Electronic Performance Evaluation System for Classified Employees at - - PowerPoint PPT Presentation

Electronic Performance Evaluation System for Classified Employees at City College of San Francisco

December 10, 2019

What is an Electronic Performance Evaluations System?

A system capable of taking specific employee data from our system to populate automatically reports in Excel, forms in Word, and create events in Outlook Calendar to manage Performance Evaluations for all Classified Employees (EE)

What’s the purpose?

To ensure that a Performance Evaluation for each Classified Employee is completed properly and in a timely matter to comply with the most current requirements announced by City College Of San Francisco

Overview:

Objectives:

 Comply with the requirements for Performance Evaluation for Classified Employees

established by CCSF

 Create & maintain a consistent practice to achieve the completion of Performance

Evaluations

 Improve the time of response from Managers/Supervisors to complete Performance

Evaluations

 Maintain updated records of Performance Evaluations for Classified Employees  Promote engagement and participation from all parties involved in the process  Track the status of the Performance Evaluation for each Classified Employee

Collect EE data

• HR takes relevant data of

Classified EE from our system

Populate Word Doc And Outlook

• HR populates data into Perf

Evaluation doc and creates invites in Outlook

Send Invites in Outlook

• HR sends Invites in Outlook

to the applicable Manager(s)

Accept Invites in Outlook

• Invites are accepted by

Manager & the event is automatically added to the calendar (HR and Manager)

Reminders are trigger in Outlook

• A reminder for both parties is

triggered two weeks before the actual due date (HR and Manager)

Complete Perf Eval

• Manager completes &

submits Perf Eval (copy &

• riginal) forms to HR

End of Perf Eval Process

• HR collects completed forms

and closes the process

Electronic Performance Evaluation System (flowchart):

Classified Performance Evaluation Dates

*Four Cycles in a 12-month period Cycle 1 (3 months) Cycle 2 (3 months) Cycle 3 (3 months) Cycle 4 (3 months) HR will email performance evaluation forms and notifications to supervisor(s) on: December 1 March 1 June 1 September 1 This cycle will target ALL performance evaluations due beginning FROM: January 1 April 1 July 1 October 1 This cycle will target ALL performance evaluations due up TO: March 31 June 30 September 30 December 31 Due date for supervisor(s) to submit completed performance evaluations April 10 July 10 October 10 January 10

In accordance with the District’s policies to ensure we meet and exceed accreditation standards, the above cycle dates will be used to help facilitate probationary evaluations (3-month, 6-month, 9-month, and 12-month) where applicable and annual performance evaluations.

Questions & Discussion

Quick Presentation

Quick Summary of the Process:

• 1. Organizer/HR runs a report of Classified Employees in Argos
• 2. Organizer/HR copies report from Argos into Excel
• 3. Excel populates data into Word (Perf Eval) and Outlook (Event/Appt)
• 4. Organizer/HR sends invites in Outlook to the applicable Manager(s)
• 5. Manager accepts the Outlook invite
• 6. Event is added to the Outlook calendar of Organizer/HR and the Manager
• 7. Outlook triggers a reminder for both parties to complete the Perf Eval two weeks before

the actual due date a. Organizer/HR: first opportunity to reach out to Manager for update(s) b. Manager: opportunity to review event/apt and coordinate to meet the deadline

• 8. Manager completes the Performance Evaluation and sends the original to Organizer/HR
• 9. Organizer/HR input data in Banner and take additional steps to file and close the process