Tracy Gonzales SuccessFactors STARS! Training for Managers: Using the Strategic Talent Assessment and Reporting System  Tracy Gonzales SuccessFactors

Before We Begin… To minimize the web meeting dashboard Remember to mute your lines when possible; if you do not have mute on your phone, click *6 on your phone, to un-mute, click #6 Please do not put your phone on hold during the session Engage and ask questions as often as necessary Click the arrow to minimize or maximize as necessary 4/20/2017 Confidential

Agenda STARS! Concepts Introduction to the STARS! Software Setting and Managing Goals Understanding Roles in Goal Management Goal Plan Basics Creating SMART Goals Goal Alignment: Cascading Goals Creating Development Goals Short Break Performance Appraisal Process Performance Appraisal Steps Performance Form Basics Tools to Assist in Writing Evaluations Support and Resources Q&A (throughout) 4/20/2017 Confidential

Learning Objectives At the end of this class you should be able to… Understand how the performance management process is implemented in STARS! Navigate through the STARS! software Write SMART goals Enter, edit, and cascade goals Utilize features of the software to assist in writing providing actionable feedback Move the performance evaluation form from one step to the next 4/20/2017 Confidential

STARS! Concepts STARS! combines tools and processes that allow employees to focus and integrate their goals with their business unit's strategic objectives and direction. 4/20/2017 Confidential

STARS! Process Set Expectations Employee and Manager define annual goals. Set Up A Performance Review Plan Employee and Manager define specific focus areas. Mid-Year Assessment (highly recommended) Employee and Manager comment on performance. Year End Assessment Manager assesses employee performance. Plan for the Future Manager reviews employee development & performance for future planning. 4/20/2017 Confidential

What is Goal Management? Goal Management is a method of aligning the work of individuals, departments, and divisions with a business unit’s vision and strategies. Goal Management is made up of Goal Setting and Goal Measurement to help us ensure that we make steady progress toward our strategies and alert us when we are off track. Completing goals and achieving results are key components in compensation and rewards for individuals and teams. Business Unit Vision & Strategies Departmental Objectives Goal Management is key to the STARS! process Individual, Team & Group Goals 4/20/2017 Confidential

Hierarchy for Training Purposes Dave Director Manny Manager Edward Employee Holly Humanresources Confidential 4/20/2017

Introduction to SuccessFactors

Getting Started Access the online performance management system using your web browser. Completely secure online system provides a central location to manage and store Assessment Forms. You will receive automated notification (emails) when you need to participate in the process. Should you not have a company email address, your Supervisor or Human Resources Representative will notify you directly. 4/20/2017 Confidential

Logging in Is Easy Click the link on the notification email and complete login instructions. For Username, enter the ID provided in your email. For Password enter the temporary password provided in your email. Click the Forgot Your Password? link should you forget your password Click the Log In button to start your process. Your Company ID= Soave NOTE: employees can also access the online performance management system by going to the "Employees" page of the soave.com website. 4/20/2017 Confidential

Browser Cookies Simplify Login https://performancemanager.successfactors.com/login?company=Soave You may also bookmark the SuccessFactors Login Page by clicking the above link. 4/20/2017 Confidential

Do NOT Use Your Browser’s “Back” Button 4/20/2017 Confidential

Common SuccessFactors Features A Route Map indicates the current step the Performance Evaluation form is in as well as the available actions that can be taken on a form by a user. In this example, the form is in the Employee Self Review step and the form can be sent to the employee’s manager for review. The Route Map only appears in the Performance Evaluation form. Spell Check, when located above a text box, will check the spelling of that box. This feature is available in the Goal Plan and Performance Evaluation form. Legal Scan, when located above a text box, allows you to check the text box for potentially inappropriate words or phrases. This feature is available in the Goal Plan and Performance Evaluation form. Notes, when accessed from Employee Files, allows you to quickly record thoughts to be accessed during the performance evaluation process. Notes can be kept private or sent to other members of the team. You can also access notes from the Performance Evaluation form. The Writing Assistant gives you sample text to help provide meaningful feedback about competencies. This feature is available in the Performance Evaluation form. The Coaching Advisor offers mentoring and development suggestions for you to use when providing feedback. This feature is available in the Performance Evaluation form. 4/20/2017 Confidential

Demo: Logging into the Application Log into application as Manny and demo: Company ID Options My Goals portlet Moving portlets To do list

Setting and Managing Goals

Goal Types Development Goals Business Goals The Employee and their Manager together define "WHAT" the employee is going to accomplish. During the review period, you will have the opportunity to review and, if necessary, modify these goals with your manager. Located in the Goal Plan tab. Development Goals Goals designed to improve skills to assist in career development. Located in the Development Plan tab. NOTE: Both business and development goals appear on the performance appraisal form 4/20/2017 Confidential

