Appraiser Quickstart Guide

Employee appraisals can be completed easily and quickly. The steps outlined below guide you through the process. If you have questions or have difficulty accessing the program, please contact your Human Resource Department or an Administrative User.

Starting the Program

To start the Program:

1. Open your browser and enter your client address in the address line. Please see your Administrative User if you do not have this link.
2. Enter your username and password in the Client Login fields. Press Enter on your keyboard or click the Login button.

Completing an Appraisal

Step 1: Review Previous Performance Documentation

An employee’s Performance History, including Appraisals, Notes, Forms and Additional Documents completed during the appraisal period, should be reviewed before a performance appraisal is started. This ensures the appraisal will be consistent with the employee’s performance throughout the entire period, and not just recent memory..

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Select the documents you wish to view.

Step 2: Set New Goals (if applicable)

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, under Employee Documents, click Employee Goal Tools. (Note that the term “Goal” may have been customized.)
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Select either the Current Goals tab or Future Goals tab.
5. Set the Overall Goal vs. Factor Weighting (if applicable) by inserting the weight in the Overall Goal Weight or Overall Factor Weight field. Click Save Overall Weight to save the weight.
6. Click the Add New button.
7. Enter a new Goal name in the Name box. For easy viewing of the titles, keep them brief.
8. Enter a detailed description of the Goal in the Description box.
9. Click Spelling and/or Language Check to review your text.
10. Enter a weight in the Weight box and a due date in the Due Date box.
11. Click Save on the toolbar.
12. If desired, add specific Goal Action Steps by clicking Add New in the Action Steps box. Enter a Name, Description and Due Date for each Action Step.
13. Click Spelling and/or Language Check to review your text.
14. Click Save to enter the Action Step or Cancel to leave the page without entering the Action Step.
15. Repeat until all Action Steps have been entered.
16. Click Save on the toolbar.
17. Repeat steps 4-16 until all Goals and applicable Action Steps have been entered.
18. To assign the same Goal to the opposite period (Current vs. Future) on the selected employee, select the Goal you wish to assign and click the Copy icon.
19. To assign the same Goal to more than one employee, select the Goal you wish to assign and click the Admin button. Select either the Current Period or Future Period radio button to assign it to one of those periods. Click Copy Goal Action Steps if you would like to assign the Action Steps as well. Click the Employees down arrow to expand the employee listing. Select the employees to whom the Goal will be assigned. Click Select to assign the Goal or Cancel to exit the screen without assigning the Goal.
20. Click Save on the toolbar.

Step 3: Evaluate Factors

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, click Appraisals, then click Evaluate Factors. (Note that the term “Factor” may have been customized.)
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to evaluate or click Search on the toolbar.
4. From the Overview or Evaluation tab, select a Factor to evaluate from the Select Factor to Evaluate box.
5. The weight of the selected Factor may or may not display to the right of the Factor name depending on your Company Settings. A full description of the Factor appears in the Description box. Click on the expander at the bottom center of the Description box if necessary to view the entire description.
6. Select the value on the rating scale that reflects the employee’s performance by typing it in the box above the Appraiser scoring bar, clicking on the scoring bar at the appropriate level, or selecting the Performance Level Description on the right side of the screen (the level’s number will automatically be assigned as the rating).
7. Click the Compare icon if you would like to compare scores given on the selected Factor with other employee scores on the same Factor for employees in your realm of responsibility. (The icon is located on the top right side of the Appraiser Comments box.)
8. Comment on the Factor (if desired or required) by placing your cursor in the Appraiser Comments box below the rating scale and typing your comment. Click the Comment Coaching icon for comment suggestions. (Note- every Factor may not have suggestions.) Select the comments you’d like to include by clicking in the box to the left of the comment. These comments can be edited before or after inserting them into the comment field. Click Save.
9. Click Spelling and/or Language Check to review your text.
10. Repeat steps 4-9 until all Factors have been evaluated.
11. Factors you have evaluated are indicated in green text with a check mark (√) next to it.

Note:
There is no need to click a save button while working in the Appraisal Screens. Performance Pro will auto-save your changes.

