HALOGEN USER GUIDE - Université d'Ottawa
Contents
1. approving the forms submitted by each employee that reports to them An icon indicates the status of each task Task status icons Legend amp Overdue To Do R Sent for Review 1 Not Ready Completed Icon Meaning Task past due and requires attention bes Task requires your attention but is not past due Task awaiting third party review Task is not ready for your participation Task is completed and no longer requires your attention Task requiring attention of another user but not past due BECELJe Interface icons Icon Function or meaning Links a goal to an organizational goal UNIVERSITY OF OTTAWA Icon EA 10 Function or meaning Erases a title description due date or success indicator of a goal Indicates the goal is linked to an organizational goal Indicates a date field that opens a calendar to enter a date Starts spell checker Vou will be asked to set the language Adds a note Expands or collapses the form navigator pane Prints the form Creates a PDF version of the form Built in language checker reviews text for anv offensive or potentiallv embarrassing words or statements and suggests alternatives Split screen function UNIVERSITY OF OTTAWA 11 Icon Function or meaning Li Closes the form Help Online help is available in Halogen Simply click Help in the upper right corner English Logout Contact L Restore Defaults HALOGE2. Past appraisals have not been imported into Halogen Therefore 2012 is the first annual performance evaluation cvcle to be recorded in Halogen Once the 2012 goal setting process is complete this form will appear in the Evaluations section i Evaluations Goals Development Plans Journal Hotes Documents Past Appraisals Page 1 of 1 Gh BE Past Appraisal Evaluator GOAL SETTING 2012 Sylvie Gouin Print a completed form 1 Click the Ma Performance tab 2 Click the Evaluations tab 3 Click on the name of the form to be printed in order to create a PDF document UNIVERSITY OF OTTAWA Home My Performance Directory Past Appraisals Page 1 loft hat Past Appraisal a FORMATION HR REP POUR LYNNE 4 Once the PDF form appears place your curser at the bottom of the document to view the translucent Adobe toolbar 5 Click on the printer icon on the toolbar 6 Click Print to send your document to the printer Sign off on goals of my direct reports Stanley Durham 1 4 Previous Employee FORMATION HR REP POUR LYNNE N By Denis Germain i A i uOttawa L Universit cansdieme C s university Performande amp Development Agreement Goal Setting ll EMPLOYEE INFORMATION Name Stanley Dufha Current position Supervisor name Stphanie Fousseau Faculty service Human Resources Hire date Position grade 6 Employee number 9999998 Union affiliation PSUO
3. c Second level supervisors Mine 15t Level and 2 Level 3 Activities in the Mine tab can be grouped by date or type UNIVERSITY OF OTTAWA 14 4 Activities of direct reports can be grouped by date type or employee Activity Tracker Group byt My Performance My Performance My Performance is a centralized portal where a user can access and update performance information in the following sections Home My Performance My Employees Task Status Reports My Performance e Goals c Adding a development plan c Adding a journal note e Evaluations e Documents Supervisors have access to these same five sections in the My Employees page I Important If you add goals or development plans in My Performance this information is not automatically added to the goal setting form completed at the start of the performance evaluation cycle As a result these goals and development plans will not be formally evaluated at the end of the cycle UNIVERSITY OF OTTAWA 15 Adding a goal A goal is a target that an employee is encouraged to reach generally within a specified period of time Goals can be added by both employees and supervisors An employee can also add goals after an evaluation has taken place Employees and supervisors can consult the employee s goals at any time Goals entered in the goal setting form will appear in this section once the goal setting process has been completed 1 Supervisors click My
4. GOAL SETTING DISCUSSION MEETING Definition Goals are specific res asap medan ena Ce e sure agreement between t are S M A R T click on Print file Ctrl P Mila mean sami idantik enam an nt mamma LE manlinahla liek vance manie in ann mr Evaluations 20 UNIVERSITY OF OTTAWA 21 Adding a document Employees can add consult and delete performance related documents for themselves Supervisors can add consult and delete performance related documents for themselves and their employees Supervisors can set document visibility parameters access for any documents they add for an employee by selecting the Employee and Management or the Management radio button Users can add documents with the following filename extensions e PDF DOC e DOCX e TXT e XLS e XLSX e JPG e GIF c BMP 1 Click the Documents tab 2 Click Add Your personal upload limit is 10 MB Documents AF Options El Options M 3 Enter a title for the document in the Title field 4 Click Browse UNIVERSITY OF OTTAWA 22 Add Document ny Filename 5 Locate and click on the document to be added 6 Click on the Employee and Management or the Management radio button to set document visibility access 7 Click Open i letter of scommendation docx _ Microsoft Office Wa Gal animal care and 33KB Microsoft Office Exc Gil stats pour Annick xlsx 35KB
5. 14 NEON AN CE akn ena Cede nun ee cant Ane ia 14 Adang O GOO si mn aan sena Rob RO bnar MIE ba an eee os 15 Adding a development plan i sa a deo Me wakes 3 Ar Stake Den Geen 16 Adding a journal note oo et sewed en es PUN NI eine de to Kena Ran 17 EVA AON 45 2250 5 44 a So ea ee Men ama dt ne 19 Print a com pete aon bobo Mao a node an 19 Adding a document oa e Ro ae Ta Rn eno teh ene oi 21 Deleting a document oo pet ot an es etree rie te PIA In de Fs 23 My employees a7 aude aan en ddya ne be nad Kebun Kentang na knp No Ot Ubi Bp ai 23 MASK STATUS eee a a teh eect a B E 25 Goal setting by the employee coococoocoocoocoooocooocococococococo o 27 DOUG GOdIS A00 oa oy ace nol Ruban ee heen ane Naa Ba danas 27 Meeting to discuss GOALS si sr ii ss sers ed bean ha bea SOONER RE OE 28 Addi ngagod none ee eres saa cas eens Casares E aan RE 28 Linking behaviours to key competencies 0 eee nee 30 Adding a development PIAM oo o o o o cooooo ooow ee boa wie nana eR OOO 31 Saving the draft version ES se ee on ee cdo Pen ssh cree Uu Ra hatesterces 32 Submitting a form for approval izur a ae Ka 32 Reviewing and approving goals by supervisor cooccoco co c 34 Reassigning a form to another supervisor 34 Reviewing and approving goals 34 Approving the form or returning it to the employee 34