Understanding Roles in Goal Management Employee Create SMART Goals aligned to their current job and business unit priorities. Collaborate with manager to update and add tasks on cascaded goals. Focus current job performance to achieve goals and pursue individual career development goals. Manager Work collaboratively to update, and provide feedback on employee’s goal plan. Ensure employee’s goals align to achieve role, team, and business unit goals. Actively monitor Goals ensuring effective communication of progress up and down the organization. 4/20/2017 Confidential

Goal Plan Basics The Goal Plan is like an online worksheet that records Goals in one central place and tracks them throughout the year. Employee Hierarchy provides an organizational view of individual, team and group’s Goals plans. With the Goal Plan you can: Create and edit goals. Cascade goals. View modification history. Note: All business goals are initially created as private. Private goals are only viewable by the employee and their management. Public goals are also viewable by those who report to you within your organizational hierarchy. 4/20/2017 Confidential

Demo: Goal Plan Basics Open Manny’s Goal Plan and demo: Hierarchy – click on Edward’s goal plan Go back to Manny’s goal plan Point out visibility field Click on edit button Go through each field Point out spell check and legal scan Add a task Go through Display Options to demo how tasks appear Click on the Goal name to show audit history

Writing SMART Goals Specific A SMART Goal is: Measurable Attainable Goals should be straightforward and emphasize the business result that you would like to achieve. Measurable Establish concrete criteria for measuring progress toward the attainment of each goal that you set. Attainable Goals must be within your capacity to reach. You cannot commit to accomplishing goals that are too far out of your reach, or unreasonable. Relevant Make sure each goal is consistent with other goals you have established and fits with your immediate and long-range plans. Time Bound Setting an end point on your goal gives you a clear target to work towards. A goal describes achievements the employee hopes to accomplish during the upcoming year. The SMART methodology helps to ensure goals are written in a way that promotes success. 4/20/2017 Confidential

Exercise: Writing SMART Goals Is this Goal SMART? Specific Measurable Attainable Relevant Time Bound “Try to improve customer retention as quickly as possible.” Insert Poll here to vote yes or no 4/20/2017 Confidential

Exercise: Writing SMART Goals Modified using the SMART methodology: Specific Measurable Attainable Relevant Time Bound “Implement a customer retention program to increase retention rates by 10% by year end.” 4/20/2017 Confidential

Creating SMART Goals in SuccessFactors Implementation of a SMART Goal: Specific Goal Measurable Measurement Attainable Goal Name Tasks Relevant Time Bound Start/Due Dates 4/20/2017 Confidential

Creating New Business Goals To create a new goal: Click the Goal Wizard button for a step-by-step walkthrough OR Click the Create a New Goal button to create a goal from scratch 2 1 REMINDER: Be sure to disable your browser’s pop up blocker 4/20/2017 Confidential

Demo: Creating A New Business Goal Open Edward’s Goal Plan and demo: Add a new goal using the Goal wizard Demo the process using the Create a New Goal button

Alignment: Cascading Goals Business Unit Vision & Strategy Aligning Goals ties individual goals to larger goals: Cascading a goal copies a goal to another person, such as from a manager to a direct report within the hierarchy. You may wish to cascade goals to your direct reports. Once a goal is aligned, managers have line of sight into overall progress toward completion. Cascade Cascade Individual, Team & Group Goals 4/20/2017 Confidential

Alignment: Example BU Leader: Increase profitability Sales Mgt: Increase Bookings Sales Rep: Close X $ in business each quarter Marketing Mgt: Increase Leads Event Coordinator: Conduct X # of trade shows per quarter Business Unit Goal Departmental Goal Individual Goal Broad corporate goals can be broken down into supporting goals necessary to achieve the desired financial outcome for the business unit. 4/20/2017 Confidential

Cascading Goals in SuccessFactors To Cascade a goal: Select a goal using checkboxes. Click the Cascade Selected button. Select the checkboxes of the recipient(s) of the goal. Click the Next button (edit goal window opens – not shown) and edit goal details for the recipient. 2 3 1 NOTE: Edits made to the goal will not change the original goal. 4 4/20/2017 Confidential

Demo: Cascading Goals Log in as Manny: Open Goal Plan Cascade demo cascading Demo goal alignment view

Creating Development Goals The employee and manager mutually agree upon 1 – 3 development goals to sharpen the employee’s strengths and develop areas that would benefit from improvement. To create a new development goal: Click on the Development tab Click the Create a New Development Goal button 1 2 4/20/2017 Confidential

Demo: Creating a Development Goal Open the development plan for Edward and demo: Creating a new development goal

