ePerformanceFAQs

RECORDSRETENTION/ACCESSIBILITY HowwillourrecordsretentionpolicybefollowedwithregardstoePerformancedocuments?Human ResourcesisresponsibleforpersonnelrecordsretentionandwillcomplywiththeUHrecordsretention policyandpurgerecordsattheappropriatetime. WhenusingtheNotesfunction,whocanviewandaccessthenotes?Onlyyou,thesupervisor,will havethenotesreadilyaccessibleforyourownviewing.However,youcangrantaccesstoviewthe notesbytransferringittoanothermanager,aseniormanageroreventheemployeeifyouwish.Aswith anydocumentontheUHsystem,thenotesaswellarealwaysaccessibleundertheFreedomof InformationActandarediscoverable. REPORTSTO Whatifanemployeereportstotwodifferentpeopleorhasadottedlinereportstootherthanthe immediatesupervisor?Canbothsupervisorsviewandeditthedocument?Yes.Theprimarysupervisor willneedtoworkwiththeothersupervisortoinsuretheybothhaveinput.Bothsupervisorscanshould utilizetheTransferDocumentfunctiontosendthedocumentbackandforthbetweeneachother. Whatif aCBA/DBAwantstoreviewalldocumentswithinCollegeforconsistency andtomakesure thereisnothinginappropriateinadocument?IfaCBA/DBAhasbeendelegatedtheresponsibilityto reviewthedocuments,therearetwooptions.Theadministratorcaneitherchangethereportstofield to himself/herself. Or, the administrator can ask the manager to transfer the document(s) to the administrator. ACCESS&SETUP WhatdoIdoifIcantlogin?Requestanewpassword.FromthePeopleSoftSignOnscreenclickon RequestaNewPasswordorRequestyourUserId. WhatifIcantseethePerformanceManagementmoduleinManagerSelfService?ContactSandra ArmstrongatSGArmstrong@uh.eduor7137431962. WhatdoIdoifIgetanalertthatreadsYouarenotauthorizedtoaccessthiscomponent.Contact yoursystemadministrator?SendanemailtothesystemadministratorSandraArmstrongat SGArmstrong@uh.edustatingthemessageyouarereceivingandthespecificaccessyouarebeing deniedwhichyouneed. WhatifIcantseethePerformanceDocumentsinPASS?First,emailyourCBA/DBAtoconfirmthat yourgrouphasbeenaddedtotheReportsToMaintenancepage.Ifthathasbeencompletedandyou stilldonotseethePerformanceDocuments,contactSandraArmstrongatsgarmstrong@uh.eduor713 7431962.

