FREQUENTLY ASKED QUESTIONS:
Q: I do not see the link for the Performance Evaluation when I log in.
A: Only those who have staff reporting directly to them will have the Performance
Evaluation link. First check to ensure that the Performance Box has not been
minimized. You may have to click on the + sign to see the full box. If you still do not
see the link, but do have direct reports please contact our HRIS department at
HRIS@swmail.sw.org to ensure the reporting structure is correct in the system.
Q: When do I talk with my staff member about their evaluation?
A: The best practice is to talk with your staff member about how they performed in
2011 and how you rated them on each of the areas. After this conversation takes
place and you have made any needed adjustments as a result of your conversation
you should hit the Finalize button on the online form. The Finalize button locks
down the evaluation and no changes can be made. The next step is to hit the
Evaluation Conversation Complete button on the online form. The next day the
evaluation will be sent electronically to the staff member where they can make
comments and hit accept. This process must be completed by October 14th, 2011 at
5:00 p.m.
Q: How can I track the status of each staff member’s evaluation that report up
through me?
A: This year in the PeopleSoft Performance Evaluation Tool there will be a status
update next to each staff member’s name. You will be able to view the status
progress based on the below:
 Once the supervisor does any work on the evaluation and hits the
save button then the status will show initiated.
 When the supervisor hits the finalize button then the status will show
pending conversation.
 When the supervisor hits the evaluation conversation complete
button then the status will show supervisor complete.
 Then once the employee hits the accept button the status will show
complete.
Q: What if my staff member does not want to hit the accept button?
A: Explain to the staff member that the accept button means that you have been
given a copy (either electronically or hard copy) of the performance review. It does
not mean that you agree with the ratings. If the staff member disagrees with the
rating encourage them to write comments explaining their position. If after this they
still refuse to sign simply make a note of their refusal and make sure that it is
recorded in the employee’s file kept in your department.
Q: How will I know if comments by my staff were submitted?
A: HR Compensation will be running reports for comments and providing the
comments back to you after the PeopleSoft evaluation tool closes. This process is a
manual process. Please allow adequate time for this information to be distributed.
Q: How do I include the goals that were set for 2011 and weighted last year for 2010
in this years review?
A: One of the enhancements to this years review form is a place for goals to be
rated. If you set goals for 2011 at the bottom of the 2010 performance review form
then those will auto populate into the 2011 performance review form. You will then
rate your staff on a scale of 1 to 5 on the completion of these goals and give
supporting comments to your ratings. If you set them outside the tool but have been
tracking throughout the year you can manually type them into the goal review section
and rate them accordingly. The weights assigned will not feed over and moving
forward there will be no weighting assigned to goals.
Q: What do I put in the 2012 Goals Section since these are being recorded in the
SWAT Excel spreadsheet?
A: The 2012 Goals section will not be filled out by you this year on the PeopleSoft
online performance review form. You will align and set goals through the SWAT
catchball and Excel tracking tools. This will then be uploaded by HRIS for you into
the PeopleSoft online evaluation tool. We suggest that in the PeopleSoft online
evaluation tool you write in the 2012 goals section to “see SWAT for 2012 goals”.
This will document and remind staff that they are being held accountable for 2012
goals. These goals will be part of their annual evaluation at the end of fiscal year
2012.
Q: What do I do with a staff member that transfers to a new department after
09/01/2011?
A: You will be responsible for giving the review to the staff member based on their
performance when reporting to you. If they are in a new job title the new job
description will populate in the performance review form. We recommend that you
dismiss this and ensure that the Expectations and Goals section has their old job
expectations information loaded. You may have to go into the 2010 evaluation and
copy and paste these into the 2011 review. Please coordinate with their new
manager to ensure that the staff member receives adequate feedback on their
performance.
Q: What if I have a new hire. Do I still do an annual performance review on them?
A: Regardless of their length of service you will need to set 2012 goals using the
SWAT Excel spreadsheet and catchball process. We recommend that if your new
hire has been here 90 days or longer you do a formal performance evaluation in the
PeopleSoft system.
Q: There are eight open text boxes in the expectations section and nine open text
boxes in the goals section. Do we have to use all of them?
A: No. You must enter at least one; however the recommendation is that you enter
a minimum of three to five.
Q: What if I accidentally hit the finalize button too soon and need the evaluation
opened back up?
A: Contact HR_Compensation@swmail.sw.org to unlock the evaluation.