6. Employees and then the name of the employee for whom a goal is to be added 2 Click Goals NB The objectives you added will not be kept in the goal setting form that you completed at the beginning of the cycle 3 Click Add 4 Enter a title in the Title field Add Goal Add Notes Completed Date Ea Status Progress Flag On Track At Risk Percent Complete O e piai O A is o Mot on Track Mo Flag Set we UNIVERSITY OF OTTAWA 16 5 Provide a detailed description of the goal in the Description field 6 Click on the calendar icon next to the Start Date field and select a start date 7 Click on the calendar icon next to the Due Date field and select a due date 8 Click OK Adding a development plan A development plan added here will not be added to the goal setting form completed at the start of the cycle 1 Supervisors click My Employees and then the name of the employee for whom a development plan is to be added 2 Click Development Plans 3 Click Add Development Plans 4 Enter a title in the Title field UNIVERSITY OF OTTAWA 17 Add Development Plan Employee Joanne Demers Tie Description Entered By Joanne Demers Related Competency WA D ue Date Ilma Completed Date mi Status Not Started e Last Modified 03 01 2012 5 Provide a detailed description of the development plan in the Description field 6 Click on the calendar i
7. Microsoft Office Exc TEHALOGEN FOR SUPERVISOR 2 034KB Adobe Acrobat Doc TEIHALOGEN FOR USERS pdf 1 959KB Adobe Acrobat Doc TIIHALOGEN FOR HRREPS pdf 2 407KB Adobe Acrobat Doc FF DOCOO 1 xisx 13KB Microsoft Office Exc u main pdf 2 024KB Adobe Acrobat Doc BIFILIERARV BARCODE XLS 1 181KB Microsoft Office Exc t Default rdp 2KB Remote Desktop Co Tip form pdf 15 255KB Adobe Acrobat Doc Liste des courriel employ PIP 915KB Microsoft Office Exc Bl JobsCurrent 1 xls 980 KB Microsoft Office Exc anew email 13 Jan 2012 csv 23KB Microsoft Office Exc s Letter of recommendation docx m UNIVERSITY OF OTTAWA 23 8 Click OK Deleting a document You can delete a document from the Documents section 1 If you are a supervisor click My Employees and then the name of the employee whose document is to be deleted 2 Click the Documents tab Goals Development Plans Journal Notes Documents k Documents Page 1 of1 B RE nd 1 of 1 M Document a A File Size Date 3 Put a checkmark in the box next to any documents to be deleted 4 Click Delete 5 Click OK Are you certain you want to delete the selected filets My employees Supervisors have access to the My Employees area which provides a list of all direct report employees and their records Supervisors responsible for many employees can enter a full or partial employee name in the sear
8. The emplovee can no longer modifv the form The supervisor must 1 Review the draft of the emplovee s goal setting form If not satisfied the supervisor can return the form back to the employee for necessary modifications If satisfied the supervisor approves the preliminary review and proceeds to the next step of the process Review and finalize the employee s draft form At this step the supervisor can write directly in the form to make necessary changes If necessary add comments to key competencies If necessary add comments to the development plan Save the form Complete the form N QA U1 BB Ww End of the goal setting process UNIVERSITY OF OTTAWA 28 The employee approves the goal setting form by entering his password The form is now marked completed The supervisor gives final approval also by entering his password to completing the goal setting process Meeting to discuss goals The first step in completing an annual evaluation is the employee supervisor meeting in order to establish goals Once the meeting has taken place the employee drafts personal goals in Halogen Drafting goals employees 1 Click Discuss with my manager and write my goals Status Task a Due Date Completed El My Evaluation FORMATION HR REP POUR LYNNE Status EL f Discuss with mv manager and write my goals 0531 2012 HA 2 Once the goal setting form opens click the calendar icon in the
9. comments and click Send Back to Author 5 Click one of the three following buttons UNIVERSITY OF OTTAWA 36 save Draft send Back to Author Approve e Save Draft if the review is not yet finished e Send Back to Author if the employee needs to make corrections e Approve if no corrections are necessary 6 Click X in the red box to close the form Reviewing and finalizing the goal setting form A supervisor can make changes to a form A changed form is then sent back to the employee to give their approval 1 1 Click on the tab for the third step of the Goal Setting process Employee writes goals Review goals for mv Rewiew and finalize goals direct reports for my direct reports be 2 Click Edit Form 3 In Form Navigator locate any sections to be changed Goal Setting Discussion Meeting New Goals Key Competencies and Development Plan 4 Click e Save Draft to complete the review at a later time e Submit to send the modified form to the employee for their final approval 5 Click the X in the red box to close the form Reviewing and finalizing goals of the next employee After approving an employee s goal setting form a supervisor can then go to the next employee s form Click Next Employee UNIVERSITY OF OTTAWA Help X 4 Previous Employee Next low i UNIVERSITY OF OTTAWA 38 Approbations Employee final approval Once a supervisor has reviewed and approved an employee s go
