How Does It Work?

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Ready, Set, Go! It’s eAppraisal Time
2013-2014 Performance Appraisal Process
Training
Agenda
• eAppraisal Basics
o What is eAppraisal
o How does it work
o Steps
o Rating System
o Comments on the form
• New in 2014
o Feedback Central
o Rubrics
o New Individualized Job Descriptions in Documents Section
o New Score and Status Reports for Managers
o New Campus-wide Organizational Goals
o Halogen Mobile
• Demonstration
• Q&A
What is eAppraisal?
• eAppraisal is a web-based performance management system.
• This is UHD’s 8th year using eAppraisal.
• eAppraisal streamlines the entire process.
• Allows uniformity and flexibility
• Core Competencies
• Specific Job Competencies
• Three different processes (Staff, Admin, Police)
How Does It Work?
• Employees are assigned into one or more of the following roles:
• Employee
• Evaluator (1st level and 2nd level)
• Administrator (ESO)
• eAppraisal works through a series of steps.
• Users are notified and prompted via email.
• When employees are late, their managers are notified via email.
• When all of the steps have been completed for a particular
appraisal, the appraisal becomes an archived document.
eAppraisal Steps
• Employee Completes Self-Appraisal
• Manager Completes Employee Appraisal and Reviews Employee’s
Self-Appraisal
• Second Level Manager Approves Appraisal
• ESO Reviews Appraisal
• Manager Meets with Employee
• Employee Comments and Signs-Off
• Manager Signs-Off
Rating Systems
Staff and Police Rating System
Administrative Rating System
4 - Distinguished
3 – Exceeds Expectations
3 - Proficient/Meets Requirements
2 – Meets Expectations
2 - Some Improvement Needed
1 – Does Not Meet Expectations
1 - Unsatisfactory
Automatic PIP for overall
scores of 2.0 and below
4 - Distinguished
• Consistently and significantly exceeds performance objectives.
• Makes significant contributions well beyond normal job
responsibilities.
• Innovative and creative problem solver .
• Requires little direction or supervision .
• High degree of excellence in accomplishing department goals
beyond the expected job requirements .
• Advanced planning, anticipates problems, and takes appropriate
action.
3 – Proficient/Meets Requirements
• Consistently performs in a fully satisfactory and reliable manner.
• Thoroughly meets expectations and requirements of the position.
• Effectively and efficiently demonstrates required skills.
• Exhibits desired traits and behaviors.
• Errors are infrequent and are typically detected and corrected by
the employee .
• Regularly contributes to the goals of the department to achieve
success.
2 – Some Improvement Needed
• Inconsistently meets established norms and standards for the
position.
• Meets some of the minimum requirements of the position.
• May need to improve performance in some areas.
• Sustained improvement is required.
• Supervisors should communicate and partner with the employee
to improve knowledge and skills to meet performance
expectations.
• Rating may also be appropriate for recently assigned tasks, since
employee may still be learning.
1 – Unsatisfactory
• Clearly Deficient performance.
• Rarely meets expectations.
• Performance at this level is clearly unacceptable and cannot
continue.
• Does not meet established norms and standards for the position.
• Does not meet an acceptable number of the minimum
requirements of the position.
• Consistently fails to meet the established standards and goals for
the position.
• Supervisors should be communicating and partnering with ESO to
address deficiencies.
Score Application
• It is important that all users have the same interpretation of the
score definitions and when to apply them.
• Overall scores are tied to merit increase. This should not be a
reason to inflate scores, as merit increases are determined by a
formula that deters score inflation disparity.
• Decimals provide more flexibility within the four point rating
system.
Drop-down Menu
Users may select a rating between 1
and 4 in increments of .25 by selecting
from a drop-down menu
NEW IN 2014!
Feedback Central
Feedback Central is a new and improved spin on Journal Notes.
Feedback Central facilitates the easy creation and documentation of
year-round communication between employees and managers in the
forms of notes, commendations, and coaching tips.
Journal Note – A statement or comment written by the employee.
Manager Note – A statement or comment about an employee
written by the manager.
Kudos – An acknowledgment of achievement or a positive
acclaim of performance written by management.
Coaching Tip – An informative commentary or piece of
information to help employee development that can be written by
management.
Feedback Central
• Feedback may be created year-round, 24 hours per day.
• May be created from users’ home page, as well as other
convenient locations.
• 1st level and higher level managers may provide feedback.
Scoring Rubrics
The scoring rubric is a tool designed to assist users in selecting the
appropriate rating based on a standard of performance levels. This tool took
over a year to develop.
We have proved access to the rubrics in several locations to make it easier for
employees and managers to use.
