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Sample Reports of Self Appraisal Prepared by the Employee

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Introduction ............................................................................................... 2

eAppraisal Steps ........................................................................................ 3

     Step-by-Step Guide ............................................................................. 3

eAppraisal Icons and Messages ............................................................... 5

eAppraisal Sign-On ................................................................................... 6

Three Roles in eAppraisal ........................................................................ 6

Main Page .................................................................................................. 7

Personal Pages ........................................................................................... 7

Appraisal Form Components................................................................. 11

Management Pages ................................................................................. 14

Completing the Performance Appraisal Process ................................. 15

Role of Second Level Manager .............................................................. 18

Manager Meets with Employee ............................................................. 19

Employee Makes Final Comments and Signs-Off ............................... 20

Running Reports ..................................................................................... 21
Welcome to the University of Houston-Downtown’s (UHD) eAppraisal Manual.

eAppraisal is UHD’s on-line staff performance management system for performance review and appraisal
purposes. This software system is web-based and fully interactive, developed and offered by Halogen
Software, Inc and replaces the paper appraisal forms used in the past. Since it is web-based, you may
access eAppraisal from any computer on campus. Off-campus users may only access eAppraisal through
UHD’s Virtual Private Network (VPN). For assistance with VPN, please contact the IT Help Desk at 713-
221-3000.

This manual is designed to help you become familiar with the various features and functions of the
eAppraisal performance management system. Employment Services and Operations (ESO) has prepared it
for your use as an aid in understanding and using eAppraisal. While the manual will not answer all of
your questions, it will provide basic instructions for navigating through the system, viewing the steps
involved in the process, completing the performance appraisal form, making entries into your
performance journal, and creating and following up on your goals and objectives.

Additionally, eAppraisal offers an excellent guide under the “Help” link, which may be found at the top
of the Main Page. Once you click on “Help,” select eAppraisal from the drop down menu.

For questions not answered in this manual, please contact ESO at 713-221-8060. Also, ESO welcomes
your comments on the content and effectiveness of this training manual.




                                              2
1.   Employee Completes Self-Appraisal
2.   Manager Completes Employee Appraisal and Reviews Employee’s Self-appraisal
3.   2nd Level Manager Approves Employee Appraisal
4.   ESO Reviews Appraisals
5.   Manager Meets with Employee
6.   Employee Makes Final Comments and Signs-Off
7.   Manager Makes Final Comments and Signs-Off
8.   ESO Makes Final Comments and Signs-Off




1.   This is the Employee’s opportunity to let their manager know how they see their own performance. It
     is to the employee’s advantage to complete the form in its entirety, as it will be reviewed by the
     manager when completing the employee’s appraisal.
2.   Employee logs into eAppraisal using the link in the email titled “Invitation to Appraisal Process” sent
     by ESO. The username and password is the same as the user’s UHD network username and password
     (The employee’s username is usually last name and first initial, i.e. John Smith would be smithj).
3.   Once in the Main Page window, employee clicks on Complete your self-appraisal.
4.   Employee must choose the rating that best describes their performance level for each competency and
     may choose to add a comment.
5.   Employee lists goals and objectives for the upcoming year and must add comments in the General
     Comments area.
6.   When finished, employee clicks on the Complete button on the top menu bar and the Self-Appraisal
     is automatically sent to the manager.




1.   Manager logs into eAppraisal and clicks on Complete appraisals for your direct reports in the Main
     Page window.
2.   Manager is prompted to the Complete Appraisals for your Direct Reports window, where a list of
     their direct reports is populated. In this window:
     a. Employees with “Not Ready” status have not completed their Self-Appraisal; therefore,
     managers cannot complete a Performance Appraisal for them yet.
     b. Employees with “Edit Appraisal” status have completed their Self-Appraisal and managers may
     proceed with reviewing it and completing the employee’s Performance Appraisal.
3.   Manager may review employee’s Self-appraisal by clicking the         icon and complete the
     Performance Appraisal by clicking on Edit Appraisal.
4.   When Performance Appraisal is complete, manger clicks on Complete on the top menu bar. The
     Performance Appraisal is automatically sent to the Second Level Manager for review and approval. If
     there is more than one manager that supervises an employee, the Ask Other to Review button may
     be used to send the appraisal to the other manager. The other manager will be able to provide
     comments for each competency as necessary by using the annotation button and clicking Send Back
     to Author.




