e-Performance User Manual - City and County of Denver
Contents
1. E mail Review Approve or Deny PEPR Manager Supervisor receives e mail Review Manager Comments Supervisor Make Necessary Changes if needed Supervisor Return to Manager if needed Supervisor Sup Mer receives e mail Review Approve or Deny PEPR Manager Supervisor receives e mail Deliver PEPR to Employee Supervisor Enter employee comments Supervisor Complete PEPR Supervisor 302. Operations Supervisor PEPR 01 01 2009 12 31 2099 wy You have successfully completed the Establish Criteria step Performance Document Details Employee Andrew 106404 Job Title Operations C 1882 Lawrence supervisar Document Type PEPR Period 01 01 2009 12 31 2009 Template PEPR Document ID 854 Supervisor Jeffery Bartlesan Status In Progress Document Progress Step Status Due Date Establish Evaluation Criteria E t j yi x V 1 PEP Completed 03 07 2010 jew Complete Supervisor Evaluation e i cius PEPR Mot Started 03 07 2010 Return ta Select Dacuments 16 Exercise Create Performance Criteria 1 Click on the Current Documents link 2 Select a PEP that you created in the previous exercise at the start of class 3 Add multiple duties 2 outcomes 4 and a development item to the PEP using the information in the PEP R that you brought with you to class Make sure to weight them appropriately 4 Make sure to check spelling as you are editing using the book checkmark icon located to the right of the Description and STARS Values Measurement Tools fields in the Add An Outcome screen Add an Additional Duty screen and the Add a Development Item screen 5 Assign a weight to each outcome if you would like 6 Add two performance notes on this employee using the Maintain Performance Notes menu item whatever you would like the notes to be or by clicking on the notepad icon in the duty 7 Sav
3. documentation during the next review period Finally Bugs had some issues this year with achieving our internal communication standard Specifically Bugs was delinquent in delivering messages to staff and provided inaccurate information on meeting notices It is this supervisor s recommendation to send Bugs to training on effective communication skills oe Weight Supervisor Comments Elmer is an active participant in our unit s file purging project specifically in the development of the criteria of disposal storage and retrieval of files He reviewed and edited all incoming and outgoing documentation for accuracy completeness and relevancy in a timely manner Finally Elmer had some issues this year with achieving our internal communication standard While Elmer was able to deliver all messages and meeting notices in a timely manner often these messages were inaccurate or hard to decipher It is this supervisor s recommendation to send Elmer to training on effective communication skills Notes VP Ke DENVER THE MILE HIGH CITY 28 Notes VP Ke DENVER THE MILE HIGH CITY 29 ePerformance Process Action Role Create Performance Documents PEP Supervisor Edit Performance Documents PEP Supervisor Complete Performance Criteria Turn Into Supervisor PEPR Further Refine PEPR if needed Supervisor Rate Employee Complete PEPR Supervisor Send PEPR for Mgmt Approval Supervisor Sup Mer Receive
4. 33 015 48 225 DUTIES Resolves routine significant and sensitive problems using the specialized technical knowledge of the organization Reviews and evaluates facts and makes decisions according to guidelines Recommends improvements and solutions to organizational problems Applies and explains the specialized technical information of the organization to internal external customers Reviews organizational information for accuracy and adherence to guidelines Corrects information when necessary Prepares and processes documents according to specialized technical guidelines OUTCOMES 1 Assist with file purging project create criteria for disposal storage and retrieval using CCD retention guidelines Project target completion date 5 11 2 Review and edit all existing information and documentation that goes to customers internal and external for accuracy completeness and relevancy using CCD communications protocol Due by 12 15 10 3 Oversee internal communication flow to assure that team receives messages mail meeting notices etc Assess current flow and suggest improvements by 11 30 10 EMPLOYEES Employee Salary Quartile EMPLOYEE PERFORMANCE amp PERFORMANCE RATING Donald Duck dis Weight Supervisor Comments Donald is an active participant in our unit s file purging project specifically in the development of the criteria of disposal storage and retrieval of files He reviewed and edited all incoming and
