EmpowHR: Section 16 - ePerformance

Creating/Editing ePerformance Documents as a Manager

The Create Performance Documents option is used to facilitate the management of the performance evaluation process. This option allows several different roles to participate in the feedback process between managers, employees, and HR human resources personnel.

The Manager can also create a new performance document, view existing performance documents, enter comments, and evaluate employees.

The Performance Document allows the manager to add new or pre-defined values for each section of the document.

Note: Instructions for creating a performance document are located at the top of each page in EmpowHR.

To Create a Performance Document:

1. Select the Manager Self Service menu.
2. Select the Performance Management menu group.
3. Select the Performance Documents menu item to access performance documents as a manager.

   OR

   Select the Development Documents menu item to access development documents as a manager.

4. Select the Create Documents component. This component allows the manager to create a document for one employee at a time. The Create Performance Documents page is displayed.

   OR

   Select the Create Documents By Group component. This component allows the manager to create a document for a group of employees. The Create Performance by Group page is displayed.

   

5. Complete the field as follows:

   Enter the Effective Date	Instruction
   Effective Date	Enter the date used to find the employees that report to the manager. A manager will only be able to process those employees that report to them as of this date.

6. Click Continue. The Create Performance Document page is displayed.

   OR

   If a document is being created for a group, access the Create Documents By Group component. The Create Performance Documents pages are displayed.

   

7. Complete the fields as follows:

   Field	Description/Instruction
   Instructions Select Employees	Description
   Reports To:	Populated with the manager’s name.
   As Of	Populated from Create Performance Documents page 1.
   Select Employees	Description/Instruction
   Select	Check to select employee(s) from the list.
   Name	Names of the employees that report to the manager and vacant positions with the position number.
   Empl ID	Employee ID identifications that correspond to the names of the employee. If the position is vacant, the Empl ID is blank.
   HR Status	Status of the employee. If the position is vacant, the HR status is blank.
   Jobcode Description	Narrative description of the Job Code. If the position is vacant, the Job Code Description is blank.
   Department	Narrative description of the Department where the employee is located within the Agency. If the position is vacant, the Department is blank.

8. Select one employee or a group of employees.
9. Click Continue. The Create Performance Documents (for an employee) is displayed.

   

To Create Performance Documents:

This page reflects the employee(s) that were selected from the Create Performance Documents (for an employee).

1. Complete the fields as follows:

   Document Creation Details	Instruction
   Period	Enter the date from and to of the performance period or select dates from the calendar icon.
   Document Type	Select the type of document from the drop-down list. The values listed are populated from the Document Type template and can vary for each Agency.

2. Click Create Documents. The Create Performance Documents page (from Prior Document page) is displayed.

   OR

   Click Return to Selected Employees. The Create Performance Documents page is displayed.

3. Complete the additional fields as follows:

   Field	Instruction
   Create from Prior Document	Defaults to No. Valid values are Yes (create from a prior document and No (do not create from a prior document).
   Template	Select the applicable template from the drop-down list.

4. Click Create Documents. The Create Performance Documents - Results page is displayed. After selecting the employee(s) and the Document Type, a list of employee(s) that have Performance Documents that are ready for editing is displayed. Employee(s) with errors will need to be rerun after correcting the source of the error.

   

   The fields on this page are as follows:

   Selected Employees	Description
   Employee ID	Populated with the employee's ID.
   Name	Populated with the name of the employee. The name and employee ID are unique to each employee.
   Template	Populated from the Create from Prior Document page.
   Successful Creation?	Reflects whether the Performance Document was successfully created.
   Status	Reflects the status of the Performance Document.

5. Click the Create Documents link to create a new Performance Document. The Create Performance Document page is displayed.

   OR

   Click the Current Documents link to view the newly created Document(s). The Current Performance Documents page is displayed.

   

   The fields on this page are as follows:

   Documents you own	Description
   Employee	Populated with the name of the employee.
   Document Type	Populated with the document type selected on the Create Performance Documents page.
   Begin Date	Populated with the begin date entered on the Create Performance Documents page.
   End Date	Populated with the end date entered on the Create Performance Documents page.
   Job Title	Populated with the job title of the employee.
   Status	Populated with the status of the current documents for each employee.

6. Click the Document Type link to view or edit the detail of the document. The Current Performance Documents - Document Details page is displayed. This page is used to track a Performance Document’s progress. The Name of the Employee, Job Title, Type of Document, and the Begin and End Date of the Performance Document are populated at the top of the window.

