Performance Review Process in Workday

The performance management process for the 2017-2018 performance review period (April 2017 through March 2018) will be done in Workday. Below is the overall process and timeline. Scroll down and click a process heading to learn more. Note: Student employees and Temp/Casual employees will not be evaluated using Workday. 

IMPORTANT:

There are two templates: 

  • Staff with self evaluation
    • includes the following sections: goals, competencies, supervisory competencies, responsibilities, certification question
    • manager evaluation also includes overall rating, which is required
    • self evaluation must be submitted; check with your manager to find out which sections of the self evaluation you should complete before submitting
  • Attachment only with self evaluation
    • includes the following section: attachment (can be one or several)
    • manager evaluation also includes overall rating, which is required
    • is designated for Management levels 1 – 5:  Chief Executive, Executive Management, Senior Management, Administrative Management, Director (includes Assistant & Associate Director), and Research Professionals – Other
    • self evaluation must be submitted; check with your manager to find out what type of attachment(s), if any, you should attach before submitting
    • attachments can be any file format the manager chooses such as a memo, the Performance Feedback Form that is similar to the staff template, or a spreadsheet
    • does not include goals, additional manager, or additional reviewer steps

TIMELINE:

Dates are guides to facilitate the May 31st completion date. The timeline can be accelerated or delayed as needed. More time needed in the event of low performance.

Performance Review

(Click to expand the image)

Enter Goals in Workday – Due by April 6, 2018

Employees enter and submit goals to their manager for approval. Or, the manager can enter and submit goals to their employee for review. Goals added by Talent Analysts must be approved by the Manager.

The goals that need to be entered are the FY17-18 goals created last year and kept offline.  For the goals to show in the evaluation when the System Office launches Performance Management in Workday on April 9th, the goals must:

  • Be Approved by the employee’s manager
  • Have a due date between 4/1/2017 and 3/31/2018
  • Be entered by April 6th (NOTE: If the April 6th date is missed, goals can still be entered)

 

Please note that the attachment only template does not include the goals entered into Workday.

Job Guides:

Performance Review Period Launched in Workday April 9, 2018

When the performance review period is launched in Workday, goals with a due date between April 1, 2017 to March 31, 2018 that have been entered and approved by the manager prior to launch date will automatically feed into the evaluation.

Employee Self-evaluation – Due by April 18, 2018

Employee receives an inbox task to complete the self-evaluation. 

Although optional, the employee must submit the self-evaluation (even if leaving blank) to initiate the manager evaluation steps in the process.

For the staff template, the evaluation competencies and ratings used in Workday are outlined in this document:  Performance Evaluation: Competencies and Ratings Overview.

For the Attachment only template, the attachment type can be any format the manager chooses such as a memo, the Performance Feedback Form that is similar to the staff template, or a spreadsheet. The Research Performance Evaluation Form available on the Division of Research, Research Titles and Staffing webpage may be used to evaluate staff in these Research Titles.

Job Guides:

Self Evaluation – Staff
Self Evaluation – Attachment Only

Success Tips for Employees:

  • Reflect on your accomplishments
  • Look for key performance indicators (e.g., behavior, conduct, productivity, accomplishment of goals, etc.)
  • Be proud (e.g., highlight accomplishments; best projects; and emphasize the positive impact on the organization)
  • Be aware of evaluation ratings (e.g., know the meaning of each rating)
  • Be concise (e.g., elaborate on the impact of completed projects, rather than listing the detailed process for completion)
  • Be honest (e.g., point out strengths, as well as areas for further development)
  • Be professional (e.g., focus on your own accomplishments rather than pointing out the shortcomings of others)
Manager Adds Additional Manager (Optional– Due by April 18, 2018

Manager receives an inbox task to add an additional manager evaluation to an employee’s evaluation. This occurs at the same time the employee receives the inbox task to complete their self-evaluation. 

An additional manager can add comments to ALL sections of the evaluation.

If the manager would like to bypass this optional step, skip task must be selected to continue the manager evaluation steps. 

IMPORTANT:

All comments entered by the additional manager will be viewable to the employee when the employee acknowledges the evaluation.

Job Guide:

Manager Adds Additional Reviewers (Optional– Due by April 18, 2018

After the add additional manager task is completed and once the employee submits their self-evaluation, the manager receives an inbox task to add additional reviewers for the employee.