                                                 3
1.  Second Level Manager logs into eAppraisal and clicks on Approve appraisals written by direct
    managers in the Main Page window.
2. Second Level Manager may review the appraisal as completed by the manager and is able to view the
    comments and ratings from the Self-Appraisal.
3. Second Level Manager may Approve Appraisal or Send Back to Author by using the control
    buttons on the top menu bar. If the second level manager does not approve, or has concerns about
    something on the appraisal, there are two options:
    a. Write a note to the manager using the annotations feature         and return appraisal to manager
        by clicking Send Back to Author; or
    b. Return appraisal to manager using the Send Back to Author button and discuss any concerns
        with the manager via telephone or in person
Both options return the appraisal to the manager. Once the issue(s) has been resolved, manager saves as
complete and the appraisal is resent to second level manager until the second level manager clicks
Approve Appraisal.


This is an administrative step handled by ESO. No steps are required from end-users.



1.   Manager logs into eAppraisal and clicks on Individual meetings with employees to review
     appraisals.
2.   In the Interviews to Conduct page, manager selects Log as Done after the meeting with the
     employee to discuss appraisal has taken place.
3.   In the Interview Log pop-up, manager clicks
4.   Manager is returned to the Interviews to Conduct page where a check mark is displayed under the
     Action header




1.   From the Task List in main page, employee clicks on Employee signature. A performance appraisal
     form is displayed.
2.   From the left navigator, employee clicks Employee Feedback.
3.   Employee adds comments in the appropriate field provided.
4.   When done, employee clicks the Sign-off button located at the top of the page.



1.   From the Task List in main page, manger clicks on Manager signature. The Sign-off of Appraisals
     window is displayed.
2.   Manager clicks on Comment & Sign-off and a performance appraisal form is displayed
3.   From the left navigator, manager clicks Manager Comments.
4.   Manager adds comments in the appropriate field provided.
5.   When done, manager clicks the Sign-off button located at the top of the page.



This is an administrative step handled by ESO. No steps are required from end-users.




                                               4
1.   The other manager will      be able to provide comments for each competency as necessary by using
     the annotation button       and clicking Send Back to Author.
2.   The appraisal is returned   to the original manager for completion.



                  Forward Arrow Button: Continue to next page

                  Back Button: Return to home page

                  Green Exclamation Point Icon: You have a task that needs completing

                  Red Clock Icon: You have a task that is past due

                  Blue Checkmark: A task is completed

                  Add New Note button: Click to add a note or update a note in performance journal

                  OK button: Save data in performance journal and goals and objectives sections

                  Calendar: Select due date for your goals and objectives

                  Annotation Icon: Allows managers to add notes to any competency or goals on the
                  appraisal form.

                  Spell Check Icon: Provides spell check capabilities for the section in which the
                  employee/manager is working. (The “Check Spelling” button, see below, allows
                  employees to spell check the entire form at once, not just one section.)

The Performance Appraisal Form Menu Bar located on the top of the appraisal form contains the
following buttons. Each button performs a specific function, as outlined below.

                  Allows saving entries on the appraisal form as sections are completed.

                  Saves the appraisal form; no additional changes can be made to it.

                  Closes the appraisal form without saving any data entered and returns you to your
                  performance management page.




                  This message is displayed whenever you select to exit without saving. You have the
                  option to cancel the request so that you can go back and save the form before exiting.
                  (Choosing to logout without saving will also prompt this message.)

                  Checks the spelling for the entire appraisal form.

                  Checks the choice of words used for correctness and suggests substitute words.

                                                5
From the ESO web page or automated email, users may select the link for e-Appraisal
(https://appraisal.uhd.edu/Halogen/welcome.jsp). The next page will contain the log-in.

