Automated Performance Management Processes in HRS

Overview:

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

Process Considerations:

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Cancel Active Documents for Terminated Employees

This automated process has been running daily in HRS since May 2021.


Cancel Active Documents for Transferred Employees

This automated process has been running daily in HRS since May 2021.
  • Active Document Definition: for this process, documents with a Document Status of Canceled, Completed or Pending Acknowledgement are NOT considered active documents
  • When: documents will be canceled 14 days after the Job Data Transfer row Effective Date or Date Created (entry date), whichever is later
  • Exceptions: documents will NOT be canceled if one of the following scenarios are met
    • If Transfer row Reason: Blue-Collar Multi Shift
    • If Transfer row Reason: Voluntary Reassignment AS/LI
    • If the transfer is canceled: there are rows on top of the Transfer row with the same Effective Date as the Transfer for Termination - Cancelled and Rehire - Terminated in Error and the Position Number of the Rehire row matches the Position Number of the row immediately before the Transfer row
  • Best Practice: if the Transfer does not fit the exception criteria above, do not transfer the existing document to the new manager; the automated process will still cancel the document if you do
    • The employee's new position typically comes with new responsibilities and new goals, and depending on the institution, a different template
    • For transfers, it is recommended to let the automated Cancel and Create processes perform the document maintenance to ensure the correct template is used and avoid multiple documents being created
  • Additional Notes:
    • Once an employee's new position goes into effect, the Job Title displayed on the canceled document will be for the new job if the canceled document uses the same Document Type and evaluation Period End Date as the new document 
    • For simple Reports To updates on Job Data, it is recommended/encouraged to transfer the existing document to the new manager rather than canceling and creating new; see Managing Performance Management Documents (HR Admin) in HRS

Completed Documents to Personnel File

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


Canceled Documents with Content to Personnel File

This automated process is in development.


Delete Canceled Documents Without Content

This automated process has been running daily in HRS since May 2021.


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, not for probation evaluation.


Create Development 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: Development Documents are intended for an employee's probation evaluation, not for the annual evaluation. Development Documents are not currently used by each ePerformance using institution.


Update Mandatory Training in Document

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


Due Date Reminder Emails

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


Additional Resources

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