SuccessFactors Manual for 360, Appraisal, Goals & … · store all 2013 360s, Appraisal . and/or Goal forms. ... minutes once manager has accessed the form The form should be saved

SuccessFactors Manual for 360, Appraisal, Goals & Development

© Copyright Allianz Global Investors AG 2013

Accessing SuccessFactors………………………………………………………………. 3

Navigating within the Tool ………………………………………………………………. 8

Completing the 360 ……………………………………………………………………… 14 Nominating / Approving Raters………………………………………………………………………………………15

Completing the 360 Survey…………………………………………………………………………………………..19

Declining a Survey…………………………………………………………………………………………………….20

Adding Raters After Launch………………………………………………………………………………………….21

Recall Survey………………………………………………………………………………………………………….23

Accessing the Report…………………………………………………………………………………………………25

Completing the Appraisal…………………………………………………………………26

Employee Comments Form…………………………………………………………………………………………27

Appraisal Form: Business…………………………………………………………………………………………..30

Appraisal and Upcoming Goals Form: Investment ……………………………………………………………...34

Goal Setting: Business ………………………………………………………………… 41

Modifying Goals Throughout the Year………………………………………………… 43

Personal Development Plan…………………………………………………………….. 45

Table of Contents

2

Accessing SuccessFactors

3


Accessing SuccessFactors

1

2

4


Obtaining a GIN Certificate

1 Go to http://gin.allianz.de.awin (Or utilize the International sites drop down menu from the Intranet homepage.)

2 Click the green “Login” Button/Bar

3

Click the link called “>Request certificate (for international users)”

5

http://gin.allianz.de.awin/


Obtaining a GIN Certificate (p.2)

4 Enter your email address and click “Suchen”.

5 After you have been verified you must click “Get PIN”

6 Then check your email inbox for an email from GIN with a “TAN” number. This email may take up to 5 minutes to arrive in your Inbox. Enter the TAN number from the email you received and click “Absenden”

Then click “request certificate” 7

6


Obtaining a GIN Certificate (p.3)

8 An automated process takes over and the user will see a status bar:

9 Close all instances of Internet Explorer and re-open the GIN web page. Click the green “Login” button/bar (found in step 2 screen shot) to login to the site. A pop-up window may appear to verify your Certificate information. Click ok and click the green “Login” button again.

10 Upon successful login you will see your name listed in the top right corner of the web page.

7

Navigating within the Tool

8


SuccessFactors Homepage

1 2

3 4

5 6

To Do Tile: The To Do list tracks forms, their current status, and due dates. Forms can be accessed by clicking on the form title in the To Do tile. 360, Appraisal, Goals: This tile provides direct access to forms in each stage of the process: inbox, en route, and completed. Development: This tile provides Access directly into the Personal Development Plan as well as to Supporting documents such as The brochure and 10/20/70 Approach Brochure/Webinar/Intranet: Links To all of the available training Material Reports/Dashboards (managers only): Links to status reports & team overview reports available to Managers Tile Browser: Allows you to add or Remove tiles from the homepage

TILES

1

2

3

4

5

6

9


Deeper Dive: To Do Tile

To Do Tile

There may be instances where you have more than one of each form. • The To Do tile will keep

track of how many forms are outstanding.

• They can be accessed by hovering over the form and clicking on the down arrow.

• Click on the individual’s name to access the form

10


Deeper Dive: 360, Appraisal and Goals Tile

360, Appraisal and Goals

360, Appraisal, Goals Tile • Links to the page below for

forms in various stages of the process (all forms, inbox, en route & completed)

• My Forms can be sorted by clicking on the name of the column (for example, clicking on “Employee” will organize your forms so all forms for that employee will be one on top of the other)

11


Organizing My Forms

Since you may have forms for multiple years within your completed folder, you can organize these forms into separate folders. For example: You can set up a 2013 folder to store all 2013 360s, Appraisal and/or Goal forms.

My Forms

12


Navigating via the Menu Dropdown

In addition to the tiles, you may also navigate the tool using the dropdown menu on the top left corner of the screen as seen below.

13


1

2

3

4

5

Nominating/Reviewing Raters

Completing the 360

Special Situation: Adding Raters After Launch

Special Situation: Recall Survey

Accessing the 360 Report

Completing the 360

14


Nominating/Approving Raters (p.1)

1 Click on “Employee Nominates Raters” from the To Do tile

Pre-populated raters.