10. de passe qui sont les memes que vous utilisez pour votre compte courriel par exemple mtremblaul Pour obtenir de l aide pour la connexion veuillez communiquer ESS a avec le Centre d assistance informatique en ligne au Mot de passe Password www sic Jottaws ca cubersos ou par t l phone 613 562 5200 poste 6555 Mom d utilisateur f Username To login enter your username and password which are the same as your email account ex msmithj For assistance with login please contact the Computing Connexion f Login Help Centre online at www ccs Uottawa cafcbbersos or by telephone 613 562 2500 extension 6555 1 Open Halogen 2 Enter your user name 3 Enter your password 4 Click Login Ending a session Halogen contains confidential data As a security measure you should sign out of Halogen session correctly by clicking Logout in the upper right corner of the screen English ikel Contact Help Restore Defaults Immediately after logging out you will be taken back to the login page UNIVERSITY OF OTTAWA 6 Introduction to Halogen Introduction This guide is designed to help you learn how to use Halogen and to act as a reference manual Why Halogen Halogen is a Web based application for managing performance through the use of electronic forms and automated processes With Halogen users can 1 Set annual goals indicate probationary periods schedule mid cycle m
11. meeting section next to the Date of discussion field and select a meeting date 3 Select Yes to confirm that the meeting was held and that the goals were discussed with the supervisor Date de la rencontre 03032012 E J ai rencontr mon superviseur afin de discuter de ces on objectifs Adding a goal All employees must write up their goals at the start of the annual performance management cycle Halogen allows the employee to enter up to five goals The steps UNIVERSITY OF OTTAWA 29 below describe the process for drafting and editing a goal for employees and for editing a goal for supervisors 1 Under the heading Title and description Goal action items type the title of the first goal NEW GOALS Title and description Goal action items EEE pe Tee RME COS RER RE O oF Due 4251 2012 A Measures of Success 2 In the second box type a detailed description of the goal 3 Click the calendar icon next to the Due box and select the required date 4 In theMeasures of successs box type one or more indicators 5 Click the chain link icon to link the goal to an organizational goal 6 Select the organizational goal the employee goal is to be linked to UNIVERSITY OF OTTAWA Goal Link Details Select one goal to link Process FORMATION HR REP POUR LYNNE Category All ae ETA rich inspiring student experience Organizational Goal ie F Devel
12. this option appears Choose Excel 7 Click OK Opening wae segan 847105 xis You have chosen to open ee report 847105 xIs which is a Microsoft Office Excel 97 2003 Worksheet from https ondemand halogensoftware com What should Firefox do with this file 8 The report will be opened in a Microsoft Excel window UNIVERSITY OF OTTAWA 54 Direct Jemployee Name Related Reports Manager Name Title Category Created Date Competen Georges Beaudoin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Fran ois Gosselin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Martine Gratton Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Generating an evaluation process status report This report lists each step of an evaluation and their respective status 1 Click Reports 2 Click Evaluation Process Status in the Name UNIVERSITY OF OTTAWA 55 Home My Performance My Employees Task Status Name Description La Score Provides individual competency Scores oi aii oma ak Competency Rating Provides individual competency appraisal iz Goals identifies individual goals or linked to orga Development Plan Identifies individual development plans for Employee Development History Provides historical competency score ant column The evaluation process status report is displayed in a new window 3 To filter by Process select a process to view the correspond
13. to the Home page and not to the page you UNIVERSITY OF OTTAWA 8 were on when you changed the language English Logout Contact Help Restore Defaults The default language is set when a user account is created Forms for the user will always appear in the user s preferred language Whether you are using the French or the English interface however forms are always displayed and published in the preferred language chosen for the user when the account was created Discuss with my manager and write my goals Peter Ely FORMATION HR REP POUR LYNNE Pa By Peter Ely Home My Performance Form Navigator Ga Ane Boucher Entente sur la performance et le d vel RENSEIGNEMENTS SUR L EMPLOY RENCONTRE POUR L TABLISSEMENT NOUVEAUX OBJECTIFS COMP TENCES CL S l Planification Welcome Peter Ely Direct Manager Stepp Initiative Service a la client le Status Tas f gt Travail d quipe et cooperation RENSEIG DEVELOPPEMENT PROFESSIONNEL El My Evaluation FORM ATION HR REP POUR LI i gt Tasks In Halogen steps to be completed in the ongoing process are considered tasks Employees tasks may be for example entering their goals in an online form and submitting them to their supervisor for review Supervisors of course have a greater number of tasks since they must enter their own goals in addition to reviewing and UNIVERSITY OF OTTAWA
14. Halogen This means that some reports cannot be generated until the data for the related process is available For example a competency scores report cannot be generated if the goal setting process is not yet complete The following elements appear in the dashboard 1 Process Status shows completed steps in step and specific step for a specific process 2 Score Distribution shows the score distribution for a specific process 3 Competency Scores shows scores of evaluated competencies for a specific process Scores can be listed in increasing or decreasing order 4 Goal Status shows the status of the organizational goals for a specific process Process status chart The process status chart can present data such as the number of employees who have completed a specific step and the number with steps not yet completed The user must select a process and processes can be compared The data can be plotted on a pie chart or on a bar chart 1 Click Reports 2 Click Dashboard 3 Click on the desried process in theView Process drop down list 4 Optional If desired click on a second process in the Compare Process drop down list to allow a comparison with the first process 5 Select Direct Reports to chart data for only those employees who report directly to you select All Reports to chart data for all employees who report to you L option UNIVERSITY OF OTTAWA 58 6 Click Update Dashboard to save your settings and upda
