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Manager/Employee Training. Creating Journal Entries. Journal entries are comments or notes that can be left on an employee ANYTIME throughout the year.
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Creating Journal Entries • Journal entries are comments or notes that can be left on an employee ANYTIME throughout the year. • The purpose of the journal entries is to help reviewers remember how an employee performed throughout the entire year. This helps to ensure more accurate reviews and keeps the manager from having to rely on their memory of how the employee performed. • Journal entries can be created from two locations, the Manage Employees page and the left-hand navigation. • First, you will select the employee that you are creating the journal entry on and then click Create/View Journal Entries. • On the next page you will be able to view or update any past journal entries that you have left on the employee. • From this page you will also have the option of printing out the journal entries that you have left on this employee Continue…
Creating Journal Entries • To begin a new journal entry click on Create a New Journal Entry • Next, type in the comments or notes you would like to leave. You will also be able to attach any documents to the journal entry to indicate the employee’s performance (disciplinary documentation, past reviews, emails, etc.).
Creating Employee’s Goals • Start by clicking on Manage Employees/Manage Reviews • A manager will see and click on Manage Employees • An employee will see and click on Manage Reviews Continue…
Creating Employee’s Goals • Now, select the correct employee from the drop down box and then click on the Manage Goals link in the Actions box Continue…
Creating Employee’s Goals • Next, you will need to select the review period to which the goals you are adding apply and click Go • Now you will be able to click the Add a Goal button and you will then be able to start adding your goals • Note: Goals cannot be added to a review period if you have already started evaluations for that review period. They must be added prior to the evaluation • An employee’s goals for the following year are added in during their evaluation, but the current years goals are added, updated and deleted in the Manage goals section. Continue…
Creating Employee’s Goals • When adding the goals you will insert a weighting (if it’s required), the goal, due date, and the actions that need to take place to achieve the goal. • Note: If you want a goal to automatically rollover to the following review period you can check the box below the due date field.
Completing a Performance Review • After making sure that an employee’s current year’s goals are up to date you can begin a performance review. • To begin a performance review you will go back into the Manage Employees page and select the necessary subordinate from the drop down box. • Next, you will click on the Create or Complete a Review link in the Actions box. • Note: If you do not see the Create or Complete a Review link in the Actions box it could mean a few things: • You do not have the permission to do a review on this employee (this is only a situation the administrator can encounter). • There are no review periods that apply to this employee. • Review periods can apply to everyone or particular employees and if the review period doesn’t apply to an employee it will not show up as an option. • ReviewSNAP allows you to do self-reviews and the process for a review on your subordinate and doing a self-review is the same. The only difference is that you will select yourself in the drop down box, rather than your subordinate. Continue…
Completing a Performance Review • After clicking on Create or Complete a Review you will need to select the correct review period that for which you are doing the review. • Next, you will select the correct template that you will use for the review. • Note: Make sure that you have selected the correct employee, review period and template before beginning the review. • After confirming this information click Continue and you will be able to begin rating the employee on competencies. • After rating a competency group and leaving your comments click Next to move on to the next competency group. • Note: By clicking Next your ratings and comments will automatically be saved, so you do not need to click “Save Only” for every page. If you do need to step away you may want to click Save and Exit to save your progress as well as close out the review Continue…
Completing a Performance Review • In the first section of the review you will rate the employee on the competencies. • After rating a competency group and leaving your comments click Next to move on to the next competency group. • Note: By clicking Next your ratings and comments will automatically be saved, so you do not need to click “Save Only” for every page. If you do need to step away you may want to click Save and Exit to save your progress as well as close out the review Continue…
Completing a Performance Review • In section two of the review you will be able to rate and leave comments for the current year’s goals. • Note: If you do not have any goals in the system for the current year your review will automatically skip section two. Continue…