25

Click on Modify 360 Feedback Participants to choose your raters

15


Nominating/Approving Raters (p. 2)

35

Enter the rater’s last name and choose from the dropdown

45

Click on “Add to List”

545

Assign rater category by choosing “Other” from the dropdown

16


Nominating/Approving Raters (p. 3)

65

Repeat steps 3-5 for a minimum of 3 Other raters

75

After you have added your raters, click on “Save”

17


85

Nominating/Approving Raters (page 4) Send to manager for approval

Once the manager approves the raters, the employee will receive

an email with the final list

18


Completing the 360 Survey

1

19

Completing the 360 360 Sections The 360 is split into 3 sections: • Questions about all Employees • Questions about Managers • Open-ended Questions

Answering the Questions To answer the questions, click on the radio button to the right of the question. Questions about Managers This section should be completed for both your manager and your functional manager, if applicable, but may also be completed for anyone who manages others if you feel you have enough information to effectively judge this person. If you are not comfortable rating them, leave the section completed with all NAs. Open-ended Questions If you do not feel that you have anything to say, enter “No comments” into the comments field.

2

3

The form should be saved periodically by either clicking on the green floppy disk or Save at the bottom of the form

19


Declining a Survey

1 Choose the survey from the To Do tile

2 Select “Decline to Participate” at the top of the page

If you do not feel you have enough experience working with this person to provide valuable feedback, you will have the ability to decline the 360 survey.

20


Special Situation: Adding Raters After Launch (p.1)

Direct managers have the ability to add, NOT remove or modify, raters after the survey launched.

1 Access the form by clicking on All Forms in the 360, Appraisal and Goals tile

2 Find the individual's 360 Form in the list

3 Click on Summary View at the top of the Screen

21


Special Situation: Adding Raters After Launch (p.2)

Click on Add New 360 Feedback Participants

4

5 Follow the steps on pages 16-19 to nominate raters

22


Special Situation: Recall Survey (p.1)

There may be some occasions where you may need to recall your survey after it has been submitted. This option is available as long as it is before the survey close date AND there are still outstanding surveys for this individual. In other words, if everyone else has completed the form, this is no longer an option.


2 Find the individual's 360 Form in the list

3 Click on Summary View at the top of the Screen

23


Special Situation: Recall Survey (p.2)

4

5 The survey will once again be available in the To Do tile

Click on Recall

24


Accessing the 360 Report

1 Access the form by clicking on My Completed Forms in the 360, Appraisal and Goals tile

2 Find the 360 Form in the list and click on the title

3 Click on “Detailed 360 Feedback Report”

25


Completing the Appraisal

1

2

3

4

Employee Comments Form

Business Appraisal Form

Investment Appraisal & Goal Form

Accessing the Cover Page

26


Employee Comments Form (p.1)


2 Click on “Create New Form” at the top of the page.

27


Employee Comments Form (p.2)

3

4

5

Choose 2014 Employee Comments

Click on Self

Click on “Create and Open” on the bottom right

28


Employee Comments Form

Employee Comments

• The Employee Comments form is an optional space to enter input for the appraisal process.

• The form can be edited and closed as many time as the employee chooses before s/he sends to the manager.

• Once the form has been completed, click on “Employee sends comments to Manager”

Manager Access If the employee has completed and sent to the manager, the form will show up in the To Do tile under “Employee comments for your information”

29


Appraisal Form: Business (p.1)

30

Appraisal Form

The goals set from the previous year will be pre-populated into the Appraisal Form. Direct Manager Role

• Modify, remove and/or add goals and weightings where appropriate

• Select a rating for each goal within the Goals section

• Enter comments for each goal

Functional Manager Role • Enter Comments per each

applicable goal

The form will lock for 120 minutes once manager has accessed the form The form should be saved periodically by either clicking on the green floppy disk or Save at the bottom of the form

30


Appraisal Form: Business (p.2) – Entering the Behavioral Goal

1 The Overall All but Self score from the 360 form is taken into consideration when rating the behavioral goal. To pull up the 360 report while in the appraisal form, click on the green person icon at the top of the screen

2 Select the rating from the dropdown menu

3 Save the form

31


Appraisal Form: Business (p.3) – Summary Section

Summary Section

The summary section displays the rating/weighting for each goal as well as the Calculated Overall Rating. To ensure a correct overall rating The Goals section weighting

should equal 100%

When the conversation with the employee has taken place and the appropriate adjustments have been made, click on “Send to Employee for Signature”

32


Appraisal Form: Business (p.4) – Employee Signature

Employee Signature

During the signature phase employees have a few options: 1. Decline the form. This option

should only be used if the conversation has not taken place.