10/05/2010

 WheredoIgotochangereportingstructurewhenneeded?Reportingchangesshouldbe communicatedtotheDepartmentBusinessAdministratororCollege/DivisionAdministrator.The ReportsToMaintenancepageismanagedbyeachdepartment. WhatifIdontseeallofmyDirectReports?EmailyourCBA/DBA(andcarboncopyyourHRGeneralist) listingthemissingemployee(s).TheReportsToMaintenancepageismanagedbyeachdepartment. WhatiftherearetoomanyemployeesinmyCurrentDocumentslist?EmailyourCBA/DBA(andcarbon copyyourHRGeneralist)listingtheadditionalemployee(s).TheReportsToMaintenancepageis managedbyeachdepartment. Isthedocumenttemplatealreadypreloadedtomatchtheemployeesjoblevel/skill? Yes,HRhasalreadyidentifiedifanemployeequalifiesforthestaff,managementorexecutivetemplate andhasloadeditaccordingly. MayIattachdocumentationsuchasperformanceimprovementplansorproofofaccomplishmentsin ordertosupportaNeedsImprovementorOutstandingPerformancerating? Thisiscurrentlybeingconsideredandwehopetohavethisfunctionalityinthefuture.Wewillupdateas progressismade. DoMacusershavethesameaccessandfunctionalitywiththePeopleSoftePerformancesystem?Yes, accessandfunctionalityarethesame.Youmustuseoneofthesupportedbrowsers,withInternet Explorer8highlyrecommended.OthersupportedbrowsersarelistedonthePeopleSoftLoginwebpage. TRAINING&ePerformanceLIAISON WhataremyoptionsasmanagerfortrainingandlearningabouttheePerformanceprocess? Attendatrainingsessionofferedtoyourdepartment;attendoneofthemonthlygeneralsessions offeredbyHR(checkthatcalendarathttp://www.uh.edu/hr/training/hrtraining.htm);oraccessthe onlinetrainingavailableathttp://tsg.e.uh.edu/training/hr/eperformance/. Aftertrainingyoucanrefertotheonlinecourse,accessthesupportmaterialsviatheHRwebsiteand takeyourquestionsdirectlytoyourdepartmentsePerformanceLiaison. WhatarethetrainingoptionsformystafftolearnabouttheePerformanceprocess?Goodnews! Duringthisphase,thestafftrainingisminimal.Youhavemanyoptions,accesstheabbreviated slideshowandyourorthedepartmentsliaisoncancommunicatethenewprocesstothestaff.Or,anHR Generalistcanvisitastaffmeetingandpresentforyou.Or,yourstaffmember(s)canattendoneofour shortinformationsessionsthatwillbeheldregularlyinRoom341. HowdoIknowwhoistheePerformanceLiaisonformydepartment?Youshouldhavereceivedan emailfromyourdepartmentsliaisonintroducingthemselvesandaskingthatyoudirectquestionsto him/her.Ifnot,contactyourCBAorDBA. ESTABLISHINGCRITERIA ExplainthereviewperiodinrelationtotheEstablishCriteriaphase?Thisyearthereviewperiodis fromApril1,2010,toDecember31,2010,withtheactualevaluationbeingfinalizedinMarch2011. BetweenAugust9,2010,andNovember1,2010,managerswillworktosetcriteria(jobresponsibilities, 10/05/2010

 goals,competencies)intheePerformancedocumentsforeachoftheiremployees.Someoftheseitems (responsibilitiesandgoals)wereprobablydiscussedduringthelastPCDandwillbetransferredbythe managertothenewdocument.Inaddition,someoftheitemsarepresetinthedocumentfromthejob descriptionandthecompetencymatrix. WhodeterminestheduedateforEstablishingCriteriaandCompletionofManagerEvaluationdue dates?ThesedatesarepredeterminedandpopulatedbyHR.Youwillreceiveautogeneratedemail remindersasthedeadlinesapproach. FortheCY2010reviewcycle,whatarethedeadlinestoestablishcriteriaandcompletetheevaluation? TheapproximatedeadlineforEstablishingCriteriaisNovember1,2010whilecompletingthe evaluationratingswillbeMarch31,2011. DoIneedtoestablishperformancecriteriaallatonetimeorcanIdoitinpieces?Youcanworkon establishingcriteriaforanemployeeinmultiplesessions.YoushouldSaveyourworkattheconclusion ofeachsession.ItshouldbeCompletedbytheestablisheddeadline. WhathappensifIdontEstablishCriteriaformyemployee(s)bythedeadline? Youarestronglyencouragedtomeetthedeadlinetoinsuretheevaluationprocessstaysonschedule anddialoguewithemployeesiscontinuous.However,ifthedeadlineisnotmetyouwillreceiveemail reminders. FUNCTIONS FUNCTIONSWITHINTHEESTABLISHCRITERIASTEP TellmeabouttheSavefunction.TheSavefunctionworkslikeabookmark.Youcansavechanges fromonesessionwiththeoptiontoeditwhatyouveprovidedthusfaroraddadditionalinformation. Onceeditedandsavedpreviousversionsarenolongeravailable. WhatabouttheCancelfunctionwithintheEstablishCriteriastep?Choosingcancelerasesallthe informationyouhaveenteredduringthatsession.Ifthisisyourfirstsessionitwillrestoretheoriginal documenttemplate.Ifyoupreviouslysavedchanges,choosingcancelwilleraseonlythechanges youveaddedinthecurrentsession. WhatabouttheCompletefunction?AlthoughyouwillseetheCompletefunctionatvariouspoints throughoutthedocument,DONTchoosecompleteuntilyouhaveenteredalltheperformance criteriaandthedocumentisreadyfortheemployeetoview.ContinuetoSaveuntilyouarereadyto Completethedocument. Choosingcompletewillsendyouremployeeanemailnotificationthathis/herperformancecriteriais availableforviewing.Thisisgeneratedeverytimeyoucompletethedocumentduringthereview period. WhatifIaccidentallyhitcompletebutImnotfinished?Choosingcompletewillsendyour employeeanemailnotificationthathis/herperformancecriteriaisavailableforviewing.Thisis generatedeverytimeyouCompletethedocumentduringthereviewperiod.Ifyouaccidentally Completethedocument,notifytheemployeethatyouwillreopenthedocumentandtheywillgetan additionalnotificationwhenitiscomplete. 10/05/2010

