1 CORNERSTONE Performance Management – Reviewees’ Guide for Pilot Implementation Revision Date: 6/9/2015 2 TABLE OF CONTENTS Terminology Logging in Home page 3 4 5 Creating goals – goal creation tool Creating goals – planning guide Creating goals – via Universal Profile 6 8 13 Universal profile 15 Viewing goals Managing goals (updating and editing) 17 18 Annual self-review Review sign-off 20 29 Appendix Employee competencies Rating scale descriptions 32 33 FOR ASSISTANCE DURING PILOT: Email cornerstoneperform@cscc.edu Rich James, x 2175, rjames01@cscc.edu Lynda Anderson-Casey x2078, landerso@cscc.edu 3 TERMINOLOGY Understanding the meaning of a few key terms used in the performance management system will help you avoid some potential confusion. Task- An entire review or planning guide, from creation through final approval. Step – Assigned items to complete within a review, such as self-review and sign off. You will receive notices when a Task is assigned or your Step is available. Note that you want to complete the assigned Steps by the due date. (See below.) Reviews – Cornerstone labels both Planning Guide tasks and Annual Review Tasks as “reviews.” Goals – Reviewed items that are unique to each user. Although Key Responsibilities may not necessarily have start and end dates, they are added as if they were goals. For ongoing Key Responsibilities, make the start and end dates the entire performance year (currently 7/1 to 6/30). Here is the Annual Review Task composed of several Steps. 4 CORNERSTONE LOG-IN Step 1: Login to Cornerstone by accessing the following URL: http://cornerstone.cscc.edu Step 2: On the login page pick the option of “Sign in to one of the following sites:” and select “Cornerstone Production” from the drop down. Step 3: Type in your CSCC network login information when prompted (i.e. Username@cscc.edu, network password) Step 4: When the user is logged in, a Welcome message appears below the banner. 5 HOME PAGE Navigate to the desired menu item within Cornerstone. Tabs in the menu bar are dependent upon the user’s level of access. For purposes of the Performance module, you will use the following tabs: Home – click on this tab to access: o Scheduled Tasks o Announcements o Universal Profile: Users can create and view their profile Performance – click on this tab to access: o Goals o Performance Reviews o My Checklists Help Resources Center – click on this tab for additional guides and forms 6 Your Inbox Unless you are a manager, nothing will appear in this box during the pilot. Managers will see notices to approve goals. Your Tasks Tasks refer to steps related to performance evaluations. When you have a planning, review or sign off step to be completed, a link to the step will appear here. CREATING GOALS – GOAL CREATION TOOL Throughout the performance year, you may want to create additional goals. To create a goal, log in to Cornerstone. Select the Performance tab and then select the Goals sub link. From the Goals main page, click on Create button at the top of the screen. To create a goal, click on the Do not align option and Next 7 Enter the following information: 1. Title: This is the title for your goal and will appear on the Goals main page. The field is limited to 100 characters. 2. Description: The description should contain an overview of the goal, including an objectives or parameters. This field can be formatted using the text formatting buttons and is limited to 3,000 characters. 3. Start Date and Due Date: This defines the date the goal begins as well as the day by which it should be completed. When you view your goals or run goal-related reports, the Start Date and Due Date are used to determine which goals display. (If any part of the goal falls within the specified time frame, the goal displays.) The default dates are the start and end date of the current performance year (7/1/14 and 6/30/15) 4. Goal Category: This dropdown box contains 4 options: Key Responsibilities, Operational Goals, Professional Development Goals, and Service Goals. Select the appropriate category for your goal. 5. Attachments: You can attach documents that are relevant to your goal. You may add up to three attachments to a goal. Attachments can be Word, Excel, PowerPoint, Outlook, pdf, txt, rtf, gif, or jpg files. a. Click on the Plus icon next to the Attachments heading to attach a document to the goal. Browse for the file and click Upload. Spellcheck: You can check the spelling of your goal content at any time by clicking on the Spellcheck (ABC) button at the bottom of the Create Goal page. Save as Draft: Click on the Save as Draft button if you are not finished creating a goal and want to return to it at a later time. The goal will be saved for you to continue and not submitted for approval or be visible to anyone but yourself. 8 SUBMIT: When you have finished creating your goal, click on the Submit button at the bottom of the page. The status of your goal becomes Pending Approval and you must click the Send an Approval Request link on the Goals screen to send an email to the approver. From the Cornerstone Welcome page, select the Performance tab and click the Goals sub link. Click on Send an Approval Request in the lower right corner. Your manager then receives notification that you have submitted goals for approval. GOAL CREATION – THE PLANNING GUIDE At the beginning of the performance management cycle, a step “Complete Your Planning Guide” will be listed in the Your Tasks box on the Welcome page. The due date for the step is listed. Click on the step to begin. Click on the Get Started button. 