e-Performance User Manual - City and County of Denver
Contents
1. Tito ll Description jetun to Performance Criteria Figure 3 Add a Development item Example ll Delivered Outcomes Certain job classifications that require supervision will have two delivered outcomes appear in each PEPIR As with the delivered duties that are associated with the job specifications these delivered outcomes will not be able to be changed or deleted PETIT pre entat tie til ip a PETIT Stone samitatesiseveey nst nausnsconeince onest F vse Add Performance Notes Section Objective 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 Click on Maintain Performance Notes Enter the employee ID for the employee or click on the magnifying glass to the right of the ID field If you use the magnifying glass search feature click on the appropriate search item in the Search by dropdown emplid firstname lastname name Click on the link next located to the left of the corresponding employee Enter a note start and end date Click on the Add a New Note button E Performance Notes New Note Ib 1ugzra Cchntooner smi Created 10118 2010 203H1 Creator Kendra Moskal Last Upata subject tot est Roum To Bota je e Edit the no2. 12 31 2010 IN Author Kendra Moskal Role Supewisor Status In Progress Due Date 0307 2011 Approvat Not Suomitied Enter ratings and comments far each section inthis evaluation if applicable Save entiies mado on the evaluation by selecing the Save button Save Submitferapproval Cancel amp Return to Document Detail 7 BT click the Submit for Approval button to send to your manager 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 Ersula Stanford Transaction Performance Document Please visit the following url for detailed information about the request E mail Example 19 Approving Denv PEPR at Manager Level Once the PEPR has been sent to the manager by the supervisor the manager will receive a workflow e mall letting them know that the PEPR is available for approval The manager needs to log into ePerformance and do the following Click on Approve Documents Selgct Transaction to Approve Tre mperinks below indicate employees which reauire your pariapatien in an approval process Cuck on a hyperink t see details about what needs to ba approved for each employes Document Bedin Date End ste Document Status Approval Status Submitted By Document Type no 121312010 In Progress mi frasi ovowgo10 1221 2010 In Frog submited Kenda
3. Complete PEPR Supervisor ACCESSING PEOPLESOFT EPERFORMANCE To access PeopleSoft ePerformance perform the following steps Log into the DOT using your userID and password Click on the Home Page Tab in the upper left comer In the Global Menu click on Online Tools and Programs Click on PeopleSoft Tools Click on Manager Self Service Click on Performance Management Create Documents PEP Section Objecti 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 Greate Performance Documents Crea new perermance documents fr one or more of your employes Faeres E Set Serice F anager Sen serice EPeformance management SFatemance Dossment Flow is 3 sp process 1o eal pertomance Soaunerts fo one ar more of row employees 1 Enler tha date used lod he employees thal spot ou You wil beable process only Tose employees Tat reporto you as fins dale 2 Sele me employees fu ar reanna new perormance documents er Enter ta document deals and selec Creata Documents Ener we Enecive Dale Entertne anes aste er determining eur employees moe fo erines en Atl suna Tianan Perorm
4. 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 Vou still have access to the add an additional Duty Add an Outcome and Add a Development Item links The Outcome items now each include a Rating and Comments fields The Rating field is a dropdown that includes the ratings 1 Failing The Employee Comments and Supervisor Comments sections are now active and available to add information H Once you have rated each outcome you can get an overall rating by clicking on ee e a the Calculate All Example of PEPR template Ratinas button 18 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 soreen will still show the PEPR with the status of In Progress City and County of Denver Supervisor Evaluation PEPR In Progress Florence Espinoza Master Trades Worker PEPR 01 01 2010
