SuccessFactors Performance Management System. Reference Guide

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SuccessFactors

Performance

(2)

SuccessFactors

Performance Management System

Reference Guide

8 Planning Employee Creating Performance Objectives 9 Planning Employee Creating Professional Development Objectives 10 – 11 Planning Manager Creating New Form – Objectives, Competencies, _{and Professional Development Plans} 12 – 13 Self Review Employee Completing Employee Self Review 14 – 15 Manager _Review Manager Completing Manager Review

16 Discussion All Users Review, Revise, Ratings

17 Signature All Users Electronic Signatures

18 Complete All Users Completion

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System Requirements

• Initial critical steps:

–

SuccessFactors Performance

Management System requires the

latest version of Java & Pop-ups

enabled.

• Make sure that you:

1. Upload the latest version of Java to

your computer:

• http://www.java.com/en/download/index.jsp

2. Enable pop ups for SuccessFactors.

Note: If you do not

implement above steps,

you may encounter errors

when launching the

(4)

Accessing SuccessFactors

Click to enter

SuccessFactors

Performance

Management

System through

the Training &

Organizational

Development

Portal.

(5)

SuccessFactors Electronic

Process Overview

The Planning Phase is where the employee and manager prepare the initial form for the evaluation process based what objectives the employee will accomplish during the year. Insert professional and personal objectives, as well as any additional competencies.

There are 6 Phases in the SuccessFactors Performance Evaluation Process, as shown in the flowchart below. Each form will go through each phase in the process.

The diagram below describes a brief overview of each phase.

The Self Review Phase is where the employee gets an opportunity to rate him/herself on his/her performance objectives for the past year and performance on the competencies. The employee can insert ratings and make supporting comments. The Manager Review Phase is where the manager rates his/her employee’s performance for the past year in all areas on the form, including competencies and professional objectives. The Discussion Phase is where the manager prints the form and sets up a face-to-face discussion with his/her employee to discuss the past year’s performance. At this phase, employee and manager can discuss and revise ratings.

The Signature & Completion Phases are where the employee and the manager both sign off

electronically on the form. Once both signatures are on the form the performance evaluation is complete. Copies will automatically be available in both the manager and employee folders within the system. HR will also have access to the form at this stage.

1. Planning 2. Self Review 3. Mgr Review 4. Discussion 5. Signature 6. Complete

At the beginning of each fiscal year, Human Resources will send your Performance Evaluation form to your manager’s SuccessFactors Inbox. Both the Employee and Manager will be able to work on the form concurrently: Employee’s will enter objectives through their “My Objective” tab

and Manager’s will enter objectives through the employee’s Performance Evaluation Form.

July 1 –

June 30

June

July

July –

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Logging In to and Out of

the System

6

FOR FIRST TIME USERS

1. From your my.emich

site, select the “Employee”

tab.

2. Click on the link in the

Training and

Organizational

Development window.

1

2

Planning Self Review Manager _Review Discussion Signature Complete

IMPORTANT NOTE:

You must always access the system through the my.emich portal. You will never need to log into the system using a username or password.

If you see the following

screen, DO NOT LOGIN

through this means. This is

only for administrators

during the pilot phase. You

must go back into the

system through the

my.emich portal as

indicated above.

There are 6 Phases in the SuccessFactors Performance Evaluation Process as shown in the flowchart above. All forms will go through each phase in the process. This guide

describes all 6 phases and who is responsible for each phase.

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Employee: Planning

Phase - Getting Started

Getting Started on the Form

1. Create Objectives under Objective Plan using the Wizard or select from

the SuccessFactors Library. (For specific instructions see page 8.)

2. Create Development Objectives

under Development Plan by

inputting courses to be taken through eTraining Learning Management System or other professional development avenues, such as seminars, conferences, or retreats. (For specific instructions see page 9.)

Create Objectives (See page 8)

Create Development Plan (See page 9)

There are two ways to get started on the form:

1. The Employee will initially create

personal objectives and a professional development Plan using the Quick links as shown in above diagram. (See pages 8 & 9.)

2. The Manager will initiate the

Performance Evaluation Form

containing data that the employee will provide. (See pages 10 & 11.)

Note: If desired, the Manager may take

initial control of the form and enter Objectives for his/her employee directly onto each Evaluation form.

Key Points:

1.

“

*

”

denotes mandatory form fields. You may not move to the next step in the process until all required fields are completed.