9 GOALS To begin your Planning Guide, you need to enter goals for the 2015-2016 performance year. Click on the Add Goals button. The Create Goals page will open: Enter the following information: 1. Title: This is the title for your goal and will appear on the Goals main page. The field is limited to 100 characters. 2. Description: The description should contain an overview of the goal, including an objectives or parameters. This field can be formatted using the text formatting buttons and is limited to 10,000 characters. 3. Start Date and Due Date: This defines the date the goal begins as well as the day by which it should be completed. When you view your goals or run goal-related reports, the Start Date and Due Date are used to determine which goals display. (If any part of the goal falls within the specified time frame, the goal displays.) Default dates are the performance year. 10 4. Goal Category: This dropdown box contains 4 options: Key Responsibilities, Operational Goals, Professional Development Goals, and Service Goals. Select the appropriate category for each goal. NOTE: The Goal Category organizes goals into proper sections for the Annual Review. Each of these sections are weighted and there must be a goal in each of the four categories to avoid getting a “0” for the section. You are required to enter at least one goal for EACH category. 5. Add Attachments: You can attach documents that are relevant to your goal. You may add up to three attachments to a goal. Attachments can be Word, Excel, PowerPoint, Outlook, pdf, txt, rtf, gif, or jpg files. a. Click on the Plus icon next to the Attachments heading to attach a document to the goal. Browse for the file and click Upload. Spellcheck: You can check the spelling of your goal content at any time by clicking on the Spellcheck (ABC) button at the bottom of the Create Goal page. Save: Click on the Save button to add the goal to your planning guide. Cancel: The Cancel button removes the goal from your planning guide. Goal cancellation requires manager approval. Once a goal has been created and saved, it will be listed on your Goals page pending approval by your manager. You can edit or delete the goal using the dropdown box in the upper right corner of the individual goal. NOTE: The “New – Please Review” status only indicates that your manager will receive and review/approve the goal when you complete and submit your Planning Guide. Continue to add goals (using the Add Goals button) until you have all Key Responsibilities, Operational Goals, Service Goals and Professional Development Goals added to your Planning Guide. NOTE: You must create at least one goal in each category. Save your work. 11 Navigation Buttons Back: The Back button takes you to the previous section of the Planning Guide. Save and Exit: This button saves your information and logs you out of Cornerstone. You can return at any point to resume creation of your Planning Guide. Save and Continue: This button saves your information and takes you to the next section of the Planning Guide. COMPETENCY PLANNING The next section of the Planning Guide lists the competencies for your position. You will be rated on each competency at the annual review. This is for informational purposes only and the ratings are disabled during the performance planning phase. Consider creating a Professional Development goal for improving a specific competency. Back: The Back button takes you to the previous section of the Planning Guide. Save and Exit: This button saves your information and logs you out of Cornerstone. You can return at any point to resume creation of your Planning Guide. Save and Continue: This button saves your information and takes you to the next section of the Planning Guide. 12 FEEDBACK The Feedback section includes an optional question regarding potential barriers preventing your from achieving your goals. Once completed, click on the Submit button. Once submitted, your Planning Guide will be reviewed by your manager. When it has been approved, your goals will be listed in the “My Goals” section accessed through the Performance tab on the Cornerstone Welcome page. 13 GOAL CREATION -- THROUGH THE UNIVERSAL PROFILE You may also create additional goals through your Universal Profile. Log in to Cornerstone and select the Universal Profile sub link in the Home tab. Click on the Options button in the top right corner and select Create Goals. To create a goal, click on the Do not align option and Next 14 Enter the following information: 1. Title: This is the title for your goal and will appear on the Goals main page. The field is limited to 100 characters. 2. Description: The description should contain an overview of the goal, including an objectives or parameters. This field can be formatted using the text formatting buttons and is limited to 3,000 characters. 3. Start Date and Due Date: This defines the date the goal begins as well as the day by which it should be completed. When you view your goals or run goal-related reports, the Start Date and Due Date are used to determine which goals display. (If any part of the goal falls within the specified time frame, the goal displays.) 