5. like to clone From the search results click on the employee name link in the evaluate column to select the from clone document Click the Create Documents button Create Performance Criteria PEP Section Objectives Add and Weight Outcome s Add Additional Duty ies 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 Documents screen Kurrent Performance Documents Listed below are the current performance documents for which you are the Supenisar Document pogin ta x Employee Begin Date End Date Job Titl Status Andrew Lawrence PEPR 01 01 2010 12 31 2010 Operations Supervisor In Progress sugustilacias PEPR 01 01 2010 12 31 2010 Operations Supewisor 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 12131 2010 Emgloroe Fcronedisoinoza Job Tida Master Trados worker Empl 117802 Joo Coda 010118 Document Type PEPR Period 911012070 1231 2010 Template PEPR Documentid 1177
6. pepr Betun to Parformance 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 Fiorenza eaninese mlb 147002 enorman e voc Peroanegnnete 0101 2010 Penoatnanate 127812010 CCD Evaluation Approval Chain Pending coto Anora summan Below is the latest activity with regard to this self service request The following request has been approved by all required approvers and the document has been finalized Isaac Leichtle Performance Document Please visit the following URL for detailed information about the request http goversdevhr 1 gov dnvr 8788 psp HRI TMP EMPLOYEE HRMS c ROLE MANAG ER EP APPRAISAL STAT GBL Page EP APPRAISAL EEBAction UBEP APPRAISAL ID 86 8 This communication was sent via Workflow Technology Please do not reply to this email Administrative Tasks Section O
7. LETE can be found on the right side of the 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 Description Outcome Test 1 STARS ValuosiMcasuroment Tocls Senice Supensor Obseniatons Reports weiote o 5 The pencil icon EDIT and trash can icon DELETE can be found on the right side of the outcome The third icon the notepad is to ADD Add an Outcome Completing the PEP PERFORMANCE NOTES to the Section objective outcome 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 obt the ability to rate the outcomes Current Performance Documents Document Details Andrew Lawrence Operations Supervisor PEPR 01 01 2008 1281 2009 crv H T Status has Sere ent bamen AD a ini amn l I noemen oss sen Establish Evaluation Criteria a Complete link now s appears Comnieto SupenaserEvatuston eal Cae ee O Netotates appo i inProowes creo gat Compiate olin to Select Dosuments 15 To change th
8. PeopleSoft 9 0 ePerformance Module User Manual Career Service Authority Training and Organization Development amp je Classification and Compensation LA DENVER 1 TABLE OF CONTENTS EPERFORMANCE PROCESS CREATE DOCUMENTS PEP CREATE PERFORMANCE DOCUMENTS PEP BY CLONING CREATE PERFORMANCE CRITERIA PEP DELIVERED OUTCOMES ADD PERFORMANCE NOTES EDITING DELETING ALREADY EXISTING DUTIES EDITING DELETING AN ALREADY EXISTING OUTCOME COMPLETING THE PEP PEPR STAGE SUBMIT FOR MANAGER APPROVAL APPROVING DENY PEPR AT MANAGER LEVEL ADMINISTRATIVE TASKS TRANSFER DOCUMENTS TO ANOTHER SUPERVISOR CANCEL DOCUMENT DELETE DOCUMENTS RESET DOCUMENT STATUS 12 12 13 15 15 17 19 20 22 ePerformance Process Rol 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 Mgr Receive 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 Mgr receives e mail Review Approve or Denv PEPR Manager Supervisor receives e mail Deliver PEPR to Emplovee Supervisor Enter emplovee comments Supervisor
9. Suponisor Kanara Hoskali Status Inprosress sien ETI Due Date Eta Evaluaton crteris ti ii motsats 080712011 stat Comans Sar Er ps HA Click on the Start link to begin establishing criteria for the PEP This screen contains information including the Establish Evaluation Criteria PEP with a Start link as well as the Complete Supervisor Evaluation PEPR sections To begin editing a PEP click on the Start link ty and County of Denver Performance Criteria PEP Draft Stan Lechman J Legal Secretary PEPR 0101200 12312000 Len cna ennonn oent Seevon 1 Duties Baon aew tl ines go dasa anes etary ena tioeaw ni secon sede aster oie Ouest ert Petas settles tergo rett nt Sram az on dete cone Ree maz Ner peer eee ted ora STARS vt Serice Tear Aout ani Resped ah Messina Tos OTF FB Per Fet Sup Senat Repos ikseb cc cme oer del Lh Osama IN Mgr qa Genn Gen TARS aa ianremer Tols STARS Sc Sl wee oe acm Soy Seta WANE 190 5 sss man 10053 Section 3 Development Desert tn an nes vora zasa Section 4 Employee Comments Section 5 Supervisor Comments Example of the PEP template Click on Add an additional Duty to add a duty Click on Add an Outcome to add an outcome Click on Add a Development Item to add development items The ability to assig