15. N SOFTWARE The form navigator pane Each form performance evaluation goal setting end of probationary period mid year evaluation etc has multiple sections The form navigator pane allows you to easily and guickly move between sections The form navigator pane appears to the left of the form You can use either the form navigator or the scroll bar to move from one section of a form to another although the navigator pane allows you to do so more guickly UNIVERSITY OF OTTAWA Discuss with my manager and write my goals Jessica Employee FORMATION HR REP POUR LYNNE By Jessica Employee Form Havigator Tel Sos GOAL SETTING DISCUSSION MEETING Performance amp Development Agreeme EMPLOYEE INFORMATION Definition SOL SETTING DISCUSSION MEETING uis that we Seek to achieve They must be set agreement between the supervisor and the employee To ensure that are SMART click on this link to learn more about the SMART MEV GOALS KEY COMPETENCIES Planning Initiative Client service orientation Instructions Teamwork and cooperation Wie suggest you identity between three and five goals for the upcomir DEVELOPMENT PLANS more af the four University of Otawa strategic goals outlined in Destin 12 UNIVERSITY OF OTTAWA 13 Main functions Tasks to complete The You have tasks to complete in the ongoing process pane provides employees and supervisors with an overview of
16. Reviewing and finalizing the goal setting form 36 Reviewing and finalizing goals of the next employee 36 MODIODAVIONS 404401555056 nee boone te orseutie sees sou ue des ous 12 20 38 Employee final approval son kon ERE oa EATER AON ERRERERERDR KE OR CORES 38 Supervisor final approval nee iso essence be b bii aa aa 38 Generating report rires css een es cc corses Oa AR Aroeri neri eaS 39 About reports 4 44444eseseesesssss 39 Generating a score report de dos aa ha or ane bia 39 Generating a competency rating report ocoooooooooocooooocococo coyocom 41 Generating a goals DON oo creer ana KEREN esse rensereceebonenei 43 Generating a development plan report eee 47 Generating an employee development history report 50 Generating an evaluation process status report 54 BE 4 6955 je tri ika Pe on a nina 57 About the dashboard ee en eno eae ee Pen Kare Pa Banda 57 Process status chart ene 2 kee an a ORO dosettes 57 UNIVERSITY OF OTTAWA Logging in to Halogen Starting a session Session length is limited to two hours Once you are logged in you can remain logged in for two consecutive hours After two hours you are automatically logged out u Ottawa HALOGEN SOFTWARE Connexion Login Pour vous connecter veuillez entrer votre nom d utilisateur et mot
17. Supervisors Human Resources uOttawa Ressources humaines lt r c c Li Ww ce Li Disclaimer notice This document only includes background information provided strictly for information and its content may change without notice It does not replace the provisions of collective agreements the University s policies and practices or its official interpretations of these documents which prevail at all times For more information Human Resources 550 Cumberland St Room 019 KIN 6N5 Tel 613 562 5832 Fax 613 562 5206 infohr uOttawa ca Human Resources University of Ottawa Version 1809 Contents Logging in to Halogen Woo oo o como sess a Nene keta RA a A kk Sinners 5 Saing SCSSIO er eae eee ed EE 5 ENANOS ES 6 Dan NAN ewes 5 Introduction to Halogen coco oooooooocoooooooei conan senen na kau 6 Ib FOGQLCU Cola MN NN NN TN EN E TEE E NN NN NN NN NN 6 SO ee eh 6 D a en en E wee 6 Tnehdiodemintejjate acne de enr ce tend ova vv idek 7 Finding your Way around oo an oten reson sd ese dow edd owen dee nade PARA sa ee uh 7 Changing the interface language inn 7 TASIK non eta no On ne 8 In tera Tera e L A 9 CMO A Hoe oe eee na E sin pease cues ects 11 The form navigator pane a sonne mue bis KRU KE Rn nba 11 Main ono PE ee ee Si 13 Tasks O COM eee si e a Aoa Da NS SA So naga 13 Manja cd 21 RE NN NN PAN NAN AN NN RN Aa ana 13 My Performance 4545 004 onani nt
18. al setting form the supervisor sends the form to the employee for approval The employee must 1 Click Sign offon my goals 2 Click Sign off 3 Click OK 4 Close the form Supervisor final approval Once an employee has signed off the on the goal setting form the form is sent to the supervisor for the approval The supervisor must 1 Click Sign off on goals of my direct reports Status Task El My Evaluation FORMATION HR REP POUR LYNNE Status D Discuss with my manager and write my goals El FORMATION HR REP POUR LYNNE Status Review goals for my direct reports sign off on goals of my direct Leah To Do LH sign off on the Goal Setting Form to indicate that you have reviewed it and accept the content 2 Click Sign off 3 Click OK 4 Repeat steps 2 and 3 to sign off the forms of other employees UNIVERSITY OF OTTAWA 39 Generating reports About reports Halogen can generate a variety of reports The employee s user type determines which reports they can generate Home My Performance My Employees Task Status Reports Name Description core Provides individual competency Scores oi Competency Rating Provides individual competency appraisal Goals identifies individual goals or linked to orga Development Plan identifies individual development plans for say Employee Development History Provides historical competency Score ant a 3 Evaluation Process Status Provides the li
19. any tasks they have yet to complete their own tasks and those of any employees they have Users can display these tasks in grouped view task view or in a single list In addition each column can be sorted in ascending or descending order Status Task Due Date Completed El My Evaluation FORMATION HR REP POUR LYNNE Status Cj g Discuss with mv manager and write my goals 0531 2012 N A This pane also displays the status and due date of tasks Users will usually receive an email indicating a task has to be started or completed The email message can also include the user s log in name temporary password and a link to launch Halogen Once logged in the user sees a guick overview of any tasks reguiring action When a given process is complete and the supervisor has signed the form off Halogen posts the form in the Evaluation section of the My Performance page Activity tracker The activity tracker pane appears on the right hand side of the home page It lists journal notes appraisals and documents that have been updated in My Performance Items can be sorted by date newest to oldest or by type 1 Changes made to goals and development plans appear only after the goal setting process has been completed i e after the supervisor has given final approval 2 The group of tabs that displays in the activity tracker depends on the user type a Employees Mine b First level supervisors Mine and 1st level