4. Goal Category: This dropdown box contains four options: Key Responsibilities, Operational Goals, Professional Development Goals, and Service Goals. Select the appropriate category for your goal. 5. Attachments: You can attach documents that are relevant to your goal. You may add up to three attachments to a goal. Attachments can be Word, Excel, PowerPoint, Outlook, pdf, txt, rtf, gif, or jpg files. a. Click on the Plus icon next to the Attachments heading to attach a document to the goal. Browse for the file and click Upload. Spellcheck: You can check the spelling of your goal content at any time by clicking on the Spellcheck (ABC) button at the bottom of the Create Goal page. Save as Draft: Click on the Save as Draft button if you are not finished creating a goal and want to return to it later. The goal will be saved for you to continue and not submitted for approval or be visible to anyone but yourself. SUBMIT: When you have finished creating your goal, click on the Submit button at the bottom of the page. The status of your goal becomes Pending Approval and you must click the Send an Approval Request link on the Goals screen to send an email to the approver. From the Cornerstone Welcome page, select the Performance tab and click the Goals sub link. Click on Send an Approval Request in the lower right corner. Your manager then receives notification that you have submitted goals for approval. 15 UNIVERSAL PROFILE OVERVIEW Your Universal Profile page is the primary portal to access your profile information. From this page, employees can: Edit profile information Send and view feedback Review tasks that are due or have been completed View important documents To view your Universal Profile, click the Universal Profile link in Home drop-down menu. Basic Information in your profile will be populated when you initially log in. Bio Section There are three available tabs in the Bio section: About - contact information Resume - professional data you upload; only you and your manager can view your resume information Career Preferences – long term career goals You can edit existing information by clicking on the edit icon for each section. Add information by clicking on the “+” icon in each section. Feedback In this section, you can view and send feedback and “badges.” In the search box, enter then name of the employee to whom you want to share feedback. 16 1. Enter your feedback in the “share your feedback” box. 2. Select visibility from the dropdown menu. 3. Attach documents supporting your feedback by clicking on the attachment icon (this is optional). 4. Click on Post to share the feedback. An email notification is sent to the recipient. 5. Badges are tied to competencies. To share a badge click on the badge icon. 1. Enter your comment in the “share your feedback” box. 2. Select the appropriate competency badge. 3. Click on Post to share the badge. An email notification is sent to the recipient. Actions Tasks and goals that are due or completed are listed in this section. Snapshot The Snapshot section contains your current job description, a pdf of your previous Planning Guide and other files that you may download. 17 VIEWING GOALS From the Goals main page, you have the ability to view all of your goals and your team goals from the following tabs: My Goals - Displays all of your goals. By default, this is the tab you see when you open this screen. Team Goals - Displays the goals of your direct reports (if applicable). If you have no direct reports or if your direct reports have no goals within the specified time frame, this tab will not display. When viewing the goals in these tabs, you are viewing goals that overlap with the time period displayed at the top of the goal list. You can modify this time frame at any time by either selecting a predefined time frame from the drop-down list or by selecting specific dates using the calendar feature. Once you have set the time period, click Search to apply the setting and update the list of goals. Current Period is the default period. Previous Period is the same amount of time, moved back one period. To view cancelled goals, select the Show Cancelled option at the top of the goals list. Cancelled goals are hidden by default. To hide completed goals, select the Hide Completed option at the top of the goals list. Completed goals are visible by default. The settings you select for date filters and hiding cancelled or completed goals will be saved. If you leave this page to create a goal or view your goal hierarchy and return to the page, your settings will be unchanged. View My Goals To view your goals, log in to Cornerstone. Select the Performance tab and then select the Goals sub link. The My Goals tab of the Goals main page contains all of your goals. From here you can: Manage Goals Edit Goals Copy Goals Cancel Goals 18 MANAGE MY GOALS Clicking on the title of each goal opens the Manage Goal page, which provides a complete view of the goal, including details, progress, attachments, comments and history. Goals in Pending Approval status cannot be managed (only edited.) 1. The General section of the Manage Goals page contains basic details about the goal, including the title, description, and start and end dates. Additional information includes: 2. Progress: This is the overall goal completion percentage. You can manually update the percentage to record progress. The color of the progress bar is determined by the goal status. Be sure to click SAVE after making changes to your goal. 3. Status: This is the overall goal status, determined by goal progress and amount of time remaining for completion. 