10. bjectives Transfer Documents to another Supervisor Reset Document Status Cancel Document Delete Document You can perform any of the following items in Admi 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 Click on Performance Management c Click on Performance documents Click on Administrative Tasks Click on Transfer Document Transfer Document To vanstera peformance document eelesttnechecrbo to ih Employee and eck ha Continue bush tuts On cunent documents canbe transfered Document mporee segm ome emanare Jobe Deparment pesonpuon st U 12001 jom arator faton in Progress Cl Amisicamtaa PEPR ovovaaNe 1281200 Eauiomentoparator soz AT in progi A Eawmakngm Peer ovovana anaone coomertoparmur soimaan Balon progress PEPR ji a1 me r uation in progress Clitemewousn EPR ove zonzon Enupmemtoperator soaoao MEMO inprop senal D lecta Continue Select the employee you would like to transfer by placing a checkmark in the box to the left of the name Click the continue button The confirm transfer screen will appear Transfer Document Confirm Transfer pov Document gegn Date Jot Department Deserioson Status Emplovee TTIE tment Des stat angelGandora PEPR 9710972008 120712009 Equipmen
11. ce Documents PEP by Cloning Section Objective c 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 Ves radio button in the Create from Prior Document field Create Performance Documents Below i alist otemeloyees that you selected il Perarmance Document Creation Complete the information inthe Document Creation Dati secon blow hen cick the Create Documents pushbuton 19 generate document or these employes The only difference in cloning documents is to select the Yes radio button in the Create from Prior Document field and select the employee to clone FROM in the Prior Document field You can search using the magnifying glass Perioa 01012011 89 1231 2011 B Create Documents Comer om fete eli Rotumte s Emolo Click the magnifying glass search icon to search for the document from which you would
12. e 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 Perf tmance Criteria PEP Draft Andrew Lawrence Operations Supervisor PEPR 01 01 2009 12 21 2009 sae compte cancel amp stunts Dacumert 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 Operations Supervisor PEPR 01 01 2009 12 31 2099 13 You nave succosetuty complatod tne Estabish Criteria stop Employee Andrew 10840 ab Tite Oparatonscs1982 Cones Siberoat Document Type EFR Perio GUNZ 12212000 Tempiate PEPR Docu 35 Supervisor fer Barteson ii In Progress Em FTI Due Date EstabenBaizn orrera Esan S compiea 03072010 vew Cape Spa Bl Norge 0307 200 a 16 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
13. erster sosoao GSA 1n Progrese n Deme 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 Verity the cancel information then click the Save button in the Confirm Cancellation screen 23 sono Delete Documents Once vou have canceled the document it now resides in the delete documents section To delete a document follow these steps 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 Document gegn Date EndDate Job Twe Deparment Description stans E Eovaaxnant FPR 91018000 125172009 Equsment Operator sovaoao AMON Canceled Saena Daselzszan _Contnue 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 Click on Reset Document Status located in the Admini
14. n a weight to outcomes for rating purposes is available If you decide to use this feature the total weight must be 100 You can establish performance criteria for a PEP by editing or adding to these three sections To add an additional duty Click on the Add an Additional Duty link To add an outcome Click on the Add an Outcome link To add a Development Item 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 Ditvand County of Denver Figure 1 FF ad an Add an Additional Duty al Andrew Lawrence Operations Supervisor Example PEPR 01 01 2010 12 31 2010 Tie City and County Description dd an Outc Stan Lechman Jr PEPR 01 01 200 indate l Retur to Performance Criteria STARS Values Serv Measurement Tools Obsewations Repor Selecithe approprjat Measures section be Title Descriptor STARS Values Measurement Tod s Update l Retu Figure 2 Add an Outcome Example 10 City and County of Denver Add a Development Item Andrew Lawrence Operations Supervisor PEPR 01 01 2010 12 31 2010