 TheDocumentDetailspagefortheemployeewillallowyoutoViewthecompleteddocument.Clickon ViewandyouwillseeaReopenbuttonatthetopofthepage. YoucanReopenthedocumenttomakechangesatanytimeduringthereviewperiod. ADMINISTRATIVEFUNCTIONSTHATAPPLYTOTHEENTIREPERFORMANCEDOCUMENT HowdoItransferanemployeesperformancedocumentinthesamejobtitletoanotherdepartment ormanager?UsethetransferfunctionwithinAdministrativeTasks. HowdoIpermanentlycancelaperformancedocumentforanemployeewhoterminates employment?UsethecancelfunctionwithinAdministrativeTasks.ItwillberemovedfromyourCurrent Documentsqueue,howeverHRwillcanstillviewitandwillhavearecordforhistoricalpurposes. RESPONSIBILITIES,GOALS,&COMPENTENCIES Iwanttoeditthecompetencydefinitionbutitwontletme,Why?TheDDIcompetencieshavebeen purchasedasalibraryandhavebeentestedandreviewedforlegalcompliance.Weareunabletoallow userstoeditthesedefinitions.YoudohavetheabilitytoselectanothercompetencyoutsidetheCluster provided. Whatisthedifferencebetweenagoalandacompetency?Agoalisobjectiveorplanofactionthata personororganizationplanstoachieve.Agoalshouldbespecific,measurable,attainable,realisticand timely.Agoalistangible. Acompetencyisthespecificbehavior,knowledge,andmotivationthatanemployeemustdemonstrate inordertobeeffectiveinagivenjoborrole. Whatisthedifferencebetweenacompetencyandaresponsibility?Acompetencyisthespecific behavior,knowledge,andmotivationthatanemployeemustdemonstrateinordertobeeffectiveina givenjoborrole. Aresponsibilityisajobtask,action,orobligationthatispartofyourspecificpositionorassignmentand mostoftenhasafrequencyandqualityassociatedwithit. Ourdepartmenthasaseriesoffoundationgoalsthatappliestoeveryemployee.Canthegoalsbepre loadedbyHR?Forthistransitionyeardepartmentalgoalswillneedtobemanuallyloadedbythe manager.Eachyeargoingforwardthedocumentswillbeclonedtoprovideconsistencyfromyearto yearandwillonlyrequireminortweakingofgoalsandcompetenciesand/orresponsibilities.Our suggestionistocopyandpastethegoalsfromaworddocument. WEIGHTING&RATING WhatisthedifferencebetweenWeightingandRating?Weightingisdeterminingwhatpercentageof timeandeffortisspentinrelationtoothers.Ratingishowwellapersondoesonthatparticulartaskor setoftasks.