20. be produced as an Excel document 6 Select the Open With option if this option appears 7 Click OK UNIVERSITY OF OTTAWA 50 You have chosen to open ssee report_847105 xls which isa Microsoft Office Excel 97 2003 Worksheet from httos ondemand halogensoftware com What should Firefox do with this file O Save File L l Do this automatically for files like this from now on 8 The report will be produced as an Excel document i D E F Direct Jemployee Name Related Reports I Manager Name Title Category Created Date Competen Georges Beaudoin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Fran ois Gosselin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Martine Gratton Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Generating an employee development history report This report shows employees competency scores over time If a learning activity or any professional development is associated with a competency the supervisor can use the report to assess the effectiveness of the activity 1 Click Reports UNIVERSITY OF OTTAWA 51 Home My Performance My Employees Task Status Reports Directory 2 Click the Employee Development History in the Name column Home My Performance My Employees Task Status Reports Name Description H fi Score Provides individual competency Scores oi ma Lompetencv Rating Provides individual competency appraisa
21. ch box use the advanced search function or activate a list filter UNIVERSITY OF OTTAWA 24 A supervisor can set the filter to show the records of Direct Reports or All Reports Therefore supervisors can view 1 Employees who report directly to them 2 Employees who report directly to them and that employees direct reports 3 The My Employees section uses icons to indicate which employees have other employees reporting directly to them and or which employees report two more than one supervisor simultaneously secondary managers Home My Performance My Employees Task Status Rep P My Employees Show All Cc en ee oe ang l ii Bf Search First andor Last Name Direct Reports Direct Reports 3 Employees Employee Jason Larrivee Jean Page 1 of 1 W Employee Joe BASSES Direct 2 gt FirstName Last Name Click icon to navigate to the complete list ie Manager James Manager Jane Direct report 1 1 0 The icon legend appears at the bottom of the My Employees page Legend emi Direct Reports a Secondary Managers UNIVERSITY OF OTTAWA 25 Task status This section allows supervisors and Human Resources administrators to consult their own tasks and their employees tasks Supervisors and administrators can view the details for an individual step in the process or an overview of the tasks for all process steps Note however that the overview is available on
22. ck Review goals for my direct reports 2 Put a checkmark next to the name of the employee whose form must be assigned to another supervisor 3 Click Assign to Other Manager Assign to Other Manager IF Fest Na Pp Last Name Review and finalize goals for my direct reports ai sil Due Date ee Employee writes goals A Dupuis View Te 0340 2012 05 31 2012 0340 2012 F View arie Franche Edit Form Ba 05 31 2012 F View Reviewing and approving goals On the Task Status page a supervisor can see in the Tasks pane whether an employee has finished setting goals If the task is complete the supervisor must then 1 Click Review goals for my direct reports 2 Click Review and finalize goals for my direct reports Halogen opens the employee s completed form The supervisor will not be able to edit it at this point except to add comments for the employee The supervisor can now review and approve the form or return it to the employee if the information does not reflect what was agreed upon at the initial meeting If the supervisor decides not to return the form to the employee the supervisor can modify it at the next step in the process Approving the form or returning it to the employee A supervisor must ensure that the employee s goals reflect what was agreed upon at the initial meeting UNIVERSITY OF OTTAWA 35 If there are any discrepancies the supervisor can return the form to the employee by clicking S
23. con next to the Due Date field and select a due date 7 Click OK Adding a journal note Employees can use the journal notes section to track their achievements during the year which can be helpful at evaluation time For example a journal note could be added to note registrations increased by 2 1 Supervisors click My Employees and then the name of the employee for whom a journal note is to be added 2 Click Journal Notes 3 Click Add UNIVERSITY OF OTTAWA 18 Goals Development Panel Journal Hotes Evaluations Documents Journal Notes 4 Enter a title for the note in the Title field Add Journal Note a Employee Joanne Demers Title Description LI Allow management to view this note el lI gt 5 Enter the journal note details in the Description 6 Emplovees who arrived at this section through the Mv Performance page can check the box next to Allow management to view this note if they wish to allow their supervisor to see this note Supervisors who arrived at this section through the Mv Emplovees page can check the box next to Let the emplovee view this note if thev wish to allow their employee to see this note 7 Click OK UNIVERSITY OF OTTAWA 19 Evaluations Supervisors may review their own forms and evaluations as well as those of their employees at any time This allows supervisors to monitor both personal and employee progress I Note