4. The Attachment section displays all relevant materials attached to the goal. This section appears with a plus icon next to the section title. Click the plus icon to attach a file to this goal. You can attach a maximum of three documents to each goal. Maximum file size is 1MB and is limited to Word, Excel, PowerPoint, Outlook, pdf, txt, rtf, gif, and jpg files. Attachments do not require approval. Be sure to click SAVE after making changes to your goal. Once files are attached, they appear in this section and can be removed by clicking the trash can icon next to the attachment. You can expand or collapse the Attachment section by clicking the arrow on the far right side of the section heading. 5. The Comments section allows you or your manager to add comments related to all aspects of the goal. All comments are visible in this section. To add a comment, click the plus sign icon next to the section title. To reply to a comment, click the Reply (speech bubble) icon next to the comment. To delete a comment you have added, click the trash can icon next to the comment. Be sure to click SAVE after making changes to your goal. You can expand or collapse this section by clicking the arrow on the far right side of the section heading. 6. The History section displays all of the editing and managing history of the goal, including creation, edits, approval/denial, and progress updates. Comments and addition or removal of attachments do not appear in this section. Select Goal History to view only the history of the overall goal. You can expand or collapse this section by clicking the arrow on the far right side of the section heading. 19 Edit Goals The Edit Goal page is where users can change the goal details. It also includes Attachments, Comments, and History. You can directly modify all of the information that is displayed here. Changes trigger an email to your manager for review and approval. NOTE: Use Manage Goals to update your progress on goals. Use Edit Goals to make changes to the goal details. To add a comment, click the plus sign icon next to the section title. When you are finished editing your goal, click on the Submit Changes button at the bottom of the page. Once your changes are submitted, the status of your goal becomes Pending Approval and you must click the Send an Approval Request link on the Goals screen to send an email to the approver (if the corresponding email is active). Adding or removing an attachment and adding a comment do not require approval. All other changes require approval. 20 Copy Goals You can copy any goal by clicking the Copy icon next to the goal in the Options column, which takes you to the Create Goal screen. This process is the same as creating a goal. Once you click Submit, the status of your goal becomes Pending Approval and you must click the Send an Approval Request link on the Goals screen to send an email to the approver. The goal now appears in the My Goals section on the goals main page. Cancel Goals You can cancel any goal you own by clicking the Cancel icon next to the goal in the Options column. The status of your goal becomes Pending Cancellation Approval and you must click the Send an Approval Request link on the Goals screen to send an email to the approver. ANNUAL YEAR END PERFORMANCE REVIEW To access the annual year-end review, log on to Cornerstone and click on the Performance tab. Select the Performance Reviews link. The Performance Review Summary page enables users to view the performance reviews assigned to them, as well as the performance reviews in which they are the reviewee. The Performance Review section is divided into two tabbed sections: My Assigned Reviews and My Personal Reviews. The My Assigned Reviews tab displays all of the reviews that are assigned to the user, including reviews in which the user completes a self-review and in which the user serves as a reviewer of others. 21 1. To search for a review, enter the review title in the Title field and click Search. 2. To include completed and expired tasks in the display, select the Show completed and expired tasks option. 3. The Review table displays the following information for each review: Title - The review title. For off-cycle reviews, the task name is also displayed in parenthesis after the review title. Click the review title to launch the review. Description - The review description. Status - The status of the review. Start Date - The review start date. Due Date - The review end date. The My Personal Reviews tab displays all reviews in which the user is the reviewee. The reviews are displayed in reverse chronological order by review period start date. Completed or expired reviews can be downloaded as a PDF along with any attachments. The Review table displays the following information for each review: Review - The review title. For off-cycle reviews, the task name is also displayed in parenthesis after the review title. Click the review title to launch the review. Review Period Start Date Completion Date - The review completion date. If the review is not yet complete, N/A is displayed. Task Status - The status of the review. Rating - The rating received from the review. If review rating is not displayed to the user, as determined via review task settings, then "No Rating" is displayed. If the review is not yet complete, N/A is displayed. Attachments - If a review is complete or expired and at least one file is attached to the review, then the attachments can be downloaded by clicking the