2. Email notifications will be sent to both

Manager and/or Employee at each phase of the process notifying you that you need to take action on the form.

3. Do not use the back arrow to navigate within SuccessFactors.

4. SuccessFactors works in all web browsers:

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Employee: Planning Phase -

Creating New Objectives

CREATE OBJECTIVES:

Create Objectives using the following two (2) methods:

1. Objective Wizard will take you through the process of writing a SMART objective.

1a. Start typing action or subject words, such as implement, create,

safety, facility to see suggestions

from the Objective Library,

OR

2. Create a New Objective. You will

be given two (2) options:

2a. Create Personal Objectives button allows you to write your own objectives from scratch,

OR

2b. Library Objective allows you to select from the SuccessFactors Objective Library.

Note: Objectives are saved once they

have been entered into the system. 8

Performance Objectives: The manager and employee collaboratively define “WHAT” the

employee is going to accomplish on the job. List 2-4 major performance goals for the employee including the relative weight, specific target date for completion and the results expected.

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Employee: Planning Phase -

Creating Professional

Development Objectives

Create Professional Development Objectives:

1. Enter Development Objective

2. Enter Measure of Success

3. Start Date, Due Date and Status

4. Select Related Competency

5. Select Learning Activity. You will

be given 2 options:

5a. Custom Learning Activity allows

you to make up your own development activities,

OR

5b. Select from Learning Catalog to

choose activities from the new EMU Learning Management System.

Professional Development Objectives: The employee may input development objectives to

support his or her continued development. Professional Development Objectives are not required, but are strongly suggested for personal and professional growth.

1

2

3

4

5 5a

5b

Enter keywords to search

for specific courses.

Create My Development Plan

After completion of the My

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Manager: Planning Phase

1 of 2

10 Performance reviews help employees understand how they’ve performed and identify development opportunities for the future. On the following pages, learn how to complete

the initial Manager Planning Stage of the Performance Review Form.

1. Click on My Forms tab to view forms for all your direct reports.

2. Click on the specific

Employee form link to

access form.

Performance Review Form 3. Route map shows current

phase of process. If not visible, click on + Route Map on left.

4. Use the scroll bar to view each section of form, OR

5. Select each section separately.

6. Create New Objectives

from scratch or use the Objective Wizard. (See

page 8.)

7. Edit or Delete created objectives.

1

2

3

4

5

6

7

Performance Evaluation forms are created for each employee at the beginning of the fiscal year and are sent to the manager’s SuccessFactors inbox.

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Manager: Planning Phase

2 of 2

1. Competencies are pre-populated with core competencies based on the employee’s role.

2. Add additional role based Competencies from Library, if desired.

3. Add supporting Comments.

4. If extra assistance is needed, select Writing Assistant. Choose

the sample text that best matches the feedback you would like to give and click “Place Text” and “Close Window.”

5. Create Professional

Development Objectives. (See

page 9.)

6. Edit or Delete Professional Development Objectives.

7. Once the sections are completed in the planning stage, click the “Move to next step” button to advance the Form to the Employee Self Review Stage.

Planning Self Review Manager Review Discussion Signature Complete

1

2

3 ₄

5 ₆

NOTE: You MUST click “Move to

next step” in order to advance

the Form into the Employee Self-Review stage. The

employee will receive an email notification that a form is ready for Self Review.

7

Send to employee will only forward the

form back to the employee for additional Planning/comments.

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Employee:

Self-Review Phase

1 of 2

Planning _ReviewSelf Manager _Review Discussion Signature Complete

12 Enter SuccessFactors (See page 4.)

Click on link to access Form.

1. Route map shows current phase

of process. If not visible, click on +

Route Map on left.

2. Use the scroll bar to view each section of the Form

OR

3. Select each Section separately.

Performance Objectives:

4. Add additional Objectives, if desired. (See page 8.)

5. Edit or Delete existing

Objectives.

6. Select Self-rating for each Objective (must be completed for each objective).

7. Add supporting Comments, if desired.

Click on link to access Form

1

5

6

7

Once the Performance Evaluation form has been forwarded by the Manager from

the Planning Stage to the Self Review Stage, an e-mail notification will be sent to the

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Employee:

Self-Review Phase

2 of 2

1

2

3 ₃

4

Competencies:

1. Add additional role based

Competencies from Library, if desired.

2. Select Self Rating for each

Competency (must be completed for each competency).