5. Create Documents Selected Employees Employee ID Last Name First Name 104330 Macias August 106404 Lawrence Andrew Return to Select Employees e The start and end dates will be for the evaluation period i e 1 1 2013 12 31 13 e There is one option for Document type and that is PEPR e he Create from Prior Document field and Template fields will appear once the PEPR document type has been selected If you are creating a PEP from scratch make sure to once again select PEPR in the Template field and leave the No option selected in the Create from Prior Document field It you want to copy or clone a PEP to use on another employee go to the next section for instructions e Click the Create Documents button The Create Performance Documents Results screen appears that will include a Create Documents and Current Documents links To continue the process click on the Current Documents link To begin the editing process click the PEPR link next to the employee you would like to edit Current Performance Documents Listed below are the current performance documents for which you are the Supervisor Performance Documents Customize Find View All E First 4 4 2 of 2 H Last Employee Docurny Begin Date End Date Job Title Status Andrew Lawrence PEPR 01 01 2010 12 31 2010 Operations Supervisor In Progress August Macias PEPR 01 01 2010 12 31 2010 Operations Supenisor In Pro
6. PeopleSoft 9 0 ePerformance Module Student Manual a u Office Of Human Resources n de DENVER Training and Organization Development amp Classification and Compensation MEDIUM 1 CREATE DOCUMENTS PEP CREATE PERFORMANCE DOCUMENTS PEP BY CLONING EXERCISE CREATE PERFORMANCE DOCUMENTS CREATE PERFORMANCE CRITERIA PEP DELIVERED OUTCOMES ADD PERFORMANCE NOTES EDITING DELETING ALREADY EXISTING DUTIES EDITING DELETING AN ALREADY EXISTING OUTCOME COMPLETING THE PEP EXERCISE CREATE PERFORMANCE CRITERIA PEPR STAGE EXERCISE EDIT AND RATE A PEPR SUBMIT FOR MANAGER APPROVAL APPROVING DENY PEPR AT MANAGER LEVEL EXERCISE SUBMIT PEPR FOR APPROVAL AND APPROVE DENY ADMINISTRATIVE TASKS TRANSFER DOCUMENTS TO ANOTHER SUPERVISOR CANCEL DOCUMENT DELETE DOCUMENTS RESET DOCUMENT STATUS EXERCISE DELETE PERFORMANCE DOCUMENTS EXERCISE ALLOCATING MERIT INCREASES EPERFORMANCE PROCESS 12 12 14 15 15 17 17 19 19 20 22 ACCESSING PEOPLESOFT EPERFORMANCE To access PeopleSoft ePerformance perform the following steps e Click on the Home Page Tab e Inthe Global Menu click on Online Tools and Programs e Click on PeopleSoft Tools e Click on Manager Self Service e Click on Performance Management lac Performance Management utr Plan evaluate and manage performance and development for your workforce Performance 3 Development Document Mgr Self Service Tra
7. RS Values Measurement Tools STARS Service Teamwork Measurement Weight 0 Outcome 2 Description Outcome 2 STARS Values Measurement Tools STARS Service Safety Weight 0 The ability to assign a weight to outcomes for Section Summary rating purposes 1S Section Weight 100 notless than 100 available If you decide Section 3 Development to use this feature the total weight must be 100 Description Attend an Advanced Word class Section 4 Employee Comments Employee Comments Section 5 Supervisor Comments Supervisor Comments Return to Document Detail You can establish performance criteria for a PEP by editing or adding to these three sections e To add an additional duty Click on the Add an Additional Duty link e To add an outcome Click on the Add an Outcome link e To adda Development ltem Click on the Add a Development Item link Complete each field Title Description STARS Values Measurement Tools and then click the Update button to add to the PEP You can also check spelling by clicking on the spell check icon located to the right of many of these fields The icon is a book with a checkmark Once you are satisfied don t forget to save the document sity and County of Denver Add an Additional Duty Andrew Lawrence Operations Supervisor PEPR 01 01 2010 12 31 2010 Tite 00 Description Use the book icon to Update Return t
8. Supervisor Operations supervisar Operations CJ1982 supervisar Operations supervisar Aviation CTOUSU Painting Supervisor Operations select Name EmpllD HR Status DeptlD Department Genara Aviation MAN ih Abeyta 111284 Active Field 5018020 James Karstetter Andrew Lawrence August Macias Aviation WAN Field 2 Aviation WAN Field sia Ayiatian IlAM Field iii 124884 Active CJ1882 5018020 106404 Active 5018020 104330 Active CJ1882 6018020 Raymond Moreno Ayiatian IAMN Field sia 109549 Active 5018020 Christopher 455454 active CJ1982 6018020 Mation MAN zz Nieto Larry Valdez 104771 Active CJ1882 supervisar Operations supervisar Field Aviation MAN ink ae Select the names of the individuals that require a PEP followed by the Continue button Note If you would like to do all PEP s at once click the Select All button followed by the Continue button You will then have access to the Create Performance Documents screen showing the individuals selected as well as the period start and end date and Document type fields Create Performance Documents Below is a list of employees that you selected for Performance Document Creation Complete the information in the Document Creation Details section below then click the Create Documents pushbutton to denerate documents for these employees Document Creation Details Periods B B Document Type