To log into eAppraisal, you must have a UHD username and password. Your username and password is
the same username and password used to log-in to your computer.




Enter your Username and Password in the corresponding fields on the login page. Click            to
continue.

Changing or Resetting Your Password

Your password is maintained by the Department of Information Technology. If you need assistance with
changing or resetting your password, please contact the IT help desk at 713-221-3000.




1. Employee
   a. Complete Self-Appraisal
   b. Review and comment on Staff Appraisal and sign off
2. Manager
   a. Evaluate direct reports
   b. Discuss appraisal with 2nd Level Manager
   c. Meet with direct reports
3. 2nd Level Manager
   a. Review direct reports’ appraisals of their staff




                                               6
The Main Page is divided into the following sections:

1. Task List
   Displays pending tasks that the employee must complete and the urgency with which they must be
   completed.
   eAppraisal uses these markers to let you know the status of a task.

              Items marked with a red arrow are past due and should be given immediate attention.

              Items marked with a green arrow are tasks that require your attention.

              The blue checkmark indicates that the task is complete.

2. Personal Pages
   Consists of a series of links to pages applicable to the employee only, such as their Performance
   Journal, Past Appraisals, Objectives, and Documents.

3. Useful Links
   Provides a link to job descriptions, policies, etc.

4. Management Pages
   Only managers will have access to these pages, which include information relative to their direct reports
   and allows them to run a series of reports.



 Every employee will have access to their own Personal Pages. The Personal Pages section is divided
 into two parts: My Performance and Useful Links. To access any section of the Personal Pages,
 employees should click the link on the Main Page. To log out of the Main Page, employees should click
 the Logout button at the top of the page.

 From the Main Page, employees may access Useful Links, which will open a new browser page. Once
 employees exit from that page, they will be back on their eAppraisal Main Page.

 A sample of an Employee’s Personal Page is shown below.




                                                   7
Performance Journal

The Performance Journal is an excellent place to record notes and accomplishments throughout the year
for future reference. Employees may access the Performance Journal page by clicking the Performance
Journal link.

The Performance Journal page
    • may be used for future reference when completing a Self-Appraisal form;
    • can record notes (Notes should be kept organized by title and specific details should be added in
        the subject details text field.);
    • contains notes that may be accessed and updated throughout the year.
    • allows employees the option to grant their managers viewing access to their notes by clicking on
        “Allow my manager to view this note.”




                                                        Click the Performance Journal link to
                                                        access your personal journal. You may
                                                        view notes already entered and make
                                                        new entries into your journal from this
                                                        link.




           Click Add New Note to create a new entry
           in your performance journal.



Employees may click the link in the Note column to view a note that they have already entered and/or
make changes to it and click        to return to the Main Page.

Employees may also navigate to other Personal Pages (Past Appraisals, Objectives, etc.) by clicking the
link that appears on the Performance Journal page.

                                              8
Adding a Note to the Performance Journal

1. Select a title for the new note to help keep your notes organized. A title such as “First quarter, 2006”
   identifies a specific time period, or “Staff Compensation Study” identifies a project.

2. As an activity occurs or you complete a project you can open this note by title and update it.

3. Type new details in the Subject Details text box.

4. When finished, select the OK button.

Managers will have read-only access to notes to which employees give them access. (Employee must
check the box “Allow my manager to view this note”.)




Past Appraisals

Employees can view past appraisals by selecting the one they wish to view and clicking the corresponding
link. The selected appraisal form will open and the employee will be able to view the entire form. This
employee has one past appraisal. (Performance appraisals completed prior to launching eAppraisal will
not be accessible online. Copies may be obtained from ESO.)




                                                 9
Goals

This page lists the goals that have been established by the manager during the appraisal process and
throughout the year.

The Goals page should be reviewed by the employee on a regular basis to
  • update the status of a goal whenever it changes,
  • check for new goals added by the manager, and
  • add their own new goal(s) to the page.

