Performing an Evaluation in PeopleAdmin

Conducting a performance evaluation in PeopleAdmin is based on the performance standards that were created from the job duties previously entered into PeopleAdmin. Supervisors enter results into PeopleAdmin based on established standards to determine the appropriate rating. After the supervisor discusses the evaluation with the employee, the evaluation is sent via PeopleAdmin to the employee to acknowledge.

Attention:

All performance evaluations with a merit eligibility date of December 31, 2015, or before, must be completed in PeopleAdmin 5.8.  To view the user manual on how to complete an evaluation in PeopleAdmin 5.8 click here.

Performing an Evaluation in PeopleAdmin

PA7 Training Guide: Performance Review Cycle

  1. Performance Standards
    1. Supervisor and Co-Reviewer (if desired) develops the performance standards
    2. Employee acknowledges the performance standards
    3. Evaluation Approver acknowledges the performance standards
  2. Performance Evaluation
    1. Supervisor and Co-Reviewer (if desired) develop the performance evaluation
      1. Self Evaluation(Optional)
        1. A1.  Supervisor acknowledges the self evaluation
      2. Multi-rater Feedback (Optional)
        1. B1.  Supervisor Invites Multi-Raters
          B2.  Peer completes Multi-Rater Feedback
          B3.  Supervisor Reviews feedback
    2. Evaluation Approver approves the performance evaluation
    3. Supervisor and Co-Reviewer (if desired) discuss the performance evaluation with the employee
    4. Employee acknowledges the performance evaluation and provides comments if desired
    5. Supervisor or Co-Reviewer reviews the comments and acknowledgments
    6. Evaluation Approver reviews the comments and acknowledgments
    7. University HR finalizes the performance review

Merit Eligibility Date

SupDevPerfStds EmpAckPerfStds EvalAppAckPerf EmpCompSelfEval MulRatProvFdbk SupDrftPerfEvals EvalAppAppsPerfEval SupDiscEvalEmp EmpAckPerfEval SupRevEmpFdbk EvalAppRevEmpFdbk

How to complete performance evaluations

Log in

  1. Login into PeopleAdmin7 (https://jobs.uark.edu/portal) and select “login through UARK Central Login”.
  2. Enter your UARK username (first part of your email address) and your UARK password for your email accounts.
  3. Select log in.

I. Develop Performance Standards (Supervisors)

  1. On the Employee Portal page, you should see your action items. Under the Description, select “As the Supervisor/Co-Reviewer, it is time to develop the performance standards for this employee’s review cycle.” (You can also select the “View” button under action, to the right of the screen.)
  2. Select “Position Details” tab.
  3. Complete all required fields (indicated with and asterisk (*)) under Position Details and Annual Review Cycle. Refer to the position description to retrieve information. See below for instructions.

    How to access the position description:

    • Select the employee’s title under their name to the left of the screen. It will open a new browser. (Note: If using Google Chrome, Firefox or Safari, the browser will automatically open in a new tab. If using Internet Explorer, right clock on the title and select “open in a new tab.”)
    • View and copy information under the employee and position information sections. Return to the employee portal and paste the information into the required fields. (Note: In each section, ensure there are no extra spaces before or after the number.)
  4. Select “Next”. Once saved, you should receive the message “The Performance Standards has been saved.” (You should receive this message each time you select next.)
  5. Review job duties, then select “Next”. (Note: If revisions to the job duties are needed, you will have to modify the position description and submit for approval. See below for instructions.)

    How to make revisions to the job description:

    • Select the employee’s title under their name to the left of the screen. It will open a new browser (Note: If using Google Chrome, Firefox or Safari, the browser will automatically open in a new tab. If using Internet Explorer, right click on the title and select open in a new tab.)
    • Select “Modify Position Description” to the top right of the screen. (Note Ensure your user role is either “Initiator”, “Reviewer” or “Approver”. If you do not have any of those roles listed, please contact Human Resources.)
    • Proceed with the modification process.
  6. On the Self-Management page, complete the “Self-Management Standards” (indicated with an asterisk (*)).
  7. Select “Next”.
  8. On the Support of University Goals/Initiatives page, complete “Support of University Goals/Initiatives
  9. Standards” (indicated with an asterisk (*)).
  10. On the (Optional) “Goals and Professional Development page”, you are encouraged to complete these sections, but they are not required.
  11. Select “Complete”.

Acknowledging Performance Standards (Employees & Evaluation Approvers)

After the Performance Standards have been developed, the employees and approvers will:

    1. Select the standards description.

For employees

      • On the Employee Portal page, you should see your action items. Under the Description, select “As the employee, it is time to acknowledge the performance standards for this review cycle.” (You can also select the “View” button under action, to the right side of the screen.)

For evaluation approvers

      • On the Employee Portal page, you should your actions. Under the Description, select “As the evaluation approver, it is time to acknowledge the performance standards for this review cycle.” (You can also select the “View” button under action, to the right of the screen

              2.     Acknowledge Standards

For employees

      • Review the standards and select “Acknowledge.”

For evaluation approvers

      • Review the standards and select Acknowledge. (Note: If the supervisor needs to make a revision, include a comment, before selecting acknowledge. Notify the supervisor that you have added a comment, so he/she can review.)

II. Optional Tools

Developing Self-Evaluations (Optional) (Employee)

    1. On the home page, click Self-Evaluation.
    2. Select “Job Duties” tab.
    3. Complete any or all fields under “Feedback on Job Duties” (all fields are optional).
    4. Select “Next”.
    5. Complete any feedback under the “Self-Management, Support of University Goals/Initiatives and Goals & Professional Development”. (Note: All feedback is optional.)
    6. Attach any documents that might be helpful during your evaluation (e.g., accomplishments, project status reports, etc.)
    7. Select “Complete”.

