Halogen User Guide - Université d'Ottawa
Contents
1. El PERFORMANCE EVALUATION FOR EMPLOYEES ON PROBATION TESTING Status End of probation Write evaluation s for my direct report s 2 To Dos L El GOAL SETTING FOR EMPLOYEES ON PROBATION TESTING Status El PIP Performance Improvement Plan TESTING Set goals for probationary employees and meet to discuss P Write a performance improvement plan PIP for my direct reports 2 To Dos 61 62 2 Click on Edit Form Page 1 lof 4 B BE here F First Name Last Name Set goals for probationary employees E Patricia Deschamps St phane Boucher The form is displayed The supervisor cannot register an employee to a training session he she will be able to register when he she approves his her probationary goal form 3 Click on Mandatory Training Sessions Based on the Position Type from the Form Navigator 4 Click on the option that idendifies whether the training session is mandatory R or not required NR from the column titled Identify required training Workplace Hazardous Materials In Mandatory Training Sessions Accordir University at a Glance Enhancing the University Experien Enhancing the University Experience My Role Matters for positions without front line customer service Register now Enhancing the University Experien Interaction Management for positic Through scenarios and discussions the employee will work to define RF 1012. 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 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 Journal Notes Evaluations Goals i Options M 4 Enter a title in the Title field 20 Add Goal Add Notes Completed Date iz On Track At Risk Percent Complete O ee i O Not on Track No Flag Set LL O Provide a detailed description of the goal in the Description field Click on the calendar icon next to the Start Date field and select a start date Click on the calendar icon next to the Due Date field and select a due date 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 Supervisors click My Employees and then the name of the employee for whom a development plan is to be added Cli
3. UNIVERSITY OF OTTAWA 15 Creates a PDF version of the form Built in language checker reviews text for any offensive or potentially embarrassing words or statements and suggests alternatives Split screen function Closes the form Help Online help is available in Halogen Simply click Help in the upper right corner Logout G 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 quickly 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 quickly Discuss with my manager and write my goals Jessica Employee FORMATION HR REP POUR LYNNE By Jessica Employee Form Havigator D an vel e OAL SETTING DISCUSSION MEETING Performance amp Development 4Aqreeme EMPLOYEE INFORMATION Definition DDAL SETTING DISCUSSION MEETING uits that ve Seek to achieve They must be set z agreement between the supervisor and the employee To ensure that are SWART click on this link to learn more about the SMART MEW GOALS KEY COMPETENCIES Planning Initiative Client service orientation Instructions Teamwork and cooperation Wie suggest you identity betwe
4. 8 Thesystem displays both the score given by the employee and by the supervisor Planning Organize in time a Series of actions or events in order to achieve an objective ora project Plan and organize own work and priorities in regular daily activities 9 The system displays the development plan entered by the employee in the Self shaded area but the supervisor can add a plan and or a comment in the appropriate boxes under the Self section if the employee has not entered one 2012 Development Plan Progress 1 entered by the employee Take a two days training on technical writing we the quality of my user manuals echnical writing training a The training was a ompleted i in July and hawe already Started integrated what have learned and my user manual defnitely look more professional D Take a two days training on technical writir improve the quality of my user manuals 54 Employee final approval Once a supervisor has reviewed and approved an employee s goal setting form the supervisor sends the form to the employee for approval The employee must 1 Click Sign off on my goals Status Task El My Evaluation 2013 GOAL SETTING TESTING Status Discuss With my manager and write my goals Sign off on ji goals 2 Click on Save Draft n 3 Click on OK 4 Click on Sign Off If you click on Sign Off the form is saved and the
5. Click OK UNIVERSITY OF OTTAWA 37 our 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 Click Submit once there are no more changes to be made to the form Help X rs Employee final approval Once a supervisor has reviewed and approved an employee s goal setting form the supervisor sends the form to the employee for approval The employee must 1 Click Sign off on my goals 38 You have tasks to complete inthe ongoing process Status Task a El My Evaluation 2013 GOAL SETTING TESTING Status Discuss with my manager and write my goals Click on Save Draft Click on OK Click on Sign Off If you click on Sign Off the form is saved and the process is completed You cannot modify the form once it has been signed off Click on OK UNIVERSITY OF OTTAWA 39 h Once you complete the step you will not be able to modify the section s you are currently editing Click OK to save or click Cancel to return tothe form our changes have been saved Click on OK The system will the task with a completed status 7 Click on the red X to close the form Help 2 Self appraisal Process Annual Appraisal Process 1 The year end