24. e s supervisor To add a development plan follow the steps below 1 Give the development plan a title Tile Client Service Training 7000000000 Sonia must take the mandatory two daws Client Service training ta help her improve her interpersonal skills with students that come to her office Add Development Plan 2 Enter a description of the proposed training activity 3 Click Add Development Plan to add another plan UNIVERSITY OF OTTAWA 32 Saving the draft version Click Save Draft furthering order to save the form and continue editing When you have finished entering your plan s click Submit The form can now be viewed but not changed and is submitted to the supervisor for review and approval Help R 1 Click Save Draft 2 Click OK Your changes have been saved Submitting a form for approval Once there are no further changes to make to the form it is submitted to the employee s supervisor for review and approval A supervisor cannot view the form until the employee has submitted it for review and approval UNIVERSITY OF OTTAWA Click Submit once there are no more changes to be made to the form Help X 33 UNIVERSITY OF OTTAWA 34 Reviewing and approving goals by supervisor Reassigning a form to another supervisor If supervisors receive forms for approval in error they must reassign them to the appropriate supervisor To reassign a form for approval 1 Cli
25. eetings and complete annual performance evaluations for contract and regular staff through the use of forms Access the appropriate forms based on their user type Automatically manage tasks to be completed based on their user type Schedule automated email reminders to staff about completing tasks in Halogen Produce reports in real time uu amp W N User types User types are tied to the position a staff member holds 1 Employee A staff member responsible for completing the goal setting forms and the semi annual and annual evaluation forms 2 Supervisor A staff member with direct report employees 3 Administrator A Human Resources employee responsible for managing Halogen UNIVERSITY OF OTTAWA The Halogen interface Finding your way around Here are a few helpful hints for finding your way around in Halogen 1 A top tab highlighted in blue indicates the name of the page you are on Home My Performance My Employees a B Welcome Suzanne Falardeau Direct Manager Joanne Demers 2 Text in blue indicates a link which opens in another window El My Evaluation FORMATION HR REP POURLYHHE Status Discuss with m HE lelni write my goals Changing the interface language This application is available in both official languages so you can work in the language of your choice The interface changes to French as soon as you select Fran ais However when you change the language you are taken back
26. employees or by process and results can be filtered by process status related competency category and employee type 1 Click Reports Home My Performance My Employees 2 Click Development Plan in the Name Reports Directory UNIVERSITY OF OTTAWA 48 Home My Performance My Employees Name Description La Score Provides individual competency Scores oi aii oma ak Competency Rating Provides individual competency appraisal iz Goals identifies individual goals or linked to orga Development Plan Identifies individual development plans for Employee Development History Provides historical competency score ant column The development plan report is displayed in a new window 3 Optional Results can be filtered to meet reporting needs Development Plan Report Status Related Competency All FI DE Employees Direct Reports all Reports Total Employees 4 UNIVERSITY OF OTTAWA 49 e Process select the specific process from the drop down list to view the development plan e Status select a status from the drop down list e Related Competency select a competency e Category select a category from the drop down list e Employees to view results for only those employees who report directly to you select Direct Reports to view results for all employees you are responsible for select All Reports 4 Click Generate Report Generate Report 5 Click Export The report will
27. end Back to Author or make changes at the next step 1 In the form navigator click Goal Setting Discussion Meeting Make sure the meeting date has been entered and that the employee has selected Yes next to have met with my supervisor to discuss these goals Discuss with my manager and write my goals Jessica Employee FORMATION HR REP POUR LYNNE By Jessica Employee Form Havigator IEBES MI B Performance 8 Development Agreeme g OAL SETTING DISCUSSION MEETING EMPLOYEE INFORMATION Definition OAL SETTING DISCUSSION MEETING uis that we seek to achieve They must be set z agreement between the supervisor and the employee To ensure that are SMART click on this link to learn more about the SMART MEW GOALS KEY COMPETENCIES Planning Initiative Client Service orientation Instructions Teamwork and cooperation DEVELOPMENT PLANS Wie suggest you identity between three and five goals for the upcomir more af the four University of Ottawa strategic goals outlined in Destin 2 Click New Goals and confirm that the goals match what was agreed upon with the employee If not add comments and click Send Back to Author 3 Click Key Competencies and confirm that the notes added match what was agreed upon with the employee If not add comments and click Send Back to Author 4 Click Development Plans and confirm that the notes added match what was agreed upon with the employee If not add
28. ew and finalize goals for my direct reports Employee signs off m Marcel Dupuis Q Marcel Dupuis Suzanne Falardeau Suzanne Falardeau Marcel Dupuis PF Marie Franche Oo Marie Franche Suzanne Falardeau Suzanne Falardeau Marie Franche Michel Fournier View 7 View View 9 Michel Fournier E Sophie Bernard Q Sophie Bernard Suzanne Falardeau Suzanne Falardeau Sophie Bernard UNIVERSITY OF OTTAWA 27 Goal setting by the employee Setting goals The process of setting goals is broken down into tasks done by either the employee or the employee s supervisor Employee writes goals Rewiew and finalize goals Employee signs off sign off on goals for my direct reports direct reports b Start of the goal setting process The supervisor schedules a meeting with the emplovee to set goals for the coming vear to identifv the behaviours necessarv to maintain or improve performance levels in each competencv and to draw up a development plan that will allow the emplovee to achieve their goals and reach the required competencv levels The emplovee must 1 Enter the date of the meeting with the supervisor 2 Add up to five goals 3 Enter the specific behaviours for each competencv necessarv in order to maintain or improve performance levels in each competencv over the next evaluation period 4 Entera development plan 5 Save the draft form can be modified up until it is submitted for approval 6 Submit the form for approval