The Goalss page gives a listing of activities along with:
  • Last modified dates
  • Due date
  • Status
  • Who entered the activity

To review an Goal, the employee may click the title listed under the Activity. This will take them to the
activity where they may:
  • see details of the activity
  • enter a completed date
  • update the activity status

After changes are made and employees are finished with the activity, they may click the OK button to
save it. They may follow this same procedure to navigate to the next activity and make changes.




                     Click Add New to create a new
                     item and add to this page.




                           Click on the objective that you wish to view or update. The
                           record will be displayed so that you can see it and make
                           changes.
                           When an activity in the Objectives page is completed, employee
                           should click on that objective and update the status to
                           “Complete.” The status may be changed using the pre-defined
                           drop-down menu that is available when the objective is selected
                           to update.




                                                10
                                                     All Goals must have a title. A description
                                                     in the Details text field is recommended
                                                     although it is not mandatory.

                                                     You must use the calendar icon to enter a
                                                     due date and completed date.


                                                     A due date is mandatory in most instances.




 The eAppraisal form used to evaluate employees is automatically populated with the employee’s name,
 employee ID, job title, department, and division.




11
The employee’s overall score appears at the top of the form. The overall score will be displayed as a
fraction, with the numerator being the employee’s score and the denominator being the highest possible
rating of 5.

eAppraisal computes the employee’s overall rating based on the mean of the competency sections - core
and job-specific - and the individual rating earned by the employee on each competency.

The Instructions, Steps for Employee Self-Appraisal, Steps for Manager Staff Appraisal, and Rating Scale
appear at the top of every form.




Each competency has a rating section for rating that specific competency and a section for comments.
Comments are mandatory. All appraisal forms contain the same Core Competencies.

Some forms may contain additional Job-Specific Competencies that have been selected by the manager
and Employment Services and Operations based on the employee’s job responsibilities.




                                        The menu bar on top has a couple of
                                        options for saving an appraisal, check
                                        spelling, check language, and
                                        completing the appraisal.




12
If the employee participated in the previous year’s appraisal process, the employee’s previous year’s
Goals and Objectives will populate in the Previous Year’s Goals and Objectives section of the appraisal
form.

The appraisal form also includes Goals and Objectives for the Upcoming Year. Completion of this section
is required of managers. After the appraisal process is completed, these objectives may be viewed from
the employee’s Goals page or on an Goals Report. Additionally, Goals and Objectives listed here will
populate on next year’s appraisal form for the employee.




                                             13
The appraisal form has a pop-up warning message whenever the Complete button is selected. This alerts
the employee or manager that saving in this manner locks the form for any additional entries or changes.



Managers with direct reports will have access to the Management Pages section from their Main Page.
Management Pages give managers access to their employees’ records including past appraisal forms,
notes released to them by the employee, and objectives for the upcoming year for those reporting directly
to them. Managers also have access to score reports and objectives reports.




                                                    Management Pages are accessible from the Main
                                                    Page. To access records of direct reports click
                                                    My Direct Report’s records.




My Direct Report’s Records

Once in Employee Records, a manager may click the icon under Past Records for all past appraisals for
their direct reports.




                                              14
When managers click the Add New... link, the box shown above will appear. Managers can then add a
note to the journal for that employee. Employees are not able to see notes written by their manager.

When adding a note to the Performance Journal, it is important to keep those notes organized. It is
advisable for managers to enter a title. The title may identify an issue with the employee or a project they
were assigned. The title could also identify a behavior.

To save the note in the employee’s performance journal, click the OK button.


Whenever a manager is prompted via email to complete an appraisal for an employee, a link will appear
on the Main Page – Complete appraisals for your direct reports.




By clicking this link the manager will access a page listing all of his/her direct reports.




                                                 15
The page above lists all of the direct reports for the manager. The status column will indicate all self-
appraisals forms that have been completed, as reflected by the “In Progress” message. This is a
prerequisite before the manager may complete the employee’s appraisal. For forms “In Progress”, click
the link titled Edit Appraisal in the action column to open up the form for that employee.