Attachment icon. This opens the Open Attachments pop-up, which displays all of the available attachments. Click the attachment title to download the attachment. To launch a review, click the review title. You will also see “Compete Year End Review Step” and due date listed in Your Tasks on the Cornerstone Welcome page. 22 The Overview page for the performance review displays a snapshot of the review. At the top, the title of the review is displayed along with the review period. The review period is the range of dates on which the employee is being reviewed. On the left, the Sections panel displays each of the sections you must complete for the performance review task. The section you are currently on is highlighted. The Review Step Progression section displays the sequence of review steps for the performance review. The step you are currently completing is highlighted. 23 The options button provides access to: Attachments - Select this option to upload attachments to the performance review View Feedback - Select this option to view the reviewee's social feedback from the performance review period. Only the feedback that is visible to the reviewer on the reviewee's Universal Profile Feedback page is displayed in the pop-up. Print Review - Select this option to print the performance review. This option prints all sections of the performance review, including all submitted responses. SELF REVIEW To begin your Self-Review, click on the Get Started button in the bottom right corner of the Overview page. Navigation Buttons The following buttons are available at the bottom of each page: Back - This button takes users to the previous page of the performance review. This button is not available on the first page of the performance review. Save and Exit - This button saves the reviewee or reviewer's progress and exits the performance review. Save and Continue - This button saves the reviewee or reviewer's progress and proceeds to the next step of the performance review. This button is not available on the final page of the performance review. Submit - This button submits the performance review and is only available when all sections of the performance review are complete. Once the step is submitted, you cannot modify the review step unless multiple submissions are allowed for the reviewstep. 24 For each Key Responsibility, rate your performance using the drop down rating scale. To see the description associated with the rating scale items, click the question mark icon Click on the arrow button in the top right corner of each Key Responsibility to view: Goals Page Comments: Comments you or your manager added to your goal throughout the performance year. Goals Page Attachments: Attachments you or your manager added to your goal throughout the performance year. You may also add comments for each Key Responsibility. Click Save and Continue. 25 For each Operational Goal, rate your performance using the drop down rating scale. To see the description associated with the rating scale items, click the question mark icon Click on the arrow button in the top right corner of each Operational Goal to view: Goals Page Comments: Comments you or your manager added to your goal throughout the performance year. Goals Page Attachments: Attachments you or your manager added to your goal throughout the performance year. You may also add comments for each Operational Goal. Click Save and Continue. 26 For each Competency, rate your performance using the radio button under each statement. To see the description associated with the rating scale items, click the question mark icon NOTE: NA is an option for competencies Note that comments are required. Click Save and Continue. 27 For each Professional Development Goal, rate your performance using the drop down rating scale. To see the description associated with the rating scale items, click the question mark icon Click on the arrow button in the top right corner of each Professional Development goal to view: Goals Page Comments: Comments you or your manager added to your goal throughout the performance year. Goals Page Attachments: Attachments you or your manager added to your goal throughout the performance year. You may also add comments for each Professional Development Goal. Click Save and Continue. 28 For each Service Goal, rate your performance using the drop down rating scale. Click on the arrow button in the top right corner of each Service Goal to view: Goals Page Comments: Comments you or your manager added to your goal throughout the performance year. Goals Page Attachments: Attachments you or your manager added to your goal throughout the performance year. You may also add comments for each Service Goal. Click Save and Continue. 29 Describe Significant Accomplishments for the review period; these are accomplishments above and beyond those identified in the Planning Guide. Click Save and Continue. The Summary page appears at the end of the review as the last page of the review. This contains the section names and the goal ratings along with the maximum rating. Click Submit to continue. 