Completing a Performance Review • In section three you will be able add the employee’s goals into the system for the following review period. • Click on Create a Goal and this section works exactly like the Manage Goals page. • Once the review is completed the system will automatically populate the goals for the following review period into the Manage Goals page. This will save you from having to re-enter the goals into the system. • These goals will automatically rollover to the following review period’s review and will show up in section two to be rated. • You are not required to add the goals in section three. If you are not ready to add the goals in for the following review period, continue through this section and they can later be added in through the Manage Goals Section. Continue…
Completing a Performance Review • Section four is the last section of the review. • In section four you will fill out the employee’s overall comments and development plan. • Once you are done click Next and you will then come to the page offering you two options • Click here to mark this review ready for signatures – When you are ready for the review to be signed off on click on this link. • Click here to save this review and exit – If you have face-to-face meetings before the review is signed off on you will want to click on this link. This allows you to go over the review electronically or on paper with the employee and make any necessary changes to the review before the eSignatures are required. Continue…
Completing a Performance Review • After having your face-to-face meeting with your employee log back in and click on Manage Employee’s. Next, select the employee you did the review on and click on Create or Complete a Review. Then click Continue and then you will be able to mark the review ready for signatures. • Once you mark the review ready for signatures you can select if the employee is required to sign-off using the eSignature. You will also be able to select if multiple levels of managers are required to sign-off by checking the boxes next to their name. If you do select other managers to sign-off they will receive a notification letting them know they need to login and sign-off. Once you selected who needs to sign-off click Submit. Continue…
Completing a Performance Review • Now you can look at the review in a PDF format by clicking View. • You can also sign-off from this page by clicking on Signatures, typing in your name and clicking Sign. • If the employee leaves comments on the review you can view them by clicking on the Comments button. • To edit or make changes to the review click on the Continue button. • Once all signatures have been acquired the Finalize button will show up next to the Continue button. Once you finalize the review no more changes can be made, so make sure all changes have been made before finalizing the review.
F.A.Q.’s Q: Who will see my reviews? A: Only a person who is above you in the hierarchy (your manager, your manager’s manager, etc.) of the system and the Administrator (HR) will be able to see your reviews. Q: Do I have to add next year’s goals in during the review? A: No. If you aren’t ready to add them in yet, you can skip section 3 of the review and go into the Manage Goals section once you are ready to add them in. However, you will need to make sure and add them in prior to starting next year’s review, otherwise you will no longer be able to add them in. Q: How many comments can I put in on an employee’s review? A: The amount of text or characters is unlimited. You can also use our comment suggestions tool for guidance. Q: Will I be notified of upcoming reviews? A: Yes, you will receive notifications for upcoming and past due reviews that need to be completed on your subordinates. Q: How do I complete my self-review? A: The process for doing a self-review is the same as doing a review for your subordinate. The only difference is that you will select yourself from the drop down box in the Manage Employees section rather than a subordinate. Q : What if I need to make changes to the review after it’s completed? A: As long as the review is not finalized you will be able to make any necessary changes to the review by clicking Continue on the Create or Complete a Review page. If you are using the eSignature function and people have already signed off on the review and you click Continue they will need to resign the review. Make sure that you do not finalize the review until all changes and adjustments have been made to the review. Continue…
F.A.Q.’s Q: Will the system automatically save the progress on my review? A: Yes. Every time you click Next to move to the next page the system does an auto save to retain the progress you’ve made on your review. There is also a Save Only or Save and Exit button that you can use to save your progress. Q: Can my manager sign-off on the reviews that I do for my employees as well? A: Yes. The system offers a function that allows you to select any managers above you in the hierarchy that you would like to sign-off on the review. This comes at the end of the review. Q: Is there spell check for the reviews? A: Yes. Anywhere that you see a text box within the system there is an editor that offers spell check. The system also offers AuthoriCheck, which a tool that checks for inappropriate, discriminatory and derogatory language and offers alternatives to the inappropriate language. Q: Are the self-review and the manager’s review one document? A: No. They are kept completely separate to keep it clear how the employees rated themselves compared to the manager.