29. for select TAII Reports Filter by select the desired parameters Position Title Position Number Faculty or Service etc Click Select to choose a value for the filter from the list then clickOK Select Competencies click from the available competencies or click All then click Add 4 Click Generate Report Generate 5 Click Export The report will be produced as an Excel document UNIVERSITY OF OTTAWA AS 6 Select the Open With option if this option appears 7 Click OK CPE You have chosen to open sus report 847105 xls which isa Microsoft Office Excel 97 200 from https ondemand halogensoftw What should Firefox do with this file Doa with L l Do this automatically for files like this from now on 8 The report will be produced as an Excel document Generating a goals report A goals report shows the goals for an employee personal or related to the organization The report shows different elements such as title status indicator percentage of achievement for a goal etc The goals report gives supervisors a quick overview of all the goals for an employee and answers questions such as Which employees have goals with the status Not Started Are there any goals waiting to be approved 1 Click Reports UNIVERSITY OF OTTAWA Home My Performance My Employees Task Status Reports Directory 2 Click Goals in the Name column Home My Performance My Employee
30. ing evaluation steps Evaluation Process Status Report Process Select MI 4 Click Generate Report Generate Report UNIVERSITY OF OTTAWA 56 5 Click Export The report will be produced as an Excel document 6 Select the Open With option if this option appears 7 Click OK which is a Microsoft Office Excel 97 2003 Worksheet from https ondemand halogensoftware com What should Firefox do with this file e L l Do this automatically for files like this from now on Direct jtmplovee Name Related Reports I Manager Name Title Category Created Date Competen Georges Beaudoin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Fran ois Gosselin Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 Martine Gratton Title Blah blah blah Germain Denis Blah blah blah 02 26 2012 UNIVERSITY OF OTTAWA 57 Dashboard About the dashboard The dashboard provides supervisors an overview of some of the reports available which allows them to compare data and see trends The following reports are accessible in the dashboard Process Status Score Distribution Competency Scores and Goal Status The dashboard can be used to display data for specific processes and make comparisons between processes The dashboard can be configured to display only certain groups of employees only direct reports all reports The dashboard reports are linked to different processes used in
31. l iii P Goals identifies individual goals or linked to orga Development Plan Identifies individual development plans for Employee Development History Provides historical competency score ant Evaluation Process Status Provides the list of evaluation steps and t 14 A l a MA a a 4 E Ma L The emplovee development historv report is displaved in a new window 3 Optional Results can be filtered to meet reporting needs UNIVERSITY OF OTTAWA 52 Employee Development History Find and select an employee as the subject of the report Employees Direct Reports All Reports First Name Last Name Aa select processes to use in the report Add between 1 and 20 processes Include L Projects L Archived Select column to include in the report Il Employee Name Job Title M Manager Name L Job Code L HR Rep Name M Hire Date Coach Name LI work Group L Employes ID el Department UNIVERSITY OF OTTAWA 53 e Enter the employee s first and last names where indicated e Filter by select the desired filter phone extension faculty or service etc Fine tune the filter if desired by selecting options in the secondary list e Group select a group e Inactive Employees select this option to include results for inactive employees 4 Click Generate Report 5 Click Export The report will be produced as an Excel document 6 Select the Open With option if
32. ly for the supervisors and administrators responsible for a particular process and the employee involved in the process HALOGE SOFTWARE Home Task Status My Performance My Employees Reports Directory IRMATION HE REP POUR LYNNE Overview Viewing FORMATION HR REP POUR LYNNE m 05 31 2012 05 3 12012 OS 12012 05 31 2012 O53 11z Employee writes goals Rewiew goals for mi Rewiew and finalize goals Employee signs off Sign of direct reports for my direct reports directr k 3 Mot Ready 3 Not Ready Aree Er 7 ae P l arch First andor Last Matte m c Advanced Search 4H Page 1 Jot ah Displaying 1 4 of Emplo First Last La sae ma er T Process Modified Completed i eviews and finalize goals for my direct reports ue Date writes Name Name 2 b p Status Date Date Ree goals Marcel Dupuis Suzanne Falardeau View 05 31 20 LUE Status le DL The overview display shows where each of the reports is in the process The example below shows that three employees have to complete the goal setting process and one has already completed it UNIVERSITY OF OTTAWA 26 st and or Last Name Search Show All Appraisal Process Overview Page 1 lof1 IA First E SETS Last Name Employee writes goals Review goals for my direct reports Revi
33. oping leaders through internationaliz 7 Click Link 8 To add another goal click Add New Goal O Add ere Linking behaviours to key competencies 30 The key competencies section is for recording the behaviours an employee must adopt or maintain in order to improve or remain at their level of performance for each of the four competencies When a supervisor opens a form submitted by an employee the supervisor is able to make changes to the form Next section describes the steps for an employee to record behaviours 1 In the Areas of focus box the employee describes a behaviour that will help them acquire maintain or improve their level for a given competency UNIVERSITY OF OTTAWA 31 Planning Organize in time a series of actions or events in order to achieve an objective or a project Plan and organize owen work and priorities in regular daily activities Areas of Use the Outlook tasks ta plan my activities so that they are done in a timely manner 2 Click Add Anotation to attach any comments 3 Repeat steps 1 and 2 for each of the other competencies Adding a development plan Employees and supervisors can use the development plan section to describe possible training activities that would provide the employee with opportunities for career advancement or help the employee improve their skill level The development plan can be completed by either the employee or the employe