Step 4: Evaluate Goals (if applicable)

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, click Appraisals, then click Evaluate Goals.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to evaluate or click Search on the toolbar.
4. From the Overview or Evaluation tab, select a Goal to evaluate from the Select Goal to Evaluate box.
5. If applicable, rate the employee on any Action Steps pertaining to this Goal by clicking on the Action Step text expander (triple lines) on the right side of the page. The Action Steps will display.
6. From the Rating dropdown box, click the down arrow and select the rating.
7. Repeat until all Action Steps have been evaluated. Ratings on Action Steps will be averaged together to produce a score for that goal.
8. Evaluate the employee on the Goal overall. Select the rating that reflects the employee’s performance by typing it in the box above the scoring bar, clicking on the scoring bar at the appropriate level, or selecting the Performance Level Description (the level’s number will automatically be assigned as the rating).
9. Comment on each Goal (if desired or required) by placing your cursor in the Comments box below the scoring bar and typing your comment.
10. Click Spelling and/or Language Check to review your text.
11. Repeat steps 4-10 until all Goals have been evaluated.
12. Goals you have evaluated are indicated in green text with a check mark (√) next to it.

Step 5: Summary Comments

1. From the main menu, click Appraisals, then click Summary Comments. (Note- the term “Summary Comments” may have been customized.)
2. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
3. There may be a variety of fields available on this screen (comment fields, check boxes, drop down menus, etc.). Enter the appropriate information.
4. Click Spelling and/or Language Check to review your text.

Step 6: Finish Appraisal (Mark Ready and Merge)

Note:
Appraisals must be merged unless you disable the self-appraisal feature.

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, click Appraisals, then click Finish Appraisal.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Make sure all Factors and Goals have been evaluated (evaluated items are indicated by a green check mark (√) for completed and items still requiring attention are highlighted in yellow). If you haven’t completed what is required, click on the item title to be taken to the corresponding section.
5. If you wish to view the appraisal before you mark it as Ready, click the View Current Appraisal link. The appraisal may also be printed from this screen.
6. When all items have been entered appropriately, from the Ready tab, click the Mark Ready button. (Note the term “Mark Ready” may have been customized.)
7. The Ready tab will now display the appraiser ready date. If your organization allows or requires self-evaluations or shared appraisals, the Ready dates will also display for the employee and/or the shared appraiser.
8. If all parties are ready, click the Merge tab. (Depending on your Company Settings, the Merge tab may not appear.)
9. Click the Merge button. 
10. If your company has chosen to make self-appraisals optional and you would like your employee to complete a self-appraisal, wait until they have marked Ready before merging. If you don’t want your employee to complete a self-appraisal, click Merge.
11. A summary will now appear on the Merge tab listing the manager’s and employee’s ratings (if applicable) for each Goal and Factor and showing the final score. Click the View Current Appraisal link to view a copy of the appraisal. You may make additional edits by returning the the Evaluate screens. You can also print a copy of the appraisal at this point.

Step 7: Finish Appraisal (Route, if applicable)

1. If you are required to route an appraisal for review (your organization may not utilize this feature), from the main menu, click Appraisals, then click Finish Appraisal.
2. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
3. Click the Route tab.
4. Click the Route button if you would like to Route the appraisal. If a pre-determined Routing Path has been set up, the appraisal will automatically follow that Routing Path. If you are allowed to choose whom the appraisal is Routed to, make those selections from the Route Setup drop-down list and then click the Route button.

Note:
A routed appraisal cannot be edited or Completed until it has been released back to the Appraiser.

Step 8: Meet with the Employee

Conduct your appraisal meeting. Discuss your ratings, the employee’s self-appraisal (if applicable), and their future Goals.

Step 9: Finish Appraisal (Complete)

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, click Appraisals, then click Finish Appraisal.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Make any necessary edits. This is your last chance to make changes to the appraisal!
5. Click the Complete tab, then click the Complete button. A warning will appear reminding you that no further changes may be made. Click Cancel if you do NOT want to complete the appraisal at this time. Click Complete if you want to Complete the appraisal.
6. Click the Performance History link to access the completed appraisal.

Step 10: E-Signing the Appraisal (if applicable)

1. If you are required to E-sign the appraisal (your organization may not utilize this feature), from the toolbar, click Home.
2. In the Logged In As box change your Role to Appraiser.
3. From the employee dropdown list on the toolbar, click the down arrow and select your name.
4. Under the To Be Signed widget, click the appropriate appraisal link. (Note- the appraisal can also be accessed from Employee Documents, Performance History on the main menu. The applicable appraisal will be highlighted in yellow, and preceded by [sign].)
5. Under the E-Signature heading at the bottom of the appraisal, click the Sign link.
6. Click Save on the toolbar.
7. To exit the system, click Exit & Log Out.

Managers’ Resources

Managers’ Resources, accessed from your Home page, provides a libray of information to help appraisers complete appraisals, write Goals, and deal with corrective action and other related topics.