9. d approvers and the document has been finalized Employee Id XXXXXX Enployee Name Isaac Leichtle Transaction Performance Document Please visit the following URL for detailed information about the request http goversdevhre1 gov dnvr 8780 psp HR90TMP EMPLOYEE HRMS c ROLE MANAG ER EP APPRAISAL STAT GBL Page EP APPRAISAL EE amp Action U amp EP APPRAISAL ID 86 8 This communication was sent via Workflow Technology Please do not reply to this email 21 Exercise Submit PEPR for Approval and Approve Deny 1 As the supervisor return to the PEPR you have been working with for the exercises and submit it for approval if you have not done so already 2 Log out as the supervisor and log in as the manager using the manager ID that has been provided 3 Deny the PEPR and enter an approriate reason to deny the PEPR in the Comment field Log out as the manager and log in as the supervisor 5 Click on View Approval Status from the main menu and check the status of the PEPR 6 Reopen the PEPR and make a change 7 Save and Resubmit the document 8 Log out as the supervisor and log in again as the manager 9 Click view comments in the workflow area 10 Approve the PEPR 11 Log out as the manager and log in as the supervisor 12 Complete the PEPR 13 View the PEPR in the Historical Documents section Questions If a PEPR is denied by a manager what does the supervisor first need to do to make changes edits W
10. e your work and then complete the PEP QUESTION You do not need to worry about whether the outcomes weights total 10096 when you COMPLETE a PEP TRUE or FALSE PEPR Stage Section Objectives e Add Duties Add Outcomes Rate Outcomes Calculate PEPR rating Add Edit Employee Comments Add Edit Supervisor Comments Once you have completed a PEP the document will then become the PEPR You can still add additional Duties Outcomes in this phase but we would recommend that you discuss those with the employee You will also have the ability to rate each item of the Outcome section 17 City and County of Denver Supervisor Evaluation PEPR In Progress Stan Lechman Jr Legal Secretary PEPR 01 01 2009 12 31 2009 Author Therese Bates Role Supervisor Status In Progress Due Date 03 08 2010 Approval Mot Submitted Enter ratings and comments for each section inthis evaluation if applicable Save entries made on the evaluation by selecting the Save button Return to Document Detail Submit for Approval ail is You still have access naticted im this section sad the dut statement by ciena ie ada Duties inns 77 to the add an additional Duty Add an Outcome and Add a Development Item Section 2 Outcomes LI STARS Values Service Teamwork Accountability and Ethics Respect Safety n ks s CCOC02T1 Legal Secretary Operations Description Performs secretarial duties utilizi
11. egin editing a PEP click on the Start link City and County of Denver Performance Criteria PEP Draft stan Lechman Jr Legal Secretary PEPR 01 01 2009 12 31 2008 Return to Document Detail Example of the PEP template Section 1 Duties Below are the formal duties for this jab classification If employee is performing additional duties not listed in this section add the duty statement by clicking the Add Duties link e Click on Add an additional Duty to add a duty Click on Add an Outcome to add an outcome CCO2T1 Legal Secretary Operations Description Performs secretarial duties utilizing legal terminology procedures and documents Reviews and distributes documents Reviews attorney case files updates case records composes legal pleadings using attorney outlines Obtains case information from legal sources confirms and relays information By position may train other clerical employees ec Section 2 Outcomes Click on Add a STARS Values Service Teamwork Accountability and Ethics Respect Safety Development 99 Item to add Measurement Tools Customer Feedback Team Feedback Peer Feedback Supervisor Observations Reports development Selectthe appropriate STARS value and measurement tool and enter them in the STARS and Items Measures section for each Outcome after clicking Add an Outcome link Outcomes will be evaluated by Supervisor Description Outcome 1 STA
12. gress Click the PEPR link to start creating performance criteria Create Performance Documents PEP by Cloning Section Objective e Clone Copy an already existing PEP R to use on another employee One of the nice features of this system is that you can take an already existing report and make a copy to use for another employee This is called Cloning To clone follow these steps Click on Performance Documents Click on Create Documents Enter the As of date to obtain the direct reports list Click the Continue button Select the employees FOR whom you would like to create documents Click the Continue button Enter the start date and end date for the evaluation period in the Period field Choose PEPR in the Document type dropdown field Click the Yes radio button in the Create from Prior Document field Create Performance Documents Below is alist of employees that you selected f ertormance Document Creation Complete the information in the Document Creation Details section below then click the Create Documents pushbutton to generate documents for these employees Document Creation Details Period 01 01 2011 J 12 31 2011 The only difference in cloning documents is to select the Yes radio Document Type button in the Create from Prior Create from Prior Document Yes No Document field and select the employee to clone FROM in the PriorDocument QQ Prior Document field Yo