6. Type a note in the Assessment box of the Initiative competency Using the Rating Scale scroll list select the achieved level of the Iniative competency Optional Type a note in the Assessment box of the Client service orientation competency Using the Rating Scale scroll list select the achieved level of the Client service orientation competency Optional Type a note in the Assessment box of the Teamwork and cooperation competency Using the Rating Scale scroll list select the achieved level of the Teamwork and cooperation competency Optional Type a Development Plan Title in the box Optional Type a detailed description in the box under Development PlanTitle Optional Type a comment in the Progress box UNIVERSITY OF OTTAWA 47 20 21 22 23 Optional Type a comment related to your performance in the Employee s Comments box you can also wait to enter your comment when you give your final approval to the appraisal Click on Save Draft to save your form especially if you still want to modify it later before submitting it to your supervisor Click on Submit when you are ready to send your form to your supervisor Click on OK to confirm that you no longer need to modify the form Revision of the self appraisal by the supervisor i Once the self appraisal form has been submitted by the employee it is assigned to the supervisor This step is started on the Home tab by clicking on Write eval
7. Universit d Ottawa Halogen User Guide Human Resources 613 562 5832 infohr uOttawa ca www hr uOttawa ca wi u Ottawa 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 any alternative concerning accessibility please contact Human Resources 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 1 0 2628 Table of contents Log ingin to Halogen 4 44 anne senesesosiasscsmesmnse deseuesonr ses 5 Ending SO a a dee A D REENER eR wee 5 Starting a session a me a sn da ne co ee nn mi nes ni 5 Introduction to halod n 442 ses cesse senc onmenesesrseccsesseoeses 7 OC OR a D Ro oc don 7 WAS TOGE errire hein tana AEE E AE sales die E wena tes Cee 7 DSSA o e EE E aw oe eee E EE 7 Listo HRAdMINSUAOS aseos Schaar beduneeaeserdve dea irid inia RiEs iniaa 7 The Halogen interface sscsosossssscessoossessesososocseseosososesecoooooooo 11 Finding your way AO MAO a a ae na eo a dat 11 Changing the interface language 4 8222 11 a a de dd dd a di non 13 AR
8. The steps 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 HEW GOALS Tithe and description Goal action tems SRE eS Eo i E ype detailed description of the goal here F Due 42 51 2012 E Measures of Success 2 Inthe 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 34 6 Select the organizational goal the employee goal is to be linked to Goal Link Details Select one goal to link Process FORMATION HR REP POUR LYNNE Category All Organizational Goal Research excellence 7 Click Link ink 8 To add another goal click Add New Goal aaa oy Linking behaviours to key competencies 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 UNIVERSITY OF OTTAWA 35 supervisor is able to make changes to the form Next section describes the steps for an employee to record behaviours
9. add the PIP in the Documents tab on My Performance Refer to Adding a document section of the present guide on how to import a document in Halogen Steps for the self appraisal process All employees must complete the self appraisal form in order to complete the annual performance appraisal process If you have completed the goal setting form or if you have entered your goals and development plans in the My Performance tab they will appear in the self appraisal form However if yo have not yet entered goals for this year you will be able to enter them in the next steps 1 Click on Write my self evaluation status Task El My Evaluation 2012 EVALUATION TESTING Status P Write my self evalyation 2 Optional Type a goal title in the box Title 3 Optional Type a detailed description in the box under the goal Title 4 Optional Type a comment in the box Outcome 5 Enter the date when the goal was achieved in the box Completed 6 Select the goal Rating 46 10 11 LZ 13 14 15 16 17 18 19 Optional Type a Measure of Success Optional Click on Add Past Goal and redo steps 2 to 7 if you need to add a goal that has not been entered in the Goal setting form or in the My Performance tab Optional Type a note in the Assessment box of the Planning competency Using the Rating Scale scroll list select the achieved level of the Planning competency Optional
10. manuals were ready at the time ofthe D Write Halogen user quides form supervisors launch and employees and develop training sessions for these two Separate groups Due 04 06 2012 Ej Completed 03 23 2012 Ea ating Achieved will be able to register for the training e users will be able to download the user manuals from the Performance page and they will be able to register for the training 5 The score entered by the employee for each goal is also displayed in the Self shaded area The supervisor must select the level of achievement using the Rating drop down list of the Goal section UNIVERSITY OF OTTAWA 51 2012 Goal 4 Self Title Halogen user manuals and training session ii ie age ee E as were ready at the time ofthe score entered _ by employee 1 Write Halogen user guides form supervisors zj PME spam training sessions Rating Achieved Measures of Success f Self The users will be able to download will be able to register for the traini The users will be able to download t they will be able to register for n 6 The supervisor can enter comments for each key competency in the boxes located under the word Self If the employee has added a note in Area of focus on the Goal setting form it will be displayed beside the word Self Suggested Comments 7 The supervisor can get a list of suggested comments to insert in the key competencies sect
