Performance Management Tool Job Aid

Supervisors will instruct their direct reports to complete their self-evaluation (if applicable) using current forms and submit it to their supervisor. Supervisors begin preparing annual evaluations for their staff using current forms.  

Before the end of the performance period, supervisors can begin to meet with employees to conduct performance reviews using current forms and set goals for FY25. NOTE: This will need to be done outside the PM Tool, as goals cannot be entered in the PM tool until after July 1.​​​​​​​

For FY25, the supervisor will add their comments in the PM tool and submit a year-end performance rating based on a 4-point rating scale that will be used in all of Administration and Planning (refer to the Ratings tab in the PM tool). Supervisors should be sure to communicate to the employee the rating assigned. The employee’s performance rating will be used by Administration and Planning leadership to inform the merit increase decisions for which the employee may be eligible. 

Staff should touch base with their managers to determine how each unit will integrate the tool. For instance, some areas may want their non-bargaining unit staff to enter their goals directly while others may choose to have managers enter goals on behalf of their non-bargaining unit staff.  Those in positions covered by a bargaining agreement will not enter individual goals but rather their manager will review competencies that they will be evaluated on. 

Supervisors should schedule meetings with their direct reports at least once during the mid-year review window to discuss progress on their performance goals and address any performance concerns they see. This may be an opportunity to revise goals if needed.  If the staff member is not making satisfactory progress, the supervisor should explain where the performance gaps exist and explain what the employee needs to do to raise their performance to a satisfactory level.

Note – If the supervisor feels the employee’s unsatisfactory performance needs greater reinforcement, they should reach out to their HR Consultant to discuss ways to address the situation and determine if corrective measures may be needed. 

This tab lays out the performance management timeline for each of the four main phases of that process:  

I. Self-Assessment (if applicable)

II. Goal Setting

III. Year-End Performance Review

IV.  Mid-Year Check-Ins

A description of what needs to occur at each step is provided.  

This is where staff will enter and track their goals for FY25.

Under this tab you will find reviews from previous years. Please note that any past performance reviews that took place outside of this system will not be stored here. Starting in FY25, all reviews completed in the PM tool will be found in this tab. 

Under this tab you will find the rating scale used in Administration and Planning. It is important that this scale is used for each staff member to provide a consistent practice of providing ratings in Administration and Planning and informing merit decisions.  

This is where managers can find the current performance review for each of their direct reports.  On the Current Plan tab there is a navigation pane on the right side that allows individuals to quickly navigate from one section to another. Managers and staff can also navigate through these sections by simply scrolling down the page.  
 

On this page, individuals will also see Quick Links under the performance period and name: 
 

• Quick Menu – Provides quick navigation to the top of the page and the navigation pane on the right-hand side.
• Position Description – Links to the active position description for the staff member’s position as it is reflected in Workday, which both the staff member and supervisor can access. It is not formatted in the position description template but allows the staff member and manager to review job summary information to determine if it is accurate or needs to be updated. If the description needs to be updated, please contact your respective HR Consultant.  Position descriptions should be updated every 2-3 years if needed and should reflect accurate duties to align with goal setting at the beginning of the performance period. 
• Print – Allows individuals to print a PDF version of the performance review for discussion with the employee if needed. Please note that once the online review is completed and signed by both the supervisor and employee, it will automatically upload into the employee’s personnel file. Therefore, there is no longer a need for managers to email a copy to their HR Consultant.  
• Access – This feature can be used to allow access to someone other than the employee and supervisor. If feedback is needed from a team lead worker, a dual report, etc., access can be provided using this feature. Access is permitted to most others associated with the university, using their username or employee ID. Please use discretion in allowing additional access, as the individual will be able to view all information associated with the employee’s plan. Managers can collect additional information about an employee’s performance outside of the PM tool, from former supervisors, customers supported, peer colleagues, etc. A simple email inquiry or a questionnaire are acceptable ways to collect information the supervisor may want to incorporate into their review of the employee. 

To enter a performance goal, navigate to Performance Goals section of the Current Plan tab. Click on the +Add Goal box as indicated below.   
 

Once you click on the +Add Goal link, you will navigate to an open text box. This is where goals are entered. The tool allows you to use formatting features as indicated in the text box. There are additional formatting options listed at the bottom of the page, allowing you to do things such as Undo, creating a Header, inserting a link, etc. Once you have recorded a goal, click on the Save button. You can edit the goal after it has been saved. 
 

Once one goal has been entered and saved, you can click on the +Add Goal box to submit others. Each goal will have a Comments/Coaching Notes section to submit additional information/comments during the year, especially at the mid-term period, or at the end of the performance period. The supervisor may also use the Comments/Coaching Notes section to refine the goals the employee has submitted if needed. 

• Goals for the Professional Development section works the same as Performance Goals using the +Add Goal button on the current plan tab.  
• For FY25, the Year-End Self Review, Year-End Manager Comments, Year-End Performance Rating, Final Employee Comments and the Signatures are not needed until the end of the plan year. These sections will open to edit on May 1 of each year. 
• The system times out after 4 hours of inactivity.  Please note that if the system times out, the PM Tool will not auto save your work. To prevent losing unsaved work, it is recommended that you draft your goal/comment in a Word document then copy and paste the information into the PM Tool. When finished, click Save. This will save your goal and redirect you to the Current Plan tab.

The PM tool allows for accessibility through multiple levels of managers. Managers can view their direct reports as well as the direct reports of supervisors who report to them. Access through management levels is restricted to a manager’s direct reporting line. Managers cannot see information across or above their reporting line in the organizational structure. 

Information in the PM tool is linked to Workday and refreshes automatically. Therefore, if individuals transfer from one unit to another at the university, their performance review records transfer with them. If an individual transfers into a unit, the supervisor will have access to view their performance reviews from previous years that were conducted in the PM tool by the staff member’s former unit. Employees who leave university employment will be automatically removed from the PM Tool. 

In situations where a staff member moves into a new position that would alter their performance goals and objectives, the staff member and new supervisor should update the PM Tool by adding Comments/Coaching Notes indicating how the job change affected each goal.  If new goals are developed, they should be ones that are attainable within the remaining rating period. 

If for some reason a completed review needs to be changed, the supervisor will need to upload a separate document as an "addendum" to the review. 

Signatures of the staff member and manager are required for the performance review to be fully complete at the end of the rating period.  Once signed by the staff member and manager, the review will automatically upload into the staff member’s personnel file. After the document is fully completed, it cannot be revised.