13. he ability to rate the outcomes Current Performance Documents Document Details Andrew Lawrence Operations Supervisor PEPR 01 01 2008 12 31 2009 Performance Document Details Employee Andrew 106404 Job Title Operations C 1982 Lawrence otatus has Supervisor Document Type PEPR changed to In Period 01 01 2009 12 31 2009 Template PEPR Progress Document ID 854 Supervisor Jeffery Bartlesan Status In Progress Document Progress _ Step Status Due Date Complete g In Progress 03 07 2010 Edit Complete link now appears Establish Evaluation Criteria PEP Complete Supervisor Evaluatio n O Motet na anA PEPR Mot Started 03 07 2010 Return ta Select Documents i5 To change the document into a PEPR to begin the rating process click the complete link in the Establish Evaluation Criteria section This will once again bring up the PEP Click the complete button at the top of the document City and County of Denver Perfdymance Criteria PEP Draft Andrew Lawrence Operations Supervisor PEPR 01 01 2009 12 31 2009 Return to Document Detail Click the Complete button to complete the PEP phase The document details screen will now look like this with a Start link in the PEPR section At the top a message appears stating that You have successfully completed the Establish Criteria step Current Performance Documents Document Details Andrew Lawrence
14. he link next located to the left of the corresponding employee e Enter a note start and end date e Click on the Add a New Note button 12 Performance Notes New Note Applications Selected Performance Note ID 100278 Christopher Smith Created 10 18 2010 2 04PM Creator Kendra Moskal Last Update by Note Text Return To Performance Note Selection e Edit the notes information including Subject and Note text and then click the Save button Note The screen will not change after you have saved If you wish to go back to a PEP click the Current Document link in the main menu Look Up ID Advanced Lookup Search Results View All 4 1 100 of 247 r Last Last Name EmpliD Name First Name Second Name Altemate Character Name SMITH 100275 Danald Smith DONALD blank blank SMITH 100278 Penelopy Smith PENELOPY blank blank SMITH 100278 Christopher Smith CHRISTOPHER blank blank SMITH 100331 Walter Smith WALTER blank blank SMITH 100433 Donna Smith DONNA blank blank SMITH 100444 Barry Smith BARRY blank blank SMITH 100447 Kenneth Smith KENNETH blank blank SMITH 100471 Carl Smith CARL blank blank SMITH 100518 Linelle Smith LINELLE blank blank SMITH 100642 William Smith WILLIAM blank blank SMITH 100663 James Smith JAMES blank blank SMITH 100674 Arduth Smith ARDUTH blank blank SMITH 100708 Rabert Smith ROBERT blank blank 13 Editing Deleting Already Existing Du
15. hen in the ePerformance process can you add employee supervisor comments Administrative Tasks Section Objectives e Transfer Documents to another Supervisor e Reset Document Status e Cancel Document e Delete Document You can perform any of the following items in Administrative Tasks Transfer Documents to another Supervisor Reset Document Status Cancel Document Delete Document Transfer Documents to Another Supervisor Note PEP must be In Progress to perform this function e Click on Performance Management 22 e Click on Performance documents e Click on Administrative Tasks e Click on Transfer Document Transfer Document To transfer a performance document select the checkbox forthe Employee and click the Continue push button Only current documents can be transferred Performance Documents Customize Find View All First 4 43 ora L Last Document Employee Type Begin Date End Date Job Title Department Description Status C Angel Gandara PEPR 01 01 2008 12 31 2008 Equipment Operator 5018020 iig d In Progress Edward Knight PEPR 01 01 2009 12 31 2009 Equipment Operator 6018020 i Matthew Duran PEPR 01 01 2009 12 31 2009 Equipment Operator 8018020 ee In Progress In Praaress SelectAll DeselectAll Continue e Select the employee you would like to transfer by placing a checkmark in the box to the left of the name e Click the continue button The confirm transfer screen will ap
16. ill now be on the Cancel Document screen Cancel Document To cancel a performance document select the checkbox for the Employee and click the Continue Performance Documents Customize Find View All E First 4 4 2 of 2 Last Employee aa Begin Date End Date Job Title Department Description Status Edward Knight PEPR 01 04 2009 12 31 2009 Equipment Operator 6018020 camp q InProgress Matthew Duran PEPR 01 01 2009 12 31 2009 Equipment Operator 6018020 eagle In Progress Select All Deselect All Continue e Select the name of the employee whose PEP R you would like to cancel by placing a checkmark in the box to the left of the employee name Click the Continue button e Verify the cancel information then click the Save button in the Confirm Cancellation screen Delete Documents Once you have canceled the document it now resides in the delete documents section To delete a document follow these steps e Click on the Delete Document link in the menu found under Administrative Tasks Select the name of the employee whose PEP R you would like to delete Click the Continue button Verify the information in the confirm delete screen then click the Save button The deletion should be successful if noted as such in the save confirmation screen Click the OK button Delete Documents To delete a performance document select the checkbox next ta the Employees Name and click the Continue push but