Acknowledging Self-Evaluations (Supervisors)

After the employee has completed the self-evaluation (optional), the supervisor will:

    1. On the Employee Portal page, you should see your action items. Under the Description, select “The employee has completed the Self-Evaluation. As the Supervisor/Co-Reviewer, it’s time to review/acknowledge the Self Evaluation.” (You can also select the “View” button under action, to the right side of the screen.)
    2. Review the self-evaluation and select “Acknowledge”.

Requesting and Reviewing Multi-rater Feedback (Optional) (Supervisors)

    1. On the home page, select “Multi-rater Feedback”.
    2. Type each name of the peer reviewers. (Note: Please use this tool consistently with all employees you are reviewing.)
    3. Select, “Save”.
    4. To see feedback from peer reviewers, select drop down arrow under Multi-rater Feedback (optional) to the left of the screen.
    5. Select the name of the peer reviewer and review the feedback.

Providing Multi-rater Feedback (Peers)

    1. On the employee portal, select Multi-rater Feedback (Optional).
    2. Select the program of the employee you have been asked to review, or click the “view review” button to the right.
    3. Provide feedback in any or all of the sections in “Job Duties, Self-Management and Support of University Goals/Initiatives” tabs. (Note: You can also upload any documents in the Attachments tab.)
    4. Select “Complete”.

III. Developing Performance Evaluations (Supervisors)

    1. If you are starting the review early (prior to 90 days of the eligibility date), select “My Employees’ Reviews” in the employee portal. If you are not starting the review early, you can access from your action items, and skip to step #3.
    2. Select the program for the employee being reviewed.
    3. Review any optional tools (i.e., self-evaluation, multi-rater feedback, etc.) if applicable. (Note: You should review all of the optional tools (if utilized) before completing the performance evaluation.)
    4. Select “Performance Evaluation”.
    5. Review Performance Review Policy from the Employee Handbook, then select “Next”.
    6. Complete the “Rating Cycle” field. (If it is a final evaluation, enter an end of employment date.)
    7. Select “Next”.
    8. Complete all required fields (indicated with an asterisk (*)) under Job Duties. (Note: All job duties must equal 100%.)
    9. Select “Next”.
    10. Complete all required fields (indicated with an asterisk (*)) under “Self-Management”.
    11. Complete all required fields (indicated with an asterisk (*)) under “Support of University Goals/Initiatives”.
    12. On the Feedback on Goals & Professional Development page, you are encouraged to complete these sections, but they are not required.
    13. On the Eligibility for Merit Pay page, complete the “Written Reprimand” section (indicated with an asterisk (*)). If your employee received a written reprimand, see below for instructions. How to make revisions to the job description:
      • Select  "yes" in the drop down  and enter the date that the written reprimand was issued to the employee.(Note : Written reprimand must be attached.)
      • Select the attachments tab.
      • Upload the written reprimand as an attachment.
      • Go back to the Eligibility for Merit Pay tab.
    14. Select "Complete". (Note : Once the evaluation is marked complete, you will not be able to make changes unless the Evaluation Approver returns the evaluation to you for revision.)

Approving Evaluations (Evaluation Approvers)

After the supervisor has developed the evaluation, the evaluation approver will:

  1. On the Employee Portal page, you should see your action items. Under the description, select “As the evaluation approver, it is time to review/approve the performance evaluations for this employee’s review cycle.” (You can also select the ‘View” button under action, to the right side of the screen.)
  2. Approve Standards.

To approve;

          •  Review the standards and select “Approve.”

To return with changes:

          • Enter a comment informing the supervisor of the needed changes. Then select return. Notify the supervisor that revisions are needed. Once returned, select approve if no additional changes are needed.

Discussing Evaluations (Supervisors)

After the evaluation approver has approved the evaluation, the supervisor will:

    1. On the Employee Portal page, you should see your action items. Under the Description, select “As the Supervisor/Co-Reviewer, it is time to discuss the performance evaluation with the employee for this review cycle.” (You can also select the “View” button under action, to the right side of the screen.) (Note: Supervisors must verbally discuss the evaluation with the employee prior to acknowledgement.)
    2. Review the evaluation with the employee in person and select “Acknowledge”.

Acknowledging Receipt of Evaluations (Employee)

After the supervisor has discussed the evaluation with the employee, the employee will:

    1. On the Employee Portal page, you should see your action items. Under the Description, select “As the employee, it’s time to acknowledge receipt of the performance evaluation. You will have the option to acknowledge and provide comments.” (You can also select the “view” button under action, to the right side of the screen.)
    2. Review the evaluation and select “Acknowledge”.

Reviewing Evaluation Comments and Acknowledgements (Supervisors)

After the employee has acknowledged receipt of the evaluation, the supervisor will:

    1. On the Employee Portal page, you should see your action items. Under the Description, select “The employee has reviewed the performance evaluation. As the Supervisor/Co-Reviewer, it is time to review the comments and acknowledgement from the employee.” (You can also select the “view” button under action, to the right side of the screen.)
    2. Select “Complete”.
    3. View acknowledgements.
      • On the Overview page, select “Approvals & Acknowledgements”.
      • Review the comments column.

Reviewing Evaluation Comments and Acknowledgements (Evaluation Approvers)

After the supervisor has reviewed the evaluation comments and acknowledgements, the evaluation approver will:

    1. On the Employee Portal page, you should see your action items. Under the Description, select “The employee has reviewed the performance evaluation. As the Evaluation Approver, it is time to review the comments and acknowledgement from the employee.” (You can also select the “view” button under action, to the right side of the screen.)
    2. Select “Complete”.
    3. View Acknowledgements.
      • On the Overview page, select “Approvals & Acknowledgements.”
      • Review the comments column