11. process contains many steps that must be completed successively by the employee the supervisor the second level supervisor of the unit The process contains four steps as illustrated below The process is completed once the second level supervisor the final approval to the form Employee writes self evaluation Employee sign off Second level manager sign off a Employee write his her self evaluation b Supervisor revises writes evaluation consults with the second level supervisor and discusses with the employee c Employee approves the evaluation d Second level supervisor approves the evaluation 2 The self appraisal form finalizes the appraisal cycle This form must be completed by all employees It is in this form that scores for objectives and competencies are entered 3 The self appraisal form is available from the Home tab and you must click on Write my self evaluation to begin the process Status Taska El My Evaluation 2012 EVALUATION TESTING Status e Write my self evalyation 4 The self appraisal form allows you to enter goals if you have not previously completed the goal setting form To enter goals you must click on Add Past Goal However if you have completed the goal setting form or you have entered goals and or development plans using the My Performance tab they will automatically 41 42 be imported in the self appraisal form Title Halogen user manuals and training sessio
12. 1 Inthe Areas of focus box the employee describes a behaviour that will help them acquire maintain or improve their level for a given competency Planning Organize in time a series of actions or events in order to achieve an objective or a project Plan organize own work in regular daily activities Areas of focus 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 36 be completed by either the employee or the employee s supervisor To add a development plan follow the steps below 1 Give the development plan a title Title cient Service Training J o Sonia must take the mandatory tyvo days Client Service training to help her improve her interpersonal skills with students that come to her office dd Development Plan 2 Enter a description of the proposed training activity 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 1 Click Save Draft rs 2
13. Introduction to financial re his her role in enhancing the university experience so that he she can eut lt a put the Promoting Service Excellence Charter into practice when Job Requirements and Key Competenc with members of the University community Attendance and Time Management UNIVERSITY OF OTTAWA 63 a Optional Add a Comment 5 Repeat the preceding steps for each training session displayed in the section Mandatory Training Sessions Based on the Position Type 6 Click on Probationary Goals from the Form Navigator 7 Type the Title of the Goal in the top box 64 10 11 12 Violence in the Workplace Aware Workplace Hazardous Materials n Probationary Goals Mandatory Training Sessions Accordi University at a Glance are set at the beginning of the probationary period based on a discussion between thf this link to learn more about how to set SMART goals Enhancing the University Experien Performance and Development i Mandatory Training Sessions Based o Title and description Goal action items Enhancing the University Experien itle of the goal ype a detailed description of the SMART goal Enhancing the University Experien Job Requirements and Key Competenc Attendance and Time Managemen Job Skills and Quality of Work Interpersonal Skills Teamwork a Client service orientation leasur Use this box to describe how you will be able to
14. PlOCESS 2 sd asc e 0 41 Annual Appraisal Process ance ieee dean id bene dees eee hunedd ote eee samen suhendaden 41 Steps for the self appraisal process 45 Revision of the self appraisal by the supervisor 47 Employee final approval to ut 54 Performance Improvement Plan P 1 P cccccccccccceccccccceccecsscecceccsceces 57 Performance Improvement POP PR a ee da awe 57 DO PP ee 57 PYODAUION ee nant ce oversee coast eo tes toto 61 Beginning of Probation PEHO 2 22 du eee ed sde rs seu techno cecuse 61 COS SR Gb 2A GG ee ee 2 a 61 Approval Or probation goals ad duo hese os an dede co dens 66 End of probation period a Ed D en Dons 69 Signature of the End of Probation Evaluation Form 69 Second Level Supervisor Approval 0 0 ccc ccc ce cence ence teen eee eee nent nenes 72 Logging in to Halogen 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 Click on Logout mu amp O Click here when ready to leave Immediately after logging out you will be taken back to the login page 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 automatic
15. RASE OA Ee ess EEE Oueeniwas tee sya hesee bees y ay eenceeeuae ees enedaes 14 ICID 2 nee ee cee EEE eee EE E E cede Ss Gena Swe pon ee E E sea ge ue EEEE 15 The form navigator pane 4 444 4448200 15 Main PUNCO CPP trisa ra Eeer EIEEE E ITANE EEEE OSETRENIE RERE SRSA 17 Tasks tocomplete c don cee ee pe a E E E T E A 17 Activity AGREE EEEE E ES R 17 My Performance Ci a id ae don 18 WIVPEMONNGNCE a ee de de Pit nt hi aie 18 FOGG OO co 19 Adding a development plan 22 20 Adding a journal note hah ds ene hee Ree hee a eGo ee Fe ee wh cakes 22 EVGIUQUONS a ee ed D oi lions 24 Printacompleled TON de es 24 Adding GOOM bos e D ries beste a corn 26 Deleting a OO a bes ee de D ot di on 00 28 ETES DES LE ya 45 55 55 v5 500 64 5455 544 E ETO he 31 AIN COS a bias ee nee ae be eo GE ees oda eae ees 31 Meeting to discuss goalS nn ser cadette be baie ah aces eb hes seen ee anes 32 AO a GO 55 3 65 G6 2554s eae re ee ok 6 ee ee 33 Linking behaviours to key competencies eee e eee neeee 34 Adding a development DIAN 4 5 5 0 lt open 6ie Sede dd KAN HONOR PSOE sitio 35 Saving the draft VersiONs 644 ss ss assres dns sais besos esse sieeedeteswesceseweeoues 36 Submitting a form for approval 2 37 Employee RANDOM OR ee nee ea ed de nine tite 37 Self appraisal
16. airies Dine Comos dcomoiseuorenaca CS non a oe a Ca CGCE 51 Community Life Service Marc Duval mduva2 uottawa ca mduva2 uottawa ca VRA Student Services liette Portelance eportela uottawa ca 53 Conventions and Patrick Genest pgenest uottawa ca Reservations co SASS Vincent Beaulieu vbeaulie uottawa ca 55 SportsServices Sports Services Lucie Lucie Laroche laroche uottawa ca uottawa llaroche uottawa ca Animal Care and Veterinary e McCormick mmccormi uottawa ca Service Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 70 Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 71 Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 10 Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 74 Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 75 Office of the Presidents and Cynthia Irakoze cynthia irakoze uOttaw Vice Presidents a ca 84 Strategic Enrollment Lynn Marie McCarthy Imccarth uOttawa ca Management The Halogen interface Finding your way around Here are a few helpful hints for finding your way around in Halogen 1 Atop tab highlighted in blue indicates the name of the page you are on Home My Performance My Employ
17. ally logged out 1 Open Halogen 2 Enter your user Outlook name Login Login The username and password are the same as for your Outlook email account 3 Enter your Outlook password 4 Click Login 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 meetings and complete annual performance evaluations for contract and regular staff through the use of forms 2 Access the appropriate forms based on their user type 3 Automatically manage tasks to be completed based on their user type 4 Schedule automated email reminders to staff about completing tasks in Halogen 5 Produce reports in real time 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 List of HR Administrators The HR Administrators of each faculty and service make sure that all steps of the Performance Management and Development Program process meet
18. ck Development Plans UNIVERSITY OF OTTAWA 21 3 Click Add Development Plans 4 Enter a title in the Title field Add Development Plan Employee Joanne Demers Description Entered By Joanne Demers Related Competency WJA Due Date a Completed Date El Status Not Started sel Last Modified 0301 2012 22 5 Provide a detailed description of the development plan in the Description field 6 Click on the calendar icon 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 Goals Development Plans Evaluations Documents Journal Notes 4 Enter a title for the note in the Title field UNIVERSITY OF OTTAWA 23 Add Journal Note Employee Joanne Demers j Title Description d Allow management to view this note iv gt 5 Enter the journal note details in the Description 6 Employees who arrived at this section through the My Performance page can check the box next to Allow management to view this note if they wish to allow their super
19. determine if the goal has been achieved Planning Initiative Add New Goal Type a detailed Description of the goal and a measure to achieve it in the second box Click on the calendar icon of the Due field and select the probation end date Type a measure of success The measure of success helps the supervisor and the employee determine if a goal has been achieved or not Optional Click on Add New Goal and repeat the preceding steps You can add up to five goals Click on the Calendar icon of the Date of discussion field and select the date when you have met with your employee to discuss the trainings to take the goals job requirements and key competencies UNIVERSITY OF OTTAWA Date of discussion 08 08 20 3 I have discussed these goals and requirements with the No employee La Supervisor s Supervisor can enter a comment in this box Comments 13 Click on the have discussed these goals and the requirements with the employee option 14 Optional Type a comment in the Supervisor s comments box 15 Click on Save Draft R seve rat JC sum 16 Click on OK 17 Click on Submit If you click on Submit the form is saved and forwarded to the employee for his electronic signature The form can no longer be modified once it has been submitted 66 18 Click on OK G Once you complete the step you will not be able to modify the So section s you are curren
20. ees E B Welcome Suzanne Falardeau Direct Manager Joanne Demers 2 Textin blue indicates a link which opens in another window El My Evaluation FORMATION HR REP POUR LYHHE Status yoals 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 Francais However when you change the language you are taken back to the Home page and not to the page 11 12 you were on when you changed the language Control Center EX Security Settings Date Format LOFTMHARE 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 uOttawa ee b jinaren areng FORMATION HR REP POUR LYNNE m j By Peter Ely Home My Performance rector fj Form Navigator Fo Welcome Peter Ely 4 f Direct Manager Steppanne Boucher Entente sur la performance et le d velc RENSEIGNEMENTS SUR L EMPLOY RENCONTRE POUR L TABLISSEMENT NOUVEAUX OBJECTIFS COMP TENCES CL S Planification Initiative Service la client
21. elete DE Options Options Options Page 1 of D Displaying 1 1 of 1 pan Document File Size Date BA m5 M Fa 113 KB 0301 2012 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 Goal setting Setting goals The process of setting goals is broken down into tasks done by either the employee or the employee s supervisor Employee signs off Employee writes goals Start of the goal setting process The supervisor schedules a meeting with the employee to set goals for the coming year to identify the behaviours necessary to maintain or improve performance levels in each competency and to draw up a development plan that will allow the employee to achieve their goals and reach the required competency levels The employee must 1 Enter the date of the meeting with the supervisor 2 Add up to five goals 3 Enter the specific behaviours for each competency necessary in order to maintain or improve performance levels in each competency over the next evaluation period 4 Enter a development plan 5 Save the draft form can be modified up until it is submitted for approval 6 Submit the form for approval The employee can no longer modify the form The supervisor must 1 Review and finalize the employee s draft form At this step the supervisor can write directly in the