17. ining Doc Create Documents PEP Section Objective e Create performance documents PEP The first step is to create documents for your direct reports To start the process click on 1 Performance Documents 2 Create Documents From the Create Performance Documents screen enter the As Of date for determining your employees and then click the continue button Add to Favorites dle ate Performance Documents Create new performance documents far ane or more of your employees gt My Favorites gt Self Service Manager Self Service v Performance Management Performance Documents 1 t Administrative Tasks Create Documents Current Documents storical Documents Instructions Follow this 3 step process to create performance documents for one or more of your employees Enter the date used to find the employees that report to you You will be able to process only those employees that repart to you as ofthis date 2 Selectthe employees you are creating new performance documents for 3 Enterthe document details and select Create Documents Enter the effective date for determining your employees Notes t Set Up HRMS t PeopleTools After clicking the Continue button you should see a list of direct reports based on the As of date entered in the prior screen Select Employees Reports To Jeffery Bartleson 4 As Of 10 04 2010 Select Employees Jobcode Description Aviation cTooag Painting
18. n Progress Performance Documents Customize Find View All HH First 4 1 of 1 Last Employee Begin Date End Date Job Title Department Description Status C Matthew Duran PEPR 01 01 2008 12 31 2009 Equipment Operator 6018020 iii InProgress SelectAll DeselectAll Continue Exercise Delete Performance Documents Log in as the supervisor Click on Cancel Documents in the Menu located under Administrative Tasks Click the Select All link at the bottom of the Cancel Document screen Click the Continue button You will be taken to the Confirm Cancellation screen Click the Save button on the bottom of the screen You will be taken to the Save Confirmation Screen Click the OK button on the Save Confirmation screen These documents are now ready to be deleted 7 Click the Delete Document link in the main menu 8 Click the Select All link at the bottom of the screen 9 Click the Continue button at the bottom of the screen You will be taken to the Confirm Delete screen 10 Click the Save button 11 Click the OK button at the bottom of the Save Confirmation screen 12 Click the Sign Out link located in the upper right hand corner of the screen P t P Question Which item s do you select from the menu to move a PEP R to another supervisor _ 25 Exercise Allocating Merit Increases CLASS TITLE Administrative Support Assistant IV PAY GRADE amp PAY RANGE 613 C
19. n our unit s file purging project Specifically she guided the team in the development of the criteria for disposal storage and retrieval of files Because of her direction and project coordination skills the file purging project is ahead of the scheduled completion date of May 2011 Daisy reviewed and edited all incoming and outgoing documentation for accuracy completeness and relevancy in a timely manner Daisy also worked with one of her coworkers to develop a new process for receiving documentation into our work unit which helped to reduce our processing time Daisy worked very diligently to ensure that all messages mail and meeting notices were disseminated to everyone in our work unit In addition Daisy developed new process for distributing mail and meeting notices to all staff members She also created multiple distribution lists within Outlook for various projects and initiatives to ensure that staff members receive appropriate communications Bugs Bunny Sd Weight Supervisor Comments Bugs was reluctant to participate in our unit s file purging project His participation occurred only after a verbal warning from this supervisor He reviewed and edited all incoming documentation for accuracy completeness and relevancy in a timely manner however he has not yet learned how to review and edit outgoing documentation It is this supervisor s recommendation to provide on the job training to Bugs on how to review and edit outgoing
20. ng legal terminology procedures and documents Reviews and distributes documents Reviews attorney case files updates case records composes legal pleadings using attorney outlines Obtains case information from legal sources confirms and relays information By position may train other clerical employees Add an Additional Duty Measurement Tools Customer Feedback Team Feedback Peer Feedback Supervisor Observations Reports Enter ratings and comments for each outcome listed below if applicable Outcome 1 Description Outcome 1 STARS Values Measurement Tools STARS Service Teamwork Measurement Rating nd 0 00 iz Weight 56 Comments Add Performance Motes The Outcome items Add an outcome EST ea now each include a Description Outcome 2 STARS Values Measurement Tools STARS Service Safety Rating and Comments fields Rating o oo zi Weight 73 Comments Ada Performance Motes The Rating field is a dropdown that includes the ratings 1 Failing Add an Outcome Outcomes Summary Rating Summary Weight 100 0 00 e up inot Ie ss than 10055 Section 3 Development Training Description Attend an Advanced Word class Add a Development Item The Employee Secon T Ege nei Comments Comments and EC Supervisor Comments sections are now active and 0 NENNEN available to add Section 5 Supervisor Comments Supenis