When the Edit Appraisal link is selected by the manager, an appraisal form containing the employee’s
name and title will appear. This is the employee to be evaluated. (The UHD Annual Staff Performance
Appraisal form is identical to the self-appraisal form completed by the employee.)




The employee’s ratings, comments and goals and objectives from his/her self-appraisal appear on the staff
appraisal form.

In order to evaluate an employee, the manager must select the rating that best describes the employee’s
performance and click the radial button to select that rating. Additionally, the manager must “justify” the
rating of 1 or 5 given by entering a comment. Managers may enter their own comments in the comments
box.



                                               16
When the Annotation icon is selected the Annotation box shown above will appear. It gives the name of
the section where the note will be added and has a text box for typing in the note. Annotations created by
the employee, manager, or second level manager are not permanently attached to the appraisal form and
will disappear when the appraisal form is final.




Managers are also required to outline a list of goals and objectives for their employees for the upcoming
year. This section is mandatory. Managers may agree with the goals and objectives that the employee
listed in their self-appraisal. If so, managers may copy and paste them in the space provided. Otherwise,
managers may enter new goals and objectives.

When the manager has completed the appraisal form and has no further changes, he/she should click the
Complete button. This locks the form to the manager. The employee’s status will change to “Pending
Review” as it has been sent to the second level manager for review.




                                               17
Following completion of employee appraisals by the manager, the second level manager will receive an
email notice alerting them of a pending task to be completed in eAppraisal. Once they log onto
eAppraisal, their Main Page will reflect the tasks to be completed. By clicking on the Approve
appraisals written by my direct managers link, second level managers can view their direct reports’
appraisals of their employees.




This takes the second level manager to the Review of Appraisals window, where subordinates for his/her
direct reports needing second level manager review and approval are listed. As a part of the approval
process, the second level manager must approve an appraisal before the supervisor may meet with the
employee. To view the appraisal, second level manager clicks on Review.




                                             18
To approve, the second level manager clicks on Edit Appraisal. The appraisal is then approved, and
proceeds to the next step, Manager Meets With Employee. If the second level manager does not
approve, or has concerns about something on the appraisal, they may return the appraisal to the manager
by clicking on Send Back to Author after making the appropriate annotations or contacting the manager
about the issue(s).


When the second level manager signs off on the appraisal form, the managers will be prompted via email
that a new task needs to be completed. Once they log into eAppraisal, the task list will show that they are
to hold “Individual meetings with employees to review appraisals.” Meetings should be scheduled and
conducted at a time that is convenient for both parties so that there are no interruptions. The manager and
employee should discuss the appraisal and the objectives that are included on the appraisal form.




After meeting with the employee the manager has one final task to complete the appraisal process. The
manager must mark the employee’s appraisal form as done. Click the link shown on the screen shot above
- Individual meetings with employees to review appraisals.


                                               19
The manager is taken to the page titled “Interviews to Conduct.” All employees who report to the
manager will be listed. The link Log as Done is selected by the manager




When the Interview Log pop-up window appears, the manager selects the OK button.




Once the manager meets with the employee and then updates eAppraisal to show this step complete, the
employee will have a task added to their task list. The employee must now add any final comments and
sign the appraisal form. The form is locked for any changes and comments to everyone after this final
sign-off by the employee.




                                             20
Employee then selects the Employee signature link to sign off. The appraisal form completed by the
manager is open for the employee’s comments. At the very bottom of the form is a text box labeled
Employee Feedback. The employee should add their final comments to this box and then click Sign-Off.
The employee’s personal page will be updated to show the appraisal is complete.




If the employee opens Goals Page, all of the objectives from the appraisal form will be listed. Each
objective may be opened by the employee and updated as progress is made and the objective completed.




From the Main Page, managers may click the link General or Process Report drop down window.
Process Status will show the manager the current progress of their employee(s)’ appraisal process. Using
the Score Report link will produce a report that outlines his/her direct reports’ appraisal scores.




                                              21
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