34. r a given competency For example five employees scored 3 for Client Service Orientation and two employees scored 4 for Teamwork and Cooperation Employee names are not displayed in this report Since competency ratings are expressed as a percentage this report is very useful for identifying the strengths and following performance improvements for a given group of employees 1 Click Reports Home My Performance My Employees Task Status Reports Directory 2 Click Compentency Rating in the Names Home My Performance My Employees Task Status Reports Name Description mm SCOrE Provides individual competency Scores oi ios Pere Competency Rating Provides individual competency appraisal all a Goals identifies individual goals or linked to orga Development Plan Identifies individual development plans for Employee Development History Provides historical competency score ant UNIVERSITY OF OTTAWA 42 The competency rating report is displayed in a new window 3 Optional Results can be filtered to meet reporting needs Competency Rating Report Process GOAL SETTING 2012 Employees Direct Reports All Reports Fitter By No Filter Select Select Competencies Available Competencies Selected Competencies e Employees to view direct results for only those employees who report directly to you select Direct Reports to view results for all employees you are responsible
35. s to view results for all employees you are responsible for select All Reports to view results for a specific employee select Selected Employee and choose a name from the list Show only unapproved goals select this option for a list of all open goal forms 4 Click Generate Report UNIVERSITY OF OTTAWA 46 Generate Report 5 Click Export The report will be produced as an Excel document 6 Select the Open With option if this option appears 7 Click OK You have chosen to open z se report 847105 ls which is a Microsoft Office Excel 97 2003 Worksheet from https ondemand halogensoftware com What should Firefox do with this file O save Fie L l Do this automatically for files like this from now on 8 The report will be produced as an Excel document UNIVERSITY OF OTTAWA Employee Name Direct Reports Manager Name Employees with Matching Goals Tithe Blah blah blah Gratton Martine Blah blah blah Germain Denis Notes Title Blah blah blah Gratton Martine Blah blah blah Germain Denis Notes Title Blah blah blah Gosselin Fran ois Blah blah blah Germain Denis Notes 47 status Flag Percent Complete Due Date 0 Generating a development plan report A development plan report shows a list of development plans for the supervisor s employees The report shows the different elements of the plan title category status etc Reports can be generated for all
36. s Task Status Reports Name Description H fi Score Provides individual competency Scores oi meet Competency Rating Provides individual competency appraisal sala ia Goals identifies individual goals or linked to orga Development Plan Identifies individual development plans for et Employee Development History Provides historical competency score ant IA NA x Evaluation Process Status Provides the list of evaluation steps and t k 2 Te A goals report is displayed in a new window 3 Results can be filtered to meet reporting needs 44 UNIVERSITY OF OTTAWA 45 Goals Report Process AlL ka Goals All Goals organizational Goals Display Options LI Group by category Show Columns LI Goal Details _ Sub items Notes i Category Start Status Flag Percent Complete Date Due Date LI Completed Date L created Date Filter Options Employees e Direct Reports All Reports Selected Employee Beaudoin Georges L Show only unapproved goals e Process select the specific process from the drop down list to view the corresponding goals e Goals Select All Goals or Organizational Goals e Display Options Group by category if desired Under 5 Show Columns 6 select or deselect the columns to be displayed in the report Status select a status from the drop down list e Employees to view results for only those employees who report directly to you select Direct Report
37. st of evaluation steps and t Generating a score report A score report shows an employee s general score as well as individual competency scores 1 Click Reports UNIVERSITY OF OTTAWA 40 The score report is displayed in a new window 2 Optional Results can be filtered to meet reporting needs La m aa Kul kl m moma Ta mom ma Score Report Process Alk kI Form AI Competency Overall Score Include Incomplete Results Employees e Direct Reports Al Reports Total Emplovees 4 e Process select the specific process from the drop down list to view the corresponding scores e Form select the form from the drop down list to view the corresponding scores e Competency select the specific competency from the drop down list to view the corresponding score e Overall Score select one of the operators from the drop down list greater than less than etc and then choose a value that appears in the field on the right This will filter results to include those that meet the overall score parameters you entered e Include Incomplete Results select 1 Yes 2 or 1 No 2 to include or exclude incomplete results e Employees to view results for only those employees who report directly to you select UNIVERSITY OF OTTAWA 41 Generating a competency rating report A competency rating report shows the number of employees who have earned the same score fo
38. te the charts 7 Select the parameters for the process status chart a Select 1 Completed Steps 2 to view data related to 1 completed steps 2 b Select 1 In Step 2 to view data for steps not yet completed c Select 1 Specific Step 2 to view data for the selected step Then select a step in the View drop down list 8 Click the 1 pie chart 2 icon or the 3 bar chart 4 icon to display the results as desired Lorsque les donn es sont trop nombreuses la l gende indique que les l ments ne sont pas tous affich s En agrandissant la vue on peut voir davantage de donn es
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