Goal Setting Best Practices Goal Section Summary The goal plan and development plan are online worksheets both you and your direct reports can access throughout the year. Access the Goal Plan from the Goals tab. Access the Development Plan from the Development tab. The goal detail view provides a quick report view of the goal details, audit history and list of cascade participants. Goal Setting Best Practices Goal discussions with your direct reports should occur throughout the year. There should be no surprises at the year-end performance review discussion. There is ample room for text in the notes, description and tasks sections. Enter detailed descriptions and examples where appropriate. Cascade goals to help ensure alignment. Keep goal status up to date. You can add updates throughout the year. 4/20/2017 Confidential

Performance Appraisal Process

Performance Appraisal Steps Employee Self Review* Manager Review Discussion and Signature HR Review Email notification to employee Email notification to manager Email notification to HR Email notification to manager Manager signs form, holds discussion with employee then sends the form to the employee for signature Employee enters self rating and comments on performance then sends the form back to the manager for review Manager enters employee rating and comments on performance then sends the form to HR for review prior to holding discussion with employee HR reviews appraisal and may enter comments then sends the form back to the manager for additional review or signature Email notification to employee Employee signs Email notification to HR HR signs and completes the process *This step may be optional for some business units 4/20/2017 Confidential

Rating Scale Rating Descriptor Definition 5 Excellent Consistently exceeds the required level for this job role. 4 Satisfactory with Commendation Exceeds the required level for this job role. 3 Meets Expectations Satisfies the requirements for this job role fully. 2 Satisfactory with Reservation Limited adequacy in the required level for the job role. 1 Unsatisfactory Does not adequately satisfy the requirements of the job role. 4/20/2017 Confidential

Accessing your Evaluation Forms SuccessFactors automatically creates and distributes Performance Evaluation forms when it is time to start the review process. Employee accesses the Evaluation Form from the To-Dos List or the Performance tab. SuccessFactors automatically routes the form to your inbox whenever your input is required. 4/20/2017 Confidential

Performance Form Basics View Options allow you to change how you view the form on the page. View the full form, one section at a time, or one item at a time Allows you to download an offline copy of the form Allows you to search and open a previously completed form for this individual Full form spell check and full form legal scan Allows you to open any notes you have received or created for this individual. The multiple pages indicate there are notes, the single page indicates there aren’t Print Preview Print set up allows you to see what the form will look like when printed and choose which format, HTML or PDF, you will print your form in Allows you to view more details and an audit history of this form Opens up a meeting request in Microsoft Outlook Allows you to save your work 4/20/2017 Confidential

Demo: Performance Evaluation Form Log in as Edward and demo: Opening the form Form sections Form toolbar Less detail and More detail view options Route map

Demo: Moving the Form to Completion Log in as Edward and demo moving the form through each stage of the process: Self evaluation Ratings and comments Manager Review Notes Writing assistant/Coaching advisor En Route Folder HR Review Signature Form history

Tools to Assist in Writing Reviews: Notes Access from Employee Files or the Performance Evaluation form Keep notes private or send to other team members Use to track progress on events and behaviors throughout the year that may impact performance evaluation 4/20/2017 Confidential

Tools to Assist in Writing Reviews: Writing Assistant Provides suggested text, modifiers, and categories of competencies to quickly build review commentary. Click the icon from the form Select a phrase Make the text more or less positive Click the Place Text button to paste into the form and modify as desired 2 3 4 4/20/2017 Confidential

Performance Review Section Summary Use Notes throughout the year to track events that may impact performance evaluation. Save the form during editing to see updates in the summary section. Use the less detail and more detail links to hide or display tasks. Use the Writing Assistant, Coaching Advisor, Spell Check and Legal Scan tools to assist in crafting feedback. View En Route and Completed forms in their associated folders in the form inbox. 4/20/2017 Confidential

Conducting the Review Discussion Meeting Best Practices Schedule a meeting in a place where you will not be interrupted. Turn off phones, pagers, computers and give your full attention to the conversation. Be prepared. Don’t rush and give your direct report your full attention. Make the meeting a collaborative conversation; both of you talk and listen. Make sure that you allow time to focus on the future, not just the past. When and where to meet Prepare by sending the review form to HR for review prior to the meeting. Discuss current job development and career development. Be clear and confident about your performance feedback. What to discuss during the meeting Review and give feedback on the individual’s performance. Goals & results. Competencies. Development needs. Communicate your overall rating of the individual’s performance. 4/20/2017 Confidential

Support and Resources Soave Ethics Education & Development (SEED) course: Conducting Performance Reviews This course is designed to give you an overview of the performance management process, and then focus on the mechanics of what you need to do to prepare for, conduct and follow-up on performance reviews.  Although the major emphasis will be on the forms and annual review, the same mechanics work whenever managers are required to give feedback on an employee's performance. eLearning Tutorial Housed on the soave.com website on the STARS! log-in page.  For questions regarding your business unit's performance management process: Please contact your Human Resources Manager or Human Resources Representative.  For technical questions regarding the STARS! website: Please contact Kristan Williams at 313-567-7000 ext. 472 or STARS@soave.com. 4/20/2017 Confidential

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