This memo was sent out today to College and Department HR Liasons for distribution to managers:
Our HRMS team here in HR wants to pass on four key points that your supervisors and managers really need to understand as they are working on the SPA performance evaluations due in two weeks, April 30.
1) Web Resources
Please continue to direct managers, employees, and reviewers to the Performance Management web page at http://hr.uncc.edu/classification-and-compensation/performance-management. While we do not mind answering questions, 95% of the questions we are getting are answered on this web site, and while we have published the link as often as possible, managers and reviewers still seem unaware that the information is out there. While some people can put a bicycle together without reading the instructions, most of us are not going to be able to effectively navigate through HRMS without the user guides.
2) Work Plan Must be Approved First
Please continue to emphasize to managers that they will waste a great deal of their valuable time if they start an evaluation on an employee before the work plan has been approved by HR. This fact is referenced at the beginning of the Manager Guide video and as # 2 on the Evaluation User Guides (as excerpted below). Our only recourse after a manager begins an evaluation and then realizes that all the SMART goals or behavioral goals are not properly loaded into the evaluation, is to cancel it and have them start over. It is easy for managers to forget whether what they last worked on was a position description or a work plan, or whether the work plan was ever submitted through the entire routing process. HRMS will not prevent a manager from starting an evaluation if the work plan is still pending. It is something that they will have to check before starting an evaluation:
Confirm that a Work Plan has been Approved
- Search Request under Position Descriptions
- Enter Employee’s Position Number OR Last Name
- Click on Check All
- Scroll down and select Search at bottom left
- Click on Arrow key by Date Approved (last column at left) to Sort
- Under the Status column:
- Approved (Work Plan) should be one of the most recent items in the list.
This step to confirm that a work plan has been approved will save you time. If a “Modify Position Description with or w/o Budget Change” action type has been approved more recently than the work plan, you may need confirm that the work plan is appropriately set up for last cycle’s evaluation.
3) Avoid Starting Multiple Evaluations
It is also possible to start a new evaluation on an employee when one has already been started and Saved. A manager can save time by checking “Search Evaluations” first, before starting a new one, to be sure that an evaluation has not already been started on the employee. Starting multiple evaluations becomes very confusing, and HR has to be contacted to cancel any duplicated starts.
4) Job Duties
If managers did not take the opportunity to update job duties in the position description prior to entering the SMART goals/performance expectations into the work plan, we are receiving concerns that some of the job duties they can view when they are evaluating the employee are not current. The employees did review these when they certified their work plans, but if the position description in HRMS has still not been modified from the initial load of HR file documents, the job duties may be outdated. Employees need to know that they are evaluated on their SMART goals and not the job duties. If the job duties are a concern, the manager should make a comment on the Overall Rating tab to the effect that,” Job duties based on position description last filed in HR are not current and will be revised by interim review” and then follow up after the evaluation to Modify the Position w/o Budget Change.
We welcome continued feedback from you on any additions that might need to be made to the user guides or information that needs to be communicated.
Thank you for your support,
Steve Barnhart (Primary contact for Evaluation Routing and Tracking)