Performance History

Performance Pro’s documentation tools allow you to keep informal Notes, complete Forms, view past appraisals and attach documents to an employee record at any time. These items are located on the Performance History screen.

To access Performance History:

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Select the documents you wish to view.

Appraisal Forms

To view and/or print a current or historical appraisal:

1. In the Logged In As box, change your Role to Appraiser.
2. From the main menu, under Employee Documents, click Performance History.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Appraisals are listed in chronological order, newest to oldest, on the Appraisal Form tab. From the list of appraisals, click on the one you wish to view or print.
5. If you wish to view the appraisal in a format other than the one that appears, click the format option button you desire (Simple, Snapshot, Full).
6. The appraisal may be printed by clicking the Print button.  If you would rather view and print the document from a .pdf format, click the PDF button and print through your PDF reader software.

Forms

To add a Form:

1. From the main menu, under Employee Documents, click Performance History.
2. Click the Forms tab.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Click the Add New Form button.
5. From the list of available Forms select the appropriate one and click OK.
6. Populate the available fields as appropriate.
7. Click Spelling and/or Language Check to review your text.
8. If you would like to be allowed to return to the Form at a later date to perform edits, click Save on the toolbar. This will save the Form as Pending. If the Form is final and no edits will be needed, click the Save as Complete box at the top of the Form. Then click Save on the toolbar.

Note:
When a Form is Saved as Complete, no edits will be possible by any other manager or employee.

To E-Sign a form (if applicable):

1. If you are required to E-sign a Form (your organization may not utilize this feature), click Home on the toolbar.
2. From the employee dropdown list on the toolbar, click the down arrow and select your name.
3. From the To Be Signed widget, click the appropriate Form link.

Note:
E-signing Forms can also be done from the main menu under Employee Documents, Performance History on the Forms tab. The applicable Form will be highlighted in yellow, and preceded by [sign].

To view, edit, or print a Form:

1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Forms Tab.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. From the list of Forms, click the Edit icon beside the Form you wish to view, edit, or print.
5. To edit, insert your cursor in the appropriate boxes and type your changes. Click Save or Save as Complete.
6. To print, click the Print button.  If you would rather view and print the document from a .pdf format, click the PDF button and print through your PDF reader software.

Note:

Completed Forms may be viewed or printed, but not edited. Only the Administrative User may make changes to a completed Form. Pending Forms may be edited and saved.

To route a form to the Administrative User or another manager (if applicable):

1. Add or access a Form as discussed above.
2. Click the Route button. The routing screen will appear.

Note:
Depending on if your organization is using Auto or Manual Routing, proceed with either step A (Auto) or B (Manual).

A. If Auto Routing has been set up:
• A list of names to which the appraisal will be routed will display.
• Click the Route button.
B. If Manual Routing is required:
• From the dropdown menu, select the person to whom you wish to route the Form.
• Click the Route button.

A routed Form will display as Routed in the Status column.

To send a Form to the employee:

1. Add or access a Form as discussed above. (Only Forms that allow employee input can be sent to employees. Fields that allow employee input are grayed out and not available for the appraiser to fill in. )
2. Click the Edit icon beside the Form to be sent.
3. Click the Send to Employee? box.
4. Click Save on the toolbar. The Form will be sent to the employee’s Form Inbox on their Home Screen.
5. Forms that have been sent to the employee will display as Sent to Employee in the Status column on the Performance History, Forms tab.
6. To cancel the employee input, check the Cancel Send to Employee? box and click Save on the toolbar.

Notes

To add a Note:

1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Notes tab.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Click the Add New Note button.
5. Enter desired Date, Title, and Description.
6. To share the note with your employee (if this feature is activated), place a check in the Shared checkbox. (To unshare a Note, remove the check in the Shared checkbox.)
7. Click Spelling and/or Language Check to review your text.
8. Click Save on the toolbar.

To view, edit or print a Note:

1. From the Notes box, click the Edit icon beside the Note you wish to view, edit, or print.
2. Review the Note or make any desired changes.
3. Click Spelling and/or Language Check to review your text.
4. Click Save on the toolbar.
5. Click the Print button if desired.  If you would rather view and print the document from a .pdf format, click the PDF button and print through your PDF reader software.

Additional Documents

1. From the main menu, under Employee Documents, click Performance History.
2. Click on the Additional Documents tab.
3. From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
4. Click the Add New File button.
5. Enter a Name and Description in the appropriate fields.
6. Click Browse next to the File: field and locate the item on your computer.
7. Click Open.
8. Click Upload from the toolbar.