An additional reviewer can add ratings and comments only to the competencies section of the evaluation.

If the manager would like to bypass this optional step, skip task must be selected to continue the manager evaluation steps.

IMPORTANT:

All ratings and comments entered by the additional reviewer will be viewable to the employee when the employee acknowledges the evaluation.

Job Guide:

Manager Drafts Evaluation – Due by April 27, 2018

After the add additional reviewers task is completed, the manager receives an inbox task to complete the employee evaluation.

IMPORTANT:

Do NOT submit the evaluation at this time. If it is submitted, it cannot be changed or routed back to change.

The evaluation competencies and ratings used in Workday are outlined in this document:  Performance Evaluation: Competencies and Ratings Overview.  Managers should also read the position restrictions, confirming it is accurate or identifying any needed changes. Acknowledgement of such is part of the manager and employee validation steps at the end of the process.

Job Guides:

Success Tips for Managers:

    • Review the available information (e.g., employee submitted documentation, position restriction, progress notes, customer feedback, etc.)
    • Confirm that employee’s required training is current
    • Be aware of evaluation ratings and rater biases (e.g., know the meaning for each rating)
    • Be brief, but complete (e.g., communicate the impact that an employee’s efforts have had on the organization)
    • Write business-related observations (e.g., not assumptions, nor personal matters)
    • Keep out biased language (e.g., do not include statements regarding medical information, age, gender, race, disability, marital status, religion or sexual orientation)
    • Be honest and fair (e.g., ensure due diligence; there should not be any surprises) 
Manager and Employee Discuss Evaluation – Due by May 4, 2018

Managers should meet with the employee to discuss the evaluation.  If revisions are needed, managers can make those to the draft evaluation at any time before it is submitted.

  • Tips for success before the meeting:
    • Managers
      • Schedule the evaluation meeting in a private setting
      • Provide a draft of the evaluation to employee the day prior to meeting
      • Plan and provide structure for the evaluation meeting
      • Ask your employee to come prepared with possible SMART goals for next year
    • Employees
      • Review the draft evaluation; writing down questions and acknowledgements; be prepared to discuss
      • Create professional/career SMART goals and bring to meeting
  • Tips for success during the meeting:
    • Managers
      • Conduct meeting in a private place
      • Review and discuss individual and overall ratings and rationale
      • Recognize strengths and achievements, and discuss growth opportunities
      • Allow for questions from employee
      • Discuss employee’s professional and career goals
      • Formally end the evaluation meeting before discussing next review period's performance goals 
      • Discuss performance goals for the new review period and if applicable, schedule a follow-up meeting
    • Employees
      • Arrive on time for the meeting
      • Be attentive, engaged, ask questions, and provide additional insight appropriately
      • Acknowledge the feedback, and provide possible solutions regarding constructive feedback
      • Ask any questions that you may have
      • Provide input regarding future career aspirations and needed development
      • Provide final thoughts about the review period
      • Provide performance goal information for the next review period
Manager Submits Evaluation – Due by May 11, 2018

Manager submits the evaluation. 

IMPORTANT:

Do NOT submit the evaluation until after discussing the evaluation with the employee, completing all changes, and finalizing the evaluation. Once an evaluation is submitted, it cannot be changed or routed back to change.

If the overall rating is partially meets or does not meet expectations, the evaluation automatically routes to the manager’s manager for review and submission. In addition, the manager will receive a notification to remind them to do a performance improvement plan. Performance improvement plans are still conducted outside of Workday; and, the manager should follow their business as usual procedures for performance improvement plans.

Employee Acknowledges Evaluation – Due by May 18, 2018

Once the manager submits the evaluation, the employee receives an inbox task to acknowledge the evaluation. 

The employee must select from two options – agree or disagree – with the evaluation; and, can add comments.

Job Guide:

Manager Acknowledges Evaluation – Due by May 25, 2018

Once the employee acknowledges the evaluation, the manager receives an inbox task to acknowledge the employee’s acknowledgement. 

The manager must select whether the position restrictions need updating or position restrictions do not need updating; and, can add comments. 

If the manager selects position restrictions need updating, the manager will receive an inbox notification to update the position restrictions. In such situations, the manager should follow their business as usual procedures to update position descriptions.

Job Guide: