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Automated Performance Management Processes in HRS

Overview:

This document will provide information about the automated Performance Management (ePerformance) processes.

Process Considerations

  • All automated processes run daily
  • Some of the processes listed below are still being developed and are being manually performed by Service Operations HR/TAM/FI team until the automated process is implemented

Cancel Active Documents for Terminated Employees

This automated process is in development. The Service Operations HR/TAM/FI team is manually performing this process weekly until the automated process is implemented.


Cancel Active Documents for Transferred Employees

This automated process is in development. The Service Operations HR/TAM/FI team is manually performing this process weekly until the automated process is implemented.

Completed Documents to Personnel File

This automated process has been running daily in HRS since December 2019.
  • What: a copy of the completed document's Manager Evaluation will be pushed as a pdf document to the employee's Personnel File (PFile)
    • The document pushed to PFile will include all pdf attachments uploaded to the ePerformance document by the employee (Self Evaluation) and manager (Manager Evaluation)
    • The document pushed to PFile is similar to the document generated by the Print hyperlink within the document's Manager Evaluation; there will be slight differences between the PFile and Print versions, for example:
      • Section titles may differ; PFile version displays tab names, Print version displays section names used by the system
      • The Last Notified Date and Last Completed Date field names on the Mandatory Training tab are Measurement and End Date on the Print version
  • When: the day after the document is marked Complete

Canceled Documents with Content to Personnel File

This automated process is in development.

  • What: for documents that have content, the manager's view of the document will be pushed to PFile. This will be a snapshot of the open step at the time of cancellation.
    • The document that is sent to PFile is similar to the document generated by the Print hyperlink within the last open step in the document, from the manager perspective
    • There will be slight differences between the PFile and Print versions, for example:
      • Section titles may differ; PFile version displays tab names, Print version displays section names used by the system
      • The Last Notified Date and Last Completed Date field names on the Mandatory Training tab are Measurement and End Date on the Print version
  • Content Definition: a document is considered to have content if any of the following actions were taken by the employee, manager or someone on behalf of the manager:
    • Performance Criteria added/updated/deleted and saved (e.g., goals)
    • Comments added and saved
    • Ratings added and saved
    • Attachments added and saved
    • Document was progressed to the next step (e.g., manager selects Approve button at Define Criteria to move to Checkpoint)
  • When: 14 days after the document is canceled

Delete Canceled Documents Without Content

This automated process is in development. The Service Operations HR/TAM/FI team is manually performing this process weekly until the automated process is implemented.

  • Content Definition: a document is considered to have content if any of the following actions were taken by the employee, manager or someone on behalf of the manager:
    • Performance Criteria added/updated/deleted and saved (e.g., goals)
    • Comments added and saved
    • Ratings added and saved
    • Attachments added and saved
    • Document was progressed to the next step (e.g., manager selects Approve button at Define Criteria to move to Checkpoint)
  • When: 14 days after the document is canceled
    • A delete is permanent; it cannot be undone

Create Performance Documents

This automated process is in development. The Service Operations HR/TAM/FI team is manually performing this process weekly until the automated process is implemented.

Note: Performance Documents are intended for an employee's annual evaluation and not for probation evaluation. Development Documents are intended for probation evaluation, though the use of Development Documents have not yet been implemented for any institution.

  • Who: documents are only created for employees if they
    • Fit a specific Group ID criteria
      • Group IDs are based on specific combinations of job attributes (e.g., Empl Class, Pay Group, Job Code, Dept ID, Business Unit, etc.)
      • Groupings cannot have overlaps (an employee cannot fit two different group criteria)
    • Have a valid Reports To
      • A document will not be created if the Reports To is blank or a vacant position
    • Are HR Status: Active
      • The employee has an active appointment; is not terminated
    • Are Payroll Status: Active
      • The employee is not on Leave of Absence (LOA); a document will not be created until the Effective Date of the employee's return to active status
    • Do not already have an active or completed document using the same Document Type and evaluation Period Begin/End Date combination
  • When: the mass document creation process runs daily in the morning
    • When to start and stop creating documents for each evaluation period and template combination will vary by institution
  • Additional Notes: the mass creation process using Group ID cannot exclude new hires if they fit a Group ID criteria
    • Performance Documents should not be manually canceled for new hires, as the automated document creation process will create a new document the next day
    • Each institution is responsible for establishing expectations for their employees and managers regarding how Performance Documents should be completed (e.g., how many goals to enter, what is appropriate rating, etc.)

Update Mandatory Training in Document

This automated process has been running daily in HRS since December 2019.

  • What: the Last Notified Date and Last Completed Date are updated on the Mandatory Training tab for the current open step of the document
    • Dates displayed are from the Administer Training module in HRS
    • The dates on the ePerformance document cannot be manually updated
  • When: daily in the morning

Due Date Reminder Emails

This automated process has been running daily in HRS since December 2019.

  • What: reminder email notifications sent to employees and managers when a step due date is approaching
  • When: 30, 15 and/or 7 days before the step due date, unless the step has already been completed
  • Additional Notes: for additional information, see Automatic Performance Management Email Notifications in HRS

Additional Resources

Related KBs

Related Links

Get Help

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.




Keywords:eperformance cancel delete personnel file pfile create document email mandatory training   Doc ID:105730
Owner:tami e.Group:UW–Shared Services
Created:2020-09-10 08:18 CSTUpdated:2020-09-17 13:18 CST
Sites:UW–Shared Services
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