30 When your self-review has been successfully submitted, you will see the following message: SIGN OFF You and your manager will schedule a time to discuss your Annual Review. Once the manager signs off on the review, you will see “Complete Year End Review Step” and a due date listed in Your Tasks on the Cornerstone Welcome page. The Overview page for the Performance Review shows the Review Step Progression sequence is now at the “Employee Sign Off” step. 31 The Sign Off allows the employee, reviewing manager, and administrative reviewer to electronically sign the Performance Review. A signature line appears for each role added to the signature section. Sign your self-review by entering your full name in the Employee field and clicking Sign. You can re-sign prior to submitting the associated step by clicking the Re-Sign button. The submitted signature displays the name in the font selected by the employee on the Edit Preferences page and a date stamp. You may also add comments in the open text box. When completed, click the Submit button. 32 Employee Competencies Customer/Student Focus Makes internal and external stakeholders’ needs a primary focus to facilitate student success. Responds in a timely and appropriate manner. Takes ownership in addressing the needs of customers and students using effective approaches or developing appropriate solutions. Collaboration Actively participates as a member of a team to move the team towards the completion of shared goals. Engages colleagues through sharing information with direct reports, other coworkers or stakeholders. Establishes and maintains collegiality and cooperative working relationships with internal and external partners. Continuous Improvement Identifies and understands issues, challenges and learning opportunities in self, department, or College. Supports innovations in departmental and/or College continuous improvement initiatives. Adapts to new work structures, processes, requirements, or cultures. Professionalism Leads by exemplifying skill, good judgment, integrity and trustworthy behavior. Contributes to creating a healthy and positive work environment. Works to achieve quality results within one’s area of responsibility while striving for excellence. Managing Work Effectively organizes and carries out work processes to achieve individual and organizational goals. Sets priorities and makes appropriate decisions to complete assigned tasks and solve problems efficiently. Carefully and thoughtfully practices stewardship of public resources. Two additional for managers: Managing People • Sets clear expectations, gives active and concrete assistance and instructions, and provides effective and timely feedback/coaching. • Demonstrates fairness and deals firmly, swiftly and appropriately with performance problems or conflict situations. • Encourages, supports, recognizes and celebrates achievements. • Challenges, develops, enables and allows the contributions and growth of team members. • Listens to, builds consensus, inspires a shared vision and motivates action in others within an inclusive environment. • Delegates work and allocates decision making authority and/or task responsibility to appropriate others to maximize the organization’s and individual’s effectiveness. Leadership • Keeps current on local, national and international trends (including technology) and shares knowledge. • Anticipates and makes plans for future organizational change. • Makes solid business decisions, takes appropriate risks, sets achievable goals and is accountable for financial impact/stewardship. • Performs under pressure, recovers well from mistakes, accepts appropriate responsibility. • Sets a genuine example, follows through on commitments made and listens to diverse points of view. • Builds trust and creates a safe space for courageous conversations. 33 Rating Scale Performance Review Rating Scale for Goals and Competencies Exemplary Accomplished Needs Development Unsatisfactory Not Applicable (NA) / Too New Performance frequently exceeds critical objectives, competencies, and job responsibilities. Employee has made superior contributions to the department and/or College. Employee models effective behaviors that are an example to others. Documentation of exemplary performance is required. Performance consistently meets, and may exceed, critical objectives, competencies, and job responsibilities in an effective and efficient manner. Employee has made the expected contributions to the department and/or College. Employee engages in activities to expand knowledge and skills to improve performance. Critical duties require minimal supervisor follow-up and direction. Performance does not meet some critical objectives, competencies, and job responsibilities on a consistent basis. Employee infrequently engages in activities to expand knowledge and skills to improve performance. Critical duties require more than usual supervisor follow-up and direction. Supervisor has provided, or made available, support, additional training and resources for the employee to assist in their development. Performance does not meet many (or most) critical objectives, competencies, and/or job responsibilities on a consistent basis. Deficiencies exist and impact performance. Employee requires significant follow-up and direction. Supervisor(s) have provided, or made available, support, additional training and resources to the employee, but performance has remained inadequate. Employee is not developing at an appropriate pace towards “Accomplished.” Documentation of unsatisfactory performance and a Performance Improvement Plan is required. (For Competency Rating Only) During the review period, there was little or no opportunity to perform this competency or the employee is too new to the position to be evaluated on this item. Please explain in the comments.