•
A PDF containing the rubrics for all competencies is now accessible on the
Performance Management webpage:
Scoring Rubrics
•
Users may also access the rubrics from their eAppraisal home page:
Scoring Rubrics
•
Additionally, staff and managers will be able to access the rubric specific to each
competency from within the eAppraisal environment as they work on their form:
New Job Descriptions
Managers will have access to employees’ updated duties, as listed in their
PDQ’s. Job descriptions will be located in the eAppraisal “Documents”
section. Employees may also view their own job descriptions. These job
descriptions are still being uploaded to the “Documents” for each employee.
Please note that these job descriptions will not be located in the “Job
Descriptions” sections, as that functionality is still being developed.
Manager Reports
Managers will also have the capability to run reports throughout the entire
appraisal process by clicking on the Reports tab from their eAppraisal
homepage, and then the Management tab from within the Reports page.
These reports will provide:
• Individual competency scores or overall appraisal scores for their
employees (provided the manager has finalized the ” Manager Completes
Employee Appraisal and Reviews Employee’s Self-Appraisal” step)
• Upcoming and completed training status data for their employees,
• And the status of each eAppraisal step for their direct reports. Division
heads will be able to run these reports for their entire division..
Manager Reports
New Organizational Goals
There will be two new competencies added to next year’s performance
appraisal (2014-2015), at the request of Dr. Flores. These competencies will
measure student success contributions and community involvement:
• Student Success – Promotes and contributes to graduation and retention
rates through participation in various student success initiatives, such as
mentoring, orientation, welcome week, common reader, etc.
• University Image – Participates in university and community-wide initiatives
that contribute to the visibility and positive image of UHD, such as alumni
events, student activities, committees and service on external committees,
as appropriate.
Because these two competencies will not be applied until next year, they will
appear as goals during this year’s appraisal.
Halogen Mobile
Halogen Mobile allows users to access Halogen via their smartphones.
• Users May Access and Manage: Feedback Central, Goals, and Development
Plans.
• Requirements
•
•
•
•
•
Blackberry: Blackberry Browser Base OS 6.0 and greater (ex. Torch 9800)
Blackberry: Blackberry Browser Base OS 7.0 or 7.1 and greater (ex. Torch 9810
and Curve 9860)
iPhone: Safari iOS 5 and greater (ex. iPod Touch 4, iPhone 4, and iPhone 4S)
Android: Android Browser 3.2 and greater (ex. Samsung Galaxy S II and HTC Evo
4G)
Also expected to work with other WebKit-based HTML5 browsers.
• An app needs to be installed on mobile devices for VPN. Documentation
on which app to install and how to configure is being developed by IT.
This information will be made public.
• Employees may contact IT Help Desk at ext. 3000, if they want to set it up
now or for questions.
Timeline
2013-14
Process #1
Process #2
work days
calendar
days
-
-
2/3/2014
2/9/2014
5
7
2/3/2014
Manager Completes Employee Appraisal and
Reviews Employee’s Self-Appraisal
2/10/2014 2/23/2014
10
14
Second Level Manager Approves Appraisal
2/24/2014
5
7
Task
Begin Date
Process Opens
2/3/2014
Employee Completes Self-Appraisal
2/3/2014
Due Date
3/2/2014
Third Level Manager Approves Appraisal*
ESO Reviews Appraisal
work days
calendar
days
-
-
2/19/2014
5
7
2/10/2014
2/23/2014
10
14
2/24/2014
3/2/2014
5
7
3/3/2014
3/9/2014
5
7
Begin Date
Due Date
3/3/2014 3/16/2014
9**
14
3/10/2014
3/23/2014
9**
14
Manager Meets with Employee
3/17/2014 3/30/2014
10
14
3/24/2014
4/6/2014
10
14
Employee Comments and Signs-Off
3/31/2014
4/6/2014
5
7
4/7/2014
4/13/2014
5
7
4/7/2014 4/13/2014
5
7
4/14/2014
4/20/2014
5
7
Manager Signs-Off
Process #1: President's Office, Advancement and External Relations, Student Affairs, ESO, Academic Affairs, Administration and Finance, and
Administrators
Process #2: Law enforcement and security officers in the UHD Police Department
* Only applicable in Police process
**Spring Break 3/14/2014
DEMONSTRATION
QUESTIONS?
Tomas Turrubiates
713-221-8263
[email protected]
Upcoming Training for Managers: “Improving
Performance Through Constructive Feedback”
Tuesday 2/11/14, N602, 1:00 – 2:30 PM
Remaining eAppraisal Training Sessions:
Wednesday, 1/22/14, N420, 10:00 -11:30 AM
Thursday, 1/30/4, N420, 10:00 -11:30 AM
Friday, 1/31/14, N420, 1:00 -2:30 PM
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