22. em will display the task as a completed status 5 Click on the red X to close the form 73 74
23. en three and five goals for the upcomir DEVELOPMENT PLANS more of the four University of Ottawa strategic goals outlined in Destin Main functions Tasks to complete The You have tasks to complete in the ongoing process pane provides employees and supervisors with an overview of 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 El My Evaluation 2013 GOAL SETTING TESTING Status Discuss mL manager and write my goals El My Evaluation 2012 EVALUATION Complete all mandatory fields in the Goal Setting Form Make sure to have discussed your goals with your O Write my self ev manager prior to completing the form 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 quick overview of any tasks requiring 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
24. form to make necessary changes 2 Ifnecessary add comments to key competencies 3 Ifnecessary add comments to the development plan 4 Save the form 5 Complete the form 31 32 End of the goal setting process The employee approves the goal setting form The form is now marked completed 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 Ta El My Evaluation 2013 GOAL SETTING TESTING Status D Discuss Ui manager and write my goals El My Evaluation 2012 EVALUATION Complete all mandatory fields in the Goal Setting Form Make sure to have discussed your goals with your Write my self ev manager prior to completing the form 2 Once the goal setting form opens click the calendar icon in the 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 injin l have met with my supervisor to discuss these goals No with the supervisor UNIVERSITY OF OTTAWA 33 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
25. ion by clicking on Suggested Comments The following steps explains how to get a list of suggested comments a Select the category of comment that applies to the employee s position in relation to the compency 52 e Select a category below and then adjust the comment level and nuance for the selected category Allocating resources Balancing short and long term goals Building contingency plans Ensuring that plans are realistic Select the employee s gender Employee s Gender Male Female Select the achieved level by the employee Comment Level Partially Meets the Competency Needs Improvement Partially Meets the Competency Meets the Competency Nuance 4 Exceeds Competency Ajust the nuance by sliding the scale bar in order to display the various comments that can be inserted By sliding the scale bar to the right you will notice that the suggested comment get more elaborate and more positive PT E Nuance ris 3 l l l l l l l l l l l l l l suggested Comment He She difficulty allocating the appropriate resources to meet goals Because jhe she not have a understanding of the need for the resources he she is not always able to justify the need for the resources and i not always granted Click on Add to your comment in order to insert the suggested comment at the end of the existing one UNIVERSITY OF OTTAWA 53 f Click on OK
26. ion period The performance evaluation for employees on probation process completes the probation process The performance evaluation for probation has three steps End of probation Employee sign off 1 The supervisor writes the end of probation evaluation form 2 The employee signs off the evaluation form 3 The second level supervisor signs off the form Signature of the End of Probation Evaluation Form The second step of the end of probation process must be completed by the employee This step is necessary because it enables the employee to electronically sign the end of probation form and to add a comment 1 Click on End of probation Sign off my evaluation Status Task I My Evaluation PERFORMANCE EVALUATION FOR EMPLOYEES ON PROBATION 2 Optional Type a comment in Employee s Comments 70 ype a comment is this box Click on Save Draft Help XF Click on OK Click on Sign Off If you click on Sign Off the form is saved and the process is completed You cannot modify the form once it has been signed off Click on OK UNIVERSITY OF OTTAWA 71 Sign Off Appraisal Employee Pierre Bercier Direct Manager St phane Boucher Signed Off By Pierre Bercier Sign off Date 08 12 2013 7 Click on OK Message from ores it age a Once you complete the step you will not be able to modify the section s you are currently edi
27. itle and on CTRL C on the keyboard Title and description Goal action items Have the first draft of the P3C User Guile ready by the end Due 03 31 2013 goal ttle 4 a Measures of Success k On the evaluation form of Halogen bring the cursor in the box where the goal title must be typed and simutaneously press on CTRL V to insert the goal title 2012 Goal Title Translate the P3C user Guide in French Redo the preceding step for each part of the form that must be copied and pasted in the annual evaluation form goal description measure of success due date competencies section and development plan m Click on Save Draft n Close the PDF from saved on the desktop once you have completed the cut and paste operation 6 The self appraisal form allows you to enter notes in the key competencies if you have not previously completed the goal setting form However if you have added notes to the competencies section when you filled the goal setting form they will automatically be imported in the self appraisal form Assessment if applicable refer to a Setting Form Organize in time a series of actions or events in order to achieve an objective or a project Plan and organize own work and priorities in regular daily activities Initiatr T J fe Demonstrate creativity and initiative to positive results Be proactive starting Show aval eet ee RE ee ee ta whenever possible Client