21. nts screen je urrent Performance Documents Listed below are the current performance documents for which you are the Supervisor Performance Documents ind View All 8 First 4 4 e Begin Date End Date Job Title Status Andrew Lawrence PEPR 1 01 2010 12 31 2010 Operations Supervisor In Progress August Macias PEPR 01 01 2010 12 31 2010 Operations Supervisor In Progress Click on the PEPR link next to the person you would like to edit This will take you to the Document Details screen which includes the name of the individual title and evaluation period start date and end date of the evaluation period Current Performance Documents Document Details Florence Espinoza Master Trades Worker PEPR 01 01 2010 12 31 2010 Performance Document Details Employee Florence Espinoza Job Title Master Trades Worker Emplid 117802 Job Code CTO0148 Document Type PEPR Period 01 01 2010 12 31 2010 Template PEPR Document ID 1177 Supervisor Kendra llaskal Status In Progress Document Progress Step Status Due Date Establish Evaluation Criteria O Not Started 03 D7 2044 PEP aas E Supervisor Evaluation O vici Started 03 07 2011 Click on the Start link to begin Return to Select Documents establishing criteria for the PEP This screen contains information including the Establish Evaluation Criteria PEPY with a Start link as well as the Complete Supervisor Evaluation PEPR sections To b
22. o Performance Criteria check spelling Figure 1 Add an Additional Duty Example 10 City and County of Denver Add an Outcome stan Lechman Jr Legal Secretary PEPR 01 01 2008 12 31 2009 STARS Values Service Teamwork Accountability and Ethics Respect Safety Measurement Tools Customer Feedback Team Feedback Peer Feedback Supervisor Observations Reports Selectthe appropriate STARS value and measurement tool and enter them in the STARS and Measures section below Title Outcome 1 Description Outcome 1 icon to check spelling STARS Values STARS Service Teamwork Measurement Tools Measurement Return ta Performance Criteria Figure 2 Add an Outcome Example City and County of Denver Add a Development Item Andrew Lawrence Operations Supervisor PEPR 01 01 2010 12 31 2010 mue Description Use the book icon to check Update Return ta Performance Criteria spelling Figure 3 Add a Development Item Example 11 Delivered Outcomes Certain job classifications that require supervision will have two delivered outcomes appear in each PEP R As with the delivered duties that are associated with the job specifications these delivered outcomes will not be able to be changed or deleted Section Z Outcomes STARS Values Service Teamwork amp ccountability and Ethics Respect Safety Measurement Tools Customer Feedback Team Feedback Peer Feedback Supervis
23. ocument Type Florence 01 01 2010 12 31 2010 In Progress Submitted agis PEPR Espinoza Moskal Return ta Performance Management Click on the name of the employee to approve Enter any comments Click the Approve or Deny button An e mail will be generated to the supervisor Supervisor will go to View Approval Status to access the comments If changes need to be made supervisor will have to reopen the PEPR by clicking on the Reopen button located at the bottom of the PEPR NOTE Once the PEPR has received management approval supervisor will have to complete PEPR one more time usually after the PEPR has been delivered to the employee The PEPR will move to the Historical Documents section upon final completion 20 EmpliD 117802 Doc Type PEPR Author Kendra Moskal Period Begin Date 01 01 2010 Period End Date 12 31 2010 Rating 3 Successtul Performance Document Details Process Detail Name Role Name Process Action Process Action Date Kendra Maskal Apprave 10 18 2010 Kendra Maskal Originator Submit 10 18 2010 CCD Evaluation Approval Chain CCD Evaluation Approval Chain Self Approved Pending Kendra Moskal Vance Wolverton v CCD Get Uzer by Oprid ePerformance Approving Mgr 10 18 2010 1 28 Phi Approve Deny Approval Summary Below is the latest activity with regard to this self service request The following request has been approved by all require
24. on Comments information Comments Comments Once you have rated each outcome you can get an overall rating by clicking on Section 6 Overall Summary Rating o oo A the Calculate All Ratinas button Return to Document Detai Save Submit for 4pproval Example of PEPR template 18 Exercise Edit and rate a PEPR 1 Click on the Current Documents link 2 Select a PEPR that you completed in the previous exercise 3 Rate each outcome in the PEPR 4 Enter comments in each item in the Outcome section and download the performance notes created in the last exercise 5 Calculate all the ratings 6 Return to the outcome section and change two of the ratings you entered previously in this exercise and recalculate 7 What is the overall rating 8 Save your work 9 Complete the PEPR Submit for Manager Approval Once the PEPR is finished rated etc you will want to submit the report to your manager for approval To do so click the submit for approval button and then click the Submit button on the Submit for Approval page Before you click the submit button you will see the overall rating An e mail will be generated for both you as the supervisor and your manager NOTE The Document Details screen will still show the PEPR with the status of In Progress City and County of Denver supervisor Evaluation PEPR In Progress Florence Es