10/05/2010

 Iseefieldsforweightingthecriteria,butnotrating.Why?Theratingfieldswillbecomeavailable(and viewable)inStep2whenthemanagerbeginstheevaluationprocess. WhatisthedifferencebetweenWeightingandRatinganItemandWeightingandRatingtheSection? YouwillweightandratesectionsoftheePerformance(responsibilities,goals,competencies)basedon howcriticaleachsectionistotheposition.Withineachsectiontherewillbeindividualitemsortasks thatwillalsobeweightedandratedbasedonhowcriticaleachitemistothatsection. ShouldIweightapredefineditemzeroorshouldIdeleteitfromthepage? Withinthesectionsthatareweighted,HRrecommendsthatpredefinedsectionitemsloadedbyHR shouldbeweighted0%ratherthandeleted. WhatifIfindthatIamweightingseveraljobresponsibilitiesatzeropercent(orchoosingtodelete them)?WiththisbeauditedbyHR?HowwillHRdealwiththesesituations?TheHRCompensation Teamwillbeworkingonrevisingthejobdescriptionsoverthisnextyear.Thedatacollectedfromthe ePerformanceprocesswillbeusedaspartofthisprocess.TheHRCompensationteamwillbereviewing aftertheprocessisfinalized,priortothatifyouasamanager/supervisorfeelthatthejobdescriptionis notinlinewithwhatyouremployeedoesyoushouldcontacttheHRCompensationteamformore guidance. WhataboutsectionsitemsthatIadd?Musttheyalsobeweighted?HRrecommendsthatyoudo weighteachsectionitemyouaddforatotalof100%.Ifyouchoosetoleavethesectionitemsyouadded at0%,theweightwillbeequallydistributedamongthosesectionsitems. Doesthisnewsystemaffectmerit?Currently,jobperformanceispartofthecriteriausedtodetermine thedistributionofmeritwhenmeritisavailable.Jobperformancewhendoneaccuratelyshouldidentify yourtopperformersandyourtopperformersaretheemployeesthatshouldreceivemerit. Performanceevaluationsshouldnotbeusedforpayequityissuesortogivecostoflivingincreasesfor employees. Isitadvisabletoallocatemoreweighttoonepersonwhomyousuperviseinaparticularjobtitlethan toanotherpersonyousuperviseinthesamejobtitle?Thisisfineandshouldbedeterminedbyjob assignmentswithinyourdepartment. Forexample,onesecretaryisrequiredtoanswerthemaindepartmenttelephoneandanother secretaryisthebackupforthis.Thefirstsecretarywouldbeweightedhigheronthisdutythan thesecondsecretaryduetotheirjobassignments. How will documentation be submitted to substantiate an Outstanding Performance or Needs Improvement Rating? When we get to the rating portion of the ePerformance process (Step 2) in January, you will have an area to write comments. At that time you should be able to document behaviorsthatdemonstrateseitheroutstandingorneedsimprovementrating. EMPLOYEEDEVELOPMENTANDTRAININGOPPORTUNITIES Howwillthistoolbeusedtoidentifyareasforemployeedevelopment?Whowillberesponsiblefor this? Will HR be identifying these needs? The HR Training team will be looking at areas with high concentrations and will be developing or identifying training that needs to be developed. Once areas

10/05/2010

 havebeenidentifiedbetweensupervisorandemployee,thetrainingteamcanhelpidentifyappropriate resources. Ifcustomerserviceisarequiredcompetency,whyiscustomerservicetrainingnotrequired?Howcan webegintoevaluateemployeesonthisnowwhenitisalmostendofevaluationperiod?Ifyou,asa manager,havenotidentifiedspecific serviceexcellencerequirementsforyouremployees,youshould usethisasanopportunitytodoso.Basedonyouroperation,identifybehaviors(internalandexternal) thatexemplifygreatCustomerService.IfyouneedassistanceyoucancontactyourHRTrainingTeam. CustomerServicehasbeenanongoingfocusoftheUniversityandwhileCustomerServiceTrainingisnot yetarequiredtraining,ithasbeenofferedonaregularbasis.Rememberyouaresettingthecriterianow thatyouwillactuallyratetheemployeeonbetweenJanuarythroughMarch.Soyoustillhavetimeto beginholdingpeopleaccountableforServiceExcellenceifyouarenotalreadydoingso.

10/05/2010