28. le status tsi Travail d quipe et cooperation RENSEIG i RATION HR REP pouR Ly DEVELOPPEMENT PROFESSIONNEL ds T gt El My Evaluation FOR UNIVERSITY OF OTTAWA 13 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 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 C3 Sent for Review 2 NotReady i Completed Task past due and requires attention 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 14 Interface icons Links a goal to an organizational goal 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 You will be asked to set the language Adds a note Expands or collapses the form navigator pane Prints the form
29. limit amp 10 ME Documents At Options M 3 Enteratitle for the document in the Title field 4 Click Browse Add Document i a 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 28 7 Click Open er docx Microsoft Office Wo Eia ani JKE Microsoft Office Exc ix stats pour Annick xlsx SKB Microsoft Office Exc TLHALOGEN_FOR _SUPERVISOR 2 034KB Adobe Acrobat Doc TLHALOGEN_FOR_USERS pdf 59KB Adobe Acrobat Doc TLHALOGEN_FOR _HRREPS pdf 2 407KE Adobe Acrobat Doc DOCO01 xsx 13KE Microsoft Office Exc main pdf Adobe Acrobat Doc Sl LIBRARY BARCODE XLS 1 181KB Microsoft Office Exc Default rdp 2KE Remote Desktop Co tp_form pdf 15 255KB Adobe Acrobat Doc Liste des courriel employ PIP 915KB Microsoft Office Exc B JobsCurrent 1 xis 980 KE Microsoft Office Exc inew_email_13_Jan_20 12 csv 2KB Microsoft Office Exc A 8 Click OK Deleting a document You can delete a document from the Documents section 1 Ifyou are a supervisor click My Employees and then the name of the employee whose document is to be deleted 2 Click the Documents tab UNIVERSITY OF OTTAWA 29 Goals Development Plans Journal Notes Documents Direc H Documents Adi D
30. n E Write Halogen user guides form supervisors he user manuals were ready atthe time ofthe and employees and develop training sessions launch SF for these two separate groups Due 04 06 2012 ating Achieved Measures of Success The users will be able to download the user manuals from the Performance page and they will be able to register for the training fag Add Past Goal ap Average Score for Goals Score B 3 If you have filled the goal setting form but your supervisor has not opened the form your goals competencies and development plan will have not been added to the annual appraisal form It is possible to copy and paste the content of your goal setting form into the annual appraisal form The following steps explains how to do this a Click on My Performance tab b Click on Evaluations tab c Click on Goal Setting d Simultaneously press on the following keyboard keys SHIFT CTRL S to be able to save your form on your desktop e Select the directory where the file needs to be saved and write a name of your document f Close the PDF form opened with Halogen by clicking on the red box with the X located in the upper right section of the form g Click on the Halogen Home tab h Click on Write my self evaluation to open the annual appraisal form i Open the PDF form that you have saved on your desktop UNIVERSITY OF OTTAWA AS j Goto the goal section of your PDF form and select the goal T
31. on on the toolbar 6 Click Print to send your document to the printer Sign off on goals of my direct reports Stanley Durham 1 q Previous Employee FORMATION HR REP POUR LYNNE N By Denis Germain 34 1 x O Signed A i uOttawa L Universit canadienne Canada s university Lill Performange amp Development Agreement Goal Setting EMPLOYEE INFORMATION Name Stanley Dufha Current position Supervisor name Stphanie Housses Faculty service Human Resources Hire date Position grade 6 Union affiliation PSUO Definition mp i ie elie wel Pas agreement i make sure they are S M A R T click on Print file Ctrl P VA mont sam idantik haben rm manie ml mmmme IE annlianshlia lnb sam ve nanle tn nana nr 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 PDF DOC DOCX TXT XLS XLSX e JPG UNIVERSITY OF OTTAWA 27 e GIF e BMP 1 Click the Documents tab 2 Click Add Goals Development Plans Journal Notes Evaluations e Your personal upload
32. or to discuss this performance improvement plan Employee Comments agree with Stephane that have to send my reports in time and that will use the Outlook Tasks to manage my work in a timely manner 4 Click sur Yes or No of the option have met with my supervisor to discuss this performance improvement plan 5 Optional Type a comment in the Employee Comments box 6 Click on Save Draft 7 Clic k on Sign Off 8 Click on OK 60 Sign Off Appraisal Employee Pierre Bercier Direct Manager St phane Boucher signed Off By Pierre Bercier Sign off Date 08 12 2013 The system will display the task as a completed status Click on the red X to close the form Help X Probation Beginning of Probation Period The probation process is started by writing the probationary goals The supervisor must meet his employee to discuss the goals that need to be achieved by the end ofthe probation the job requirements and key competencies The probation process contains two steps P The supervisor meets the employee to establish the goals during the probation period and to discuss the job requirements and the key competencies on which the employee will be evaluated The employee signs the goals for the probationary period Employee signs off probationary goals Goal Setting 1 Click on Set Goals for probationary employees Status Task