25. or Observations Reports Select the appropriate STARS value and measurement tool and enter them in the STARS and Measures section for each Outcome after clicking Add an Outcome link Outcomes will be evaluated by Supervizor Description Provides performance feedback throughout rating year amp essurez that all PEPs are current and that all PEPR are completed by due date i STARS Values Measurement Tools Accountability and Service Supervizor Observations and Reports Weight ks F Add an Outcome Description Performs all administrative supervisory functions including compliance with Cibyssvide Bl time pay amp leave procedures ex prepares Kronos timesheets for each direct reports STARS Values Measurement Tools Accountability and Serviceiupervisar Observations and Reports Weight 36 F Add an Outcome Add Performance Notes Section Objective e Add performance note s Throughout the year you can add performance notes for each employee as you receive comments or want to add your own To add performance notes follow these steps e Click on Performance Management e Click on Performance Documents e Click on Maintain Performance Notes e Enter the employee ID for the employee or click on the magnifying glass to the right of the ID field e lf you use the magnifying glass search feature click on the appropriate search item in the Search by dropdown emplid firstname lastname name e Click on t
26. outgoing documentation for accuracy completeness and relevancy in a timely manner Donald also worked with one of his coworkers to develop a new process for receiving documentation into our work unit which helped to reduce our processing time Finally Donald worked very diligently to ensure that all messages mail and meeting notices were disseminated to everyone in our work unit Mickey Mouse Weight Supervisor Comments Mickey is an active participant in our unit s file purging project specifically in the development of the criteria of disposal storage and retrieval of files He reviewed and edited all incoming and outgoing documentation for accuracy completeness and relevancy in a timely manner Finally Mickey had some issues this year with achieving our internal communication standard opecifically Mickey was delinquent in delivering messages and providing meeting notices to staff 26 Minnie Mouse s Weight Supervisor Comments Minnie is an active participant in our unit s file purging project specifically in the development of the criteria of disposal storage and retrieval of files She reviewed and edited all incoming and outgoing documentation for accuracy completeness and relevancy in a timely manner Minnie also worked very diligently to ensure that all messages mail and meeting notices were disseminated to everyone in our work unit Daisy Duck x Supervisor Comments Daisy has taken the lead i
27. pear Transfer Document Confirm Transfer Performance Documents Customize Find View All HH First 4 4 of 1 Last Employee i E Begin Date End Date Job Title Department Description Status Angel Gandara PEPR 01 01 2009 12 31 2009 Equipment Operator 8018020 allon i Progress MAN Field You have chosen to transfer the document indicated above to another Supervisor Select the receiving Supervisor by using the Select a Supervisor hyperlink then click the Save button to complete the transfer Click here to select a PD ERN a i New Supervisor ID umm supervisor for the select a Supervisor transfer Save Return ta Previous Page To select the receiving supervisor click the Select a Supervisor link e o search for the receiving supervisor complete the name last name or first name field and then click the search button e Select the appropriate supervisor from the Person Search Simple page and then click the OK button e Verify the information in the Confirm Transfer screen and then click the Save button 23 e Verify that the save was successful and click the OK button on the transfer document screen Cancel Document There may be times when you wish to cancel the PEP PEPR document due to an employee leaving the employ of the City etc Click on Performance Management Click on Performance Documents Click on Administrative Tasks Click on cancel document You w