2. Sign and send to Manager for Signature

3. Enter comments in the designated space seen here and then Sign and Send to Manager for Signature

33


Appraisal and Upcoming Goals Form: Investment (p.1)

Appraisal Form

The goals set in the previous year will be transferred into the Appraisal Form. Direct Manager Role

• Modify, remove and/or add goals and weightings where appropriate

• Select a rating for each goal within the Goals section

• Enter comments for each goal

Functional Manager Role

• Enter Comments per each applicable goal

The form will lock for 120 minutes once manager has accessed the form The form should be saved periodically by either clicking on the green floppy disk or Save at the bottom of the form

34


Appraisal and Upcoming Goals Form: Investment (p.2) – Entering the Behavioral Goal

1 The Overall All but Self score from the 360 form is taken into consideration when rating the behavioral goal. To pull up the 360 report while in the appraisal form, click on the green person icon at the top of the screen

2 Select the rating from the dropdown menu

3 Save the form

35


Appraisal and Upcoming Goals Form: Investment (p.3) – Summary Section

Summary Section

The summary section displays the rating/weighting for each goal and section as well as the Calculated Overall Rating. To ensure a correct overall rating Check that the goals within the

qualitative goals section equals 100%

Check that the goals within the

quantitative goals section equals 100%

Ensure that the 2 section

weightings total 100%

36


Appraisal and Upcoming Goals Form: Investment (p.4) – Upcoming Goals

Upcoming Goals

• The behavioral standard goal

and managerial goal, where applicable, will be pre-populated under the Qualitative Goals section

• To add new goals, click on “Add New Goal”

• Enter a short Goal title (this is what populates in the summary section) and the goal details. Choose a weighting for the goal.

Check that the goals within the qualitative goals section equals 100%

Check that the goals within the

quantitative goals section equals 100%

Ensure that the 2 section

weightings total 100%

When the conversation with the employee has taken place, made the appropriate adjustments and click on “Send to Employee for Signature”

37


Appraisal and Upcoming Goals Form: Investment (p.5) – Employee Signature

During the signature phase employees have a few options: 1. Decline the form. This option

should only be used if the conversation has not taken place.

2. Sign and send to Manager for Signature

3. Enter comments in the designated space seen here and then Sign and Send to Manager for Signature

Employee Signature

38


Appraisal and Upcoming Goals Form: Investment (p.6) – Accessing the Cover Page

1 Click on the Print button on the top right of the Appraisal and Upcoming Goals From

2 Click on the radio button next to Custom followed by “Show Form”. This will pull up the cover page filed by the rest of the appraisal.

39


Appraisal and Upcoming Goals Form: Investment (p.7) – Cover Page

40

Goal Setting: Business

41


Goal Setting: Business

Upcoming Goals Employees and managers may add goals to the Goal Setting form. • The behavioral standard goal

and managerial goal, where applicable, will be pre-populated under the Qualitative Goals section

• To add new goals, click on “Add New Goal”

• Enter a short Goal title (this is what populates in the summary section) and the goal details. Choose a weighting for the goal

Ensure that the total weighting

of the goals equals 100%

When the conversation with the employee has taken place, made the appropriate adjustments and click on “Send to Employee for Signature”

42

Modifying Goals Throughout the Year

43


Modifying Goals Throughout the Year

Next Year’s Appraisal Form

Upcoming Goal Setting

Modifying Goals • Early in Q1 the Appraisal form

will become available for managers to modify throughout the year.

• The Appraisal form will automatically populate with the goals that were set at the end of the previous year.

• Throughout the year, managers can modify, add and delete goals as well as enter comments

44


1

2 Accessing the Development Plan

Completing the Development Plan Personal Development Plan

45


Accessing the Personal Development Plan

The Personal Development Plan can be accessed via: 1. The Development Tile 2. The Menu:Development Dropdown 3. Clicking on the individual’s name in the My Team tile

Actions Development Plan

1

2 3

46


Completing the Personal Development Plan (p.1)

1 2

Managers can access the development plans for any of their employees by clicking on the magnifying glass next to the employee’s name To create a new goal, click on “Create a New Development Goal”

1

2

47


Completing the Personal Development Plan (p. 2)

* Signifies a mandatory field

48

Documents

SuccessFactors Manual for 360, Appraisal, Goals & … · store all 2013 360s, Appraisal . and/or Goal forms. ... minutes once manager has accessed the form The form should be saved