33. process is completed You cannot modify the form once it has been signed off UNIVERSITY OF OTTAWA 55 5 Click on OK h Once you complete the step you will not be able to modify the section s you are currently editing Click OK to save or click Cancel to return to the form our changes have been saved Click on OK The system will the task with a completed status 7 Click on the red X to close the form Help X Performance Improvement Plan P I P Performance Improvement Plan P I P The performance improvement plan must be completed when the employee obtains Needs Improvement in at least one of the key competencies 1 The process is not automatically assigned to each employee and supervisor it is assigned upon request only when the need arises The supervisor must send an email to the address performance uottawa ca requesting that the P I P process be assigned to himself herself and to the concerned employee 2 TheP I P is a process containing three steps Write a performance Employee signs off Sign off PIP for direct reports improvement plan PIP for my direct 3 The three steps of the P I P are a The supervisor writes the P I P and submits the form b The employee signs off c The supervisor signs off Steps of the P I P Some steps are completed by the supervisor others are done by the employee and the process is completed when the form is signed electronicall
34. service orientation Help or serve others to meet their needs Anticipate and identify the needs of solutions to meet them Teamwork and cooperation Cooperate and work well with other rnb etre goal Accept and give constructive feedback Adjust own beha r to reach team goals v Average Score for Competencies Score 8B 3 The self appraisal form allows you to enter a development plan if you have not previously completed the goal setting form However if you have completed the goal setting form or you have added development plans from the My Performance tab they will automatically imported in the self appraisal form DEVELOPMENT PLAN PROGRESS REVIEW 2012 Development Plan Progress Tithe Technical writing training he training was completed in July and have already started integrated what have learned and my user manual detnitely look more professional G ake a two days training on technical writing to improve the quality of my user manuals UNIVERSITY OF OTTAWA 45 8 Ifthe rating scale of at least one competency equals Needs improvement the supervisor must complete the PDF form titled PIP performance improvement plan The supervisor must send an email to performance uottawa ca to obtain the PIP form Once the form is completed and signed by the supervisor and then signed by the employee the PIP form must be send to Human Resources by email to performance uottawa ca The supervisor must also
35. the deadlines They are as well the key contacts for their faculty or service employees wishing to make changes into Halogen Organization Faculty or Service Telfer School of Marc CE malbert uottawa ca Management 12 lboisver uottawa ca tion een lentes 19 Faculty of Social Sciences Faculty of Social Sciences Social Sciences Sylvie Desrochers r sdesroch uottawa ca Faculty of Graduate and Yudy Bengoa ybengoa uottawa ca Postdoctoral Studies Faculty of Law Civil Law Pierre Thibault pierre thibault uOttawa ca uottawa ca pr of Law Common Nicole Desnoyers ye uottawa ca Library Jean Philippe jgagno2 uottawa ca Gagnon 24 Intemational International Office Alain Lagac Alain Lagac alagace uottawaca ace uottawa ca pe fen a Continuing Serge Blais Senasa uottawa ca Education 26 Human Human Rights Center Human Rights Center Viviana Viviana Fernandez vfernand uottawaca uottawa vfernand uottawaca Management Sabourin Melanie Sabourin uotta Services wa ca Co operative Education Manon Racine manracin uottawa ca Programs Office of the Registrar Lynn Marie McCarthy Imccarth uOttawa ca Financial Aid and Awards Lynn Marie McCarthy Imccarth uOttawa ca UNIVERSITY OF OTTAWA _ Financial Planning Darlene Avelar dlapoint uottawa ca CE Financial Resources Darlene Avelar dlapoint uottawa ca 36 Procurement Darlene Avelar Avelar diapoint uottawa ca oint uottawa ca Sp CS ECS Sultan uottawa ca mo fR sO Oe o E o m
36. 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 17 18 c Second level supervisors Mine 15t Level and 2 Level 3 Activities in the Mine tab can be grouped by date or type 4 Activities of direct reports can be grouped by date type or employee Activity Tracker Group by 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 e Goals e Adding a development plan e Adding a journal note e Evaluations e Documents Supervisors have access to these same five sections in the My Employees page UNIVERSITY OF OTTAWA 19 c 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
37. ting Click OF to save or click Cancel to return to the form The system will the task with a completed status 8 Click on the red X to close the form Help X 72 Second Level Supervisor Approval The second level supervisor must sign off the form to complete the end of probation process At this point no modifications can be made to the form The second level supervisor can only review the content and sign off 1 Click on End of probation Sign off appraisals for second level reports Status Task El PERFORMANCE EVALUATION FOR EMPLOYEES ON PROBATION TESTING 2 Click on View Tasks Overview 07 01 2013 End of probation End of probation End of probation Sign off Manager writes employee Employee sign off appraisals for second _ evaluation i level 1 ToDo Search First andor Last Name Search Show All Page 1 loft B End of probation Sign of First Name Last Name Evaluator Patricia Deschamps Stephane Boucher Joanne Demers Pierre Bercier Stephane Boucher a Sign Off f UNIVERSITY OF OTTAWA If you click on Sign Off the system will ask you to sign off without reviewing the content of the form 3 Click on Sign Off Help 4 Click on OK Sign OF Appraisal Employee Pierre Bercier Direct Manager Stephane Boucher Signed Off By Pierre Bercier Sign off Date 0612 2013 The syst