3. Add supporting Comments.

4. If extra assistance is needed, select

Writing Assistant. Choose the sample

text that best matches the feedback you would like to give and click “Place Text” and “Close Window.”

Professional Development Objective:

5. Add additional Professional

Development Objectives, if desired.

(See page 9.)

6. Edit or Delete existing Professional

Development Objectives.

7. Edit, Launch or Delete existing

Learning Activities.

8. Once all sections are completed in the Self-Review stage, click the “Move

to next Step” button to send the form

back to the Manager for Manager Review.

Core Competencies based on employee role

5 ₆

7

8

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Manager:

Manager Review Phase

1 of 2

14 Enter SuccessFactors

(See page 4.)

Performance Objectives:

1. Add additional Objectives, if desired. (See page 8.)

Objectives.

3. Select Rating for each Objective (must be completed for each objective).

4. Add supporting Comments, if desired.

2

1

3

4 Once the Performance

Evaluation form has

completed the Employee

Self Review stage, an e-mail

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Manager:

Manager Review Phase

2 of 2

1

2

3

4

Competencies:

1. Add additional role based Competencies from Library, if desired.

2. Select Rating for each

Competency (must be completed for each competency).

3. Add supporting Comments.

4. If extra assistance is needed, select Writing Assistant. Choose the sample text that best matches the feedback you would like to give and click “Place Text” and “Close Window.”

Professional Development Objective:

5. Add additional Professional

Development Objectives, if

desired. (See page 9.)

Development Objectives.

7. Edit or Delete existing Learning

Activities.

8. Once the sections are

completed in the Manager Review stage, click the “Move to next

Step” button to send the form into

Discussion Stage.

Core Competencies based on employee role

5

6

7

8

Note: Once Manager Review stage has been completed, you are now ready to initiate a

face-Select Unable to

Rate in the event

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All Users:

Discussion Phase

16 Enter SuccessFactors (See page 4.)

1. An Overall Performance Section will now appear at the Discussion Stage.

2. You can view a summary of ratings from the Objectives and

Competencies section.

3. Overall Performance is calculated based on: 60%

Performance Objective and 40% Competency ratings.

4. The Manager must “Send to

next Step” to procure employee Signature once face-to-face

discussion is complete.

1

2

4

Discussion Phase: the manager and employee will meet

face-to-face

to review and discuss the ratings and comments

.

The Manager has the ability to make necessary changes to ratings and provide comments in the Objectives and Competencies

section.

Average rating for each section is automatically calculated.

The Employee will receive an email notification that a form is ready for Signature.

Note that after moving the form from the Discussion phase, you will not be able to make any further changes.

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All Users:

Signature Phase

Employee:

1. The employee will have the opportunity to provide

comments in the Comment

Section.

2. The employee “Signs” the form to forward to Manager for signature.

Manager: the Manager will receive email notification that the Employee has signed the Performance Evaluation.

3. The manager will have the opportunity to provide

comments in the Comment

Section.

4. By selecting the “Reject” button, you will send the Form back to the Discussion stage for review and revision,

SuccessFactors Performance Management System. Reference Guide

SuccessFactors

Performance

SuccessFactors

Performance Management System

Reference Guide

Table of Contents

System Requirements

•

Initial critical steps:

–

SuccessFactors Performance

Management System requires the

latest version of Java & Pop-ups

enabled.

•

Make sure that you:

1. Upload the latest version of Java to

your computer:

•

http://www.java.com/en/download/index.jsp

2. Enable pop ups for SuccessFactors.

Note: If you do not

implement above steps,

you may encounter errors

when launching the

Accessing SuccessFactors

Click to enter

SuccessFactors

Performance

Management

System through

the Training &

Organizational

Development

Portal.

SuccessFactors Electronic

Process Overview

July 1 –

June 30

June

July

July

July –

Logging In to and Out of

the System

FOR FIRST TIME USERS

1.

From your my.emich

site, select the “Employee”

tab.

2.

Click on the link in the

Training and

Organizational

Development window.

1

2

IMPORTANT NOTE:

If you see the following

screen, DO NOT LOGIN

through this means. This is

only for administrators

during the pilot phase. You

must go back into the

system through the

my.emich portal as

indicated above.

Employee: Planning

Phase - Getting Started

Getting Started on the Form

Key Points:

“

*

”

Employee: Planning Phase -

Creating New Objectives

Employee: Planning Phase -

Creating Professional

Development Objectives

₄

₆

₃

₆