15. nts for tase employees Employes 10 First Namo 104330 Macas August 105404 Lawrence Andrew Return to Select Emplovees The start and end dates will be for the evaluation period i There is one option for Document type and that is PEPR The Create from Prior Document field and Template fields will appear once the PEPR s 1 1 2010 12 31 10 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 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 Supenisor Employes Locum Begin Date End Date Job Title Andrew Lawence PEPR 01 01 2010 12 31 2010 Operations Supervisor In Progress AugustMacias PEPR 01 01 2010 12 31 2010 Operations Supervisor In Progress Click the PEPR link to start creating performance criteria Create Performan
16. snce Hoes t Setup HRMS e PeooleToals After clicking the Continue button you should see a list of direct reports based on the As of date entered in the prior screen Reports To Jatfery Bartloson E asor 10042010 EmplD HRStatus Z popense Dest Department station enero stators Ome 288 ave cronen artes ontop ames ae cutone erations it AR E gemes 124084 Mci cutone Operations tagan Ailain AN jnirew ugga Pera sla E Lawrence 108404 Active 11982 a ervisor 6018020 Fig cy gust i Guza Operators torn El p TO 11982 Supervisor 5018020 Fieig kl Aiton Raymond Asians E fren 109549 Ative crona0 Painting 6018020 Fang A Supenisar nristonrar ws cunvae Speratons stato E GMSPET ayers sen nona Qperalanz gongoza Aalan AUAN A E Larvae doarre curona OPERONS yyang Alaton VAE a 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 elowis a stot employees tat you selectes or Ferarmance Document Creation Complete the information tne Document Creaton Details secion below than cick the Create Documents pushbutton nerate cocume
17. strative Tasks menu 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 Click the Continue button On the Confirm Status Reset page verify the information If the information is correct click the Save button Check successful save on the reset document status page and click the OK button Reset Document Status To change a pertumance documente status bac ta n Progress select tne checkbox canta he Empleo Name ana dcthe Contue push buton Oniy labo far Redew Review Hal P oimowizduoa tn Prolece ONIN Approval Status of Submilia 1 Aporcver documents cani god bad lo In Progos Employee Keene begn Date EnaDate Job Tite Deparment Deserpton Status tin ID uamewDuan peer ovra009 12212009 Equpmentoperater sommazo Aidon in progrese Selecta Deselemuj Conbnue
18. t Operator 60120 HAO in Progress maneia You nave cnasen ta ransterme ocumentinaicated above to anchor Sunerasor Select receting Suparsar vv ueing th Selecta Supervisor panic Men zicktne Savo butontecomolete the ans Click here to select a supervisor for the transfer Nest Supervisor ID Selecta Sineninor 7 Swe Rewint Fredous Pane To select the receiving supervisor click the Select a Supervisor link To search for the receiving supervisor complete the name last name or first name field and then olick the search button Select the appropriate supervisor from the Person Search Simple page and then click the OK button Verify the information in the Confirm Transfer screen and then click the Save button 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 will now be on the Cancel Document screen Cancel Document To canca petormncs document select me hector tne Employee andes he Cennus pmen Document sogn oste EndDate dab TW arteman Darcan Sate B Eovartiovant PEFR 011012000 1201 2030 Equipment Operater eotsoao AIBOA im Programe E uamewnwan Pee otosaoos 12asaooa Eauememop
19. tes 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 Bloons we sue Search by LastName be Search Results iew 100275 Donald Smith 100334 Walter Smith 100436 Donna Smith 100444 Bary Smit 100471 cant smin 400516 Lnolle Smith 190642 wiliam Smith 100880 James Smith 100674 Arduth Sith 400708 Robert Smith Firstllame DONALD 100276 Penslooy Smi PENELOPV 100278 Chiistopher Smith CHRISTOPHER blank WALTER Donma BARRY KENNETH CARL LNELLE WILLIAN JANES ARDUTH ROBERT EE 1100 or 2s7 EJ Last ond Name Alternat blank blank blank bia wiano wiano wano blank blank blank blank iblan Editing Deleting Already Existing Duties blanki blank blanki blant tank tn bien ane bank beni ten tlenki iblan 13 Sect Objective Edit already existing dutv outcome s 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 scription Dutytest 1 Add an addtional Duty Clicking on the pencil icon will allow you to EDIT a duty Clicking on the trash can icon will DELTE the duty The pencil icon EDIT and trash can icon DE
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