38. tly editing Click OE to save or click Cancel to return to the form You will not be able to modify the form once it has been submitted The system will indicate that the step has a status of completed 19 Click on the red X to close the form Help X F Approval of probation goals The supervisor has filled the form to establish the probationary goals he she submits the form to his employee in order for him her to electronically sign it 1 Click on Sign off on my probationary goals 3 2 UNIVERSITY OF OTTAWA Home My Performance Directory Welcome Pierre Bercier Direct Manager St phane Boucher Status Task El My Evaluation GOAL SETTING FOR EMPLOYEES ON PROBATIC Optional Type a comment in the Employee s Comments box Employee s Type a comment is this box Comments Click on Save Draft 67 68 8 Click on OK Click on Submit If you click on Submit the form is saved and the process is completed The form cannot be modified once it has been submitted Click on OK Click on Ok euas Message from webpage Once you complete the step you will not be able to modify the D section s you are currently editing Click OK to save or click Cancel to return to the form You cannot modify the form after you click on OK The system will display the completed status Click on the red X to close the form UNIVERSITY OF OTTAWA 69 End of probat
39. uations for my direct reports 48 Home My Performance My Employees Task Status Reports Directory Welcome Stephane Boucher Direct Manager Joanne Demers status Task Write evaluation for your direct reports Once complete the evaluation status will be under approval until all approval levels are finished El My Evaluation FORME g Discus 3 As soon as the supervisor clicks on Write evaluations for my direct reports the Task Status opens and the supervisor can see at which step of the process he or she currently is The supervisor clicks on Edit Form to begin the step UNIVERSITY OF OTTAWA Home My Performance My Employees Task Status Reports 2012 EVALUATION TESTING 0431 2013 0431 2013 0431 2013 Employee writes self Write evaluations for my Employee sign off evaluation direct reports ic A ga ay ye Fy Er Eu ir if J mi E EE r Search First andor Last Name 4 Pagel 1 loft gt M Gh BE First Name Last Name Patricia Write evaluations for my direct reports 4 The form displays what was written by the employee in shaded areas titled Self The supervisor can modify the content using the boxes under the shaded areas 50 2012 Goal Qutcome Self Tithe Halogen user manuals and training session Write Halogen user guides form supervisors and The user manuals were ready at the time of the Tithe Halogen user manuals and training session The user
40. visor to see this note Supervisors who arrived at this section through the My Employees page can check the box next to Let the employee view this note if they wish to allow their employee to see this note 7 Click OK 24 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 lt Note Past appraisals have not been imported into Halogen Therefore 2012 is the first annual performance evaluation cycle to be recorded in Halogen Once the 2012 goal setting process is complete this form will appear in the Evaluations section Goals Development Plans Journal Hote Evaluations Documents Past Appraisals Page 1 ofi ch Past Appraisal Evaluator GOAL SETTING 2012 Sylvie Gouin Print a completed form 1 Clickthe Ma Performance tab 2 Clickthe Evaluations tab 3 Click on the name of the form to be printed in order to create a PDF document UNIVERSITY OF OTTAWA 25 Home My Performance Directory My Performance Goals Development Plans Journal Notes Evaluations Documents m Past Appraisals Page 1 loft B BEE Past Appraisal FORMATION HR REP POUR LYNNE GOAL th 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 ic
41. y by the supervisor 1 gg Note The next steps are completed by the employee who needs to sign off his her P I P Click on Sign off my performance improvement plan PIP 57 58 2 3 Status Task El My Evaluation PIP Performance Improvement Plan TESTING Status a sign off my performance ES plan PIP Read the comments added by the supervisor in each competency that need to be improved Improvement required Planning Organize in time a Series of actions or events in order to achieve an objective or a project Plan and organize own work and priorities in regular daily activities Patricia must submit reports each SM pay to a few clients One of the reports that Patricia creates is sent to the Parking Office staff who must ensure that employees have paid the deductions for parking or bus STO The Comments person reponsible to verify those reports must have the reports before the pay is run to that corrections be done as soon 45 possible Title Using the Outlook Taks to schedule the production of reports to schedule the reports so that they are run on the same day that the Payroll Verification Reports are available Patricia and will meet in two months to see the evolution and improvement of the report production Enter the date when you have met with your supervisor to discuss the P I P in the field Date of discussion UNIVERSITY OF OTTAWA 59 have met with my supervis
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