print (e.g., annual, probationary) Step 3 – Select Employees to print and select Print to PDF Can only print 500 employees at one time Step 4 – Select Open Once open in PDF you can print

People First Performance Evaluation Website All People First performance evaluation communications, training materials (e.g., videos, PowerPoint presentations, etc.) and related implementation documents are available on the DMS People First website: http://www.dms.myflorida.com/human_resource_support/people_first/performance_management