   

   The fields on this page are as follows:

   Performance Document Details		Description
   Employee		Populated with the employee ID and the name of the employee.
   Job Title		Populated with the job title of the employee.
   Title		Populated with the title of the employee.
   Posn/Series/Grade		Populated with the position number, job series, and grade of the employee.
   Department		Populated with the Department code where the employee’s job is located.
   Barg Unit		Populated with the four-position numeric Union Bargaining Unit.
   Document Type		Populated with the document type selected on the Create Performance Documents page.
   Period		Populated with the beginning and ending date entered on the Create Performance Documents page.
   Template		Populated from the Create from Prior Document page.
   Document ID		Populated with the document ID number.
   Supervisor		Populated with the name of the Manager for the employee.
   Status		Populated with the status of the performance document.
   Document Progress		Description
   Step		Displays the life cycle of the Performance Document. An example is shown below:
   Step	Definition
   Create Plan	A current Performance Plan.
   Employee Input	Employee’s chance to enter comments on their own performance.
   Complete Appraisal	Manager and/or Participant enters comments, rates the employee, and employee enters comments and approves/denies rating. This is equivalent to an Appraisal.
   Status		Displays the status of each step in the process. Next to each status is a radio button that will be checked when each step is completed.
   Due Date		Displays the due date for each step in the process.

7. Click the Edit link to add criteria to the corresponding Step. The Sections that were set up for the selected Template will display. The Performance Document - Performance Criteria - Draft page displays the details of the employee and the Performance Document. For more information regarding Status and links associated with the Status, refer to Document Statuses During Review.

   At this point, the following options are available: These options are also at the bottom of the page for ease of use.

   Step	Description
   Click Save	Saves the information.
   Click Complete	Finalizes the criteria.
   Click Add Attachment	Allows the user to Add Attachment to a Performance Document. The Add Attachment page is displayed.
   Click Cancel	Cancels and return to the previous page.
   Click Return to Document Detail	Returns to the Document Detail page.
   Click Ready for Review	Allows for the review of the document by the employee.
   Click the printer icon	Allows the viewing of the printable evaluation.
   Click the notify icon	Sends a notification to the employee.

Attachment(s)

You can click Browse on the Performance Document in order to add (upload) an attachment(s) to the document.

Section 1 - Plan Definitions

Section 1 - Plan Definitions contains descriptions of what the Performance Documents will include.

Section 2 - Strategic Goals

Section 2 - Strategic Goals contains the goals of the Performance Plan. Strategic goals is a management-approved expression of the performance, threshold(s), or expectation(s) that must be met to be appraised at a particular level of performance. A strategic goal may include, but is not limited to, quality, cost-efficiency, timeliness, and manner of performance.

Section 3 - Targets

Section 3 – Targets may include, but is not limited to, quality, cost-efficiency, timeliness, and manner of performance. If the Plan exists, then this section is populated for review/edit. If the Plan is new, then complete the target goals for the Plan.

Pre-defined/Add Your Own Item(s):

Click the + to add additional targets. Select this radio button to select a pre-defined item. If a pre-defined item is not available, the Pre-defined Item page is displayed.

Section 4 - Priorities

Section 4 - Priorities is used for a description of the priority for the unit. If the Plan exists, this section is populated for review/edit. If the Plan is new, complete the unit priorities for the Plan.

Section 5 - Major Area of Responsibility

Section 5 - Major Area of Responsibility contains the responsibilities of the employee, the performance requirements, and the expectations of the employee. This section also allows the Manager to add the weight (criticality) of the responsibility. This section will be evaluated by the Employee and the Manager.

Below is a description of the types of responsibility and performance requirement.

• Major Duties - A critical element is a work assignment or responsibilities of such importance, that unacceptable performance in the element would result in a determination that the employee’s overall performance is unacceptable.
• Performance Requirement - The performance standard is a management approved expression of the performance, threshold(s), or expectation(s) that must be met to be appraised at a particular leave or performance.
• Expectations - An expectation may include, but is not limited to, quality, cost-efficiency, timeliness, and manner of performance.

You must enter the percent (%) of weight that applies to the Major Area of Responsibility.

You must also click the Red Pencil next to each Major Area of Responsibility to edit and/or add the information.

At this point, the following options are available:

To Finalize the Criteria:

1. Click Complete to finalize the criteria. A Complete Performance Criteria popup appears to confirm the information on the Performance Document is finalized. The Document Detail page - Complete Status tab displays the status as completed.

   OR

   Click Cancel to return to the Document Details page - Complete Status tab without any action.