28. pinoza Master Trades Worker PEPR 01 01 2010 12 31 2010 be Author Kendra Moskal Role Supervisor Status In Progress Due Date 03 07 2011 Approval Not Submitted Enter ratings and comments for each section in this evaluation if applicable Save entries made on the evaluation by selecting the Save button Save Submit for Approval Cancel amp Return to Document Detail Click the Submit for Approval button to send to your manager 19 The following request was successfully submitted for approval s You will be notified when it is approved or denied by each approver Submitted Request Employee ID XXXXXX Employee Name Joseph Employee Transaction Performance Document Please visit the following url for detailed information about the request E mail Example Approving Deny PEPR at Manager Level Once the PEPR has been sent to the manager by the supervisor the manager will receive a workflow e mail letting them know that the PEPR is available for approval The manager needs to log into ePerformance and do the following e Click on Approve Documents select Transaction to Approve The hyperlinks below indicate employees which require your participation in an approval process Click on a hyperlink to see details about what needs ta be approved for each employee Performance Document Customize Find E First 4 4 ofa LE Last Name Begin Date End Date Document Status Approval Status Submitted By D
29. ties Section Objective e Edit already existing duty outcome s e Delete already existing duty outcome s Once a duty has been saved in a PEP it can still be edited Observe the pencil and trash can icons that appear to the right of the duty Xy cription Duty test 1 The pencil icon EDIT and trash can icon _ 7 DELETE can e Clicking on the pencil icon will allow you to EDIT a duty be found on the e Clicking on the trash can icon will DELTE the duty right side of the Add an additional Duty duty 14 Editing Deleting an already existing Outcome Once an outcome has been saved in a PEP it can still be edited or deleted Observe the pencil and trash can icons that appear to the right of the duty You will also observe a third icon the notepad for adding performance notes to that outcome Outconhe Test 1 Description Outcome Test 1 em x STARS Values Measurement Tools P TA service The pencil icon EDIT and trash can icon DELETE can be found on the right side of the outcome The third icon the notepad 1s to ADD PERFORMANCE NOTES to the outcome Supervisor Observations Reports Weight Add an Gutcome Completing the PEP Section objective e Complete the PEP Once you have started the editing process The Document details screen will change slightly to reflect the status of the PEP and will also add a Complete link You must complete a PEP in order to obtain t
30. ton Only Cancelled performance documents can be deleted Performance Documents Customize Find View All E First ET 4 of 1 Lr Last EE Begin Date End Date Job Title Department Description Status C Edward Knight PEPR 01 01 2009 12 31 2009 Equipment Operator 6018020 Sage q Cancelled Select All Deselect All Continue 24 Reset Document Status To change a performance document s status back to In Progress select the checkbox next to the Employee s Name and click the Continue button Only Available for Review Review Held Acknowledged or In Progress with Approval Status of Submitted or Approved documents can be changed back to In Progress e Click on Reset Document Status located in the Administrative Tasks menu e Select the employee s PEPR that you would like to reset by placing a check mark in the box to the left of the name e Click the Continue button e Onthe Confirm Status Reset page verify the information If the information is correct click the Save button e Check successful save on the reset document status page and click the Ok button Reset Document Status To change a performance documents status backto In Progress select the checkbox next ta the Employee s Mame and clickythe Continue push button Only Available for Review Review Held Acknowledged or In Prodfess with Approval Status af Submitted or amp ppraved documents can be changed back to I
31. u can search using the magnifying glass Create Documents Selected Employees Employee ID Last Name First Name 126114 Spade shaun Return to Select Emolovees e Click the magnifying glass search icon to search for the document from which you would like to clone e From the search results click on the employee name link in the evaluate column to select the from clone document e Click the Create Documents button Exercise Create Performance Documents Create three additional performance documents from your direct reports list for the evaluation period 1 1 2010 12 31 2010 1 Create three performance documents for three separate individuals for the evaluation period 1 1 10 12 31 10 2 Once you have created the documents click on the current documents link found at the bottom of the Create Performance Documents Results page to verify that the documents have been created QUESTIONS What do you click on in the main menu to start this process What would you click on in the main menu to access performance documents once they have been created Create Performance Criteria PEP Section Objectives e Add and Weight Outcome s e Add Additional Duty ies e Add Development Section To establish performance criteria for the PEP follow this path 1 Manager Self Service 2 Performance Management 3 Performance Documents 4 Current Documents You will be taken to the Current Performance Docume
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