carolina talent performance management webinar one for hr

Performance ManagementWebinar Two for HR Representatives

March 18, 2021

2

Webinar

Housekeeping

• Webinar is being recorded

• Use the chat box to ask questions

• Questions will be addressed at the end of the presentation

• Recording will be posted on the Carolina Talent website: hr.unc.edu/carolinatalent/performance

Agenda

Since We Last Met (Rajani) What’s Different This Year & Key Dates (Tyler) Update on the HR Rep Toolkit (Anita) Who Can Do What (A Closer Look at Roles) (Tyler) Go-Live and Support: (Rajani) Reminder: Accurate Supervisor Relationships (Rajani) Q&A

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Since We Last Met

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Rajani Day Sr. HR Business Analyst

Since we last met …

• System design and configuration complete.• Many communications have gone out.• The hr.unc.edu/carolinatalent website has more content.

• User acceptance testing is complete!

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Quick Chat

Did you do any testing for us? What were first impressions?

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What’s Next

• Webinars for all managers scheduled next week. • Finish online training and quick reference guides.• Office hours twice a week starting April 5.

• EHRA Non-Faculty coming up.• Full annual appraisal in Carolina Talent next year.

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What’s Different This Year & Key Dates

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Tyler Enlow Sr. E & MR Consultant

What’s Different

• No second-level approval for the Performance Plan this year (second-level manager can view)

• Managers need to create a development plan with at least one development objective for SHRA employeeso Now required for both SHRA and EHRA Non-Faculty

employees

• Institutional goals are not editable and they’re equally weightedo For the supervisory goal, managers can mark it as Not

Applicable on the performance review in 2022.

What’s Different

• 100% total for institutional goals, and 100% total for individual goals. Minimum percent for a goal is 10%.

• Development plans have more features, and you’ll need to write at least one objective.

• Competencies are pre-filled (from State class and comp website).

• Tasks for mid-cycle reviews, performance plans, and performance review are automatically generated.

AND ….

This Year’s Deadlines

April 1: SHRA begins

May 14: Deadline for SHRA overall ratings entered

May 31: Deadline for SHRA

performance plans

June 11: Deadline for SHRA employee

acknowledgement

July 1: EHRA Non-Faculty begins

August 13: Deadline for EHRA NF overall ratings

entered

August 31: Deadline for EHRA NF performance

plans

September 10: Deadline for EHRA

NF employee acknowledgement

HR Rep Toolkit & Other Updates

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Anita Collins ITS Change Management, Manager

HR Rep Toolkit

• Materials in the HR Community Toolkit on the HR.unc.edu website

• More to come as soon as we finish them:• Links to training for managers• Reference cards for managers, employees, and PM reps• “Things that Might Be Confusing” slide deck

• We’ve been asked for an online training session for employees. We will create it as soon as possible but will likely be mid-April before it is available.

Webinars for Supervisors

• Primary training for supervisors (with the self-paced online training).

• Divided into three groups because our webinar license allows 1,000 participants.

• Webinars are being held next week, plus a makeup session in April.

• The webinars will be recorded (we’ll post the best one).

Please attend the webinar for

supervisors (or watch the

recording)

15

Performance ManagementCommunications at a Glance

Mid

to L

ate

Febr

uary HR Representative

Webinar OneManager Feedback Session OnePresentation to OHRTalking Points to HR OfficersExecutive Summary to HR OfficersOutline of Planned CommunicationsHR Council PresentationMessage to Deans, Directors, Department HeadsEmail to Managers

Early

to M

id-M

arch HR Representative

Webinar TwoManager Feedback Session TwoWorkWell ArticlesConnectCarolina ArticleHR Digest ArticleEmployee Forum Presentation and ArticleArticle in The WellPresentation to IT Executive Council (ITEC)Email to Campus Technology Consultants

Mid

to L

ate

Mar

ch HR Officers Reach Out to Senior LeadershipHR Rep Toolkit AvailableEmployee Quick Reference Card ReadyFlyer to Campus CommunicatorsHR Representatives Reach Out to SupervisorsWebinar for ManagersTargeted Communication to supervisors

April Formal Notice April 1

Drop-in Office HoursWorkWell ArticleConnectCarolina Article

May

–Ju

ly

PREPARING FOR EHRA NON-FACULTY ROLLOUT

Supervisor Webinar

Additional broad communications (TBD based on response to first)

Who Can Do What (a Closer Look at Roles)

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Tyler Enlow Sr. E & MR Consultant

• Can do anything a manager can do using the performance management tasks

• Cannot use the menus to make changes

• Manager assigns for a particular performance document, for a particular employee

• Can only see the documents assigned to them

• Can do anything a manager can do using the menus

• Cannot use (or even see) the links to upload an employee’s performance review or create their performance plan

• Is assigned this security role through the access request process

• Can see info for all employees in their school or division

• Can run reports

18

PM Rep

Co-Planner

Has no additional access above their role as an employee or manager

HR Rep

• Can use both menus and the links to work with performance documents

• Is assigned this access automatically, based on their direct reports in ConnectCarolina

• Can see info for all direct and indirect employees who report to them (including faculty)

• Can run reports

Manager

• Can create goals and development objectives from the menus

• Can sign and comment on performance documents

• Can see info for themselves

• Can run reports

Employee

Quick Chat- Who Can Do What

What questions do you have about who can do what in the new system?

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Understanding Emails & Digests

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System Generated Emails

• Weekly email digest –Fridays at 8AM– New tasks– Tasks due in the next

week– Tasks that are past due– Goals to approve

• Single emails:– New or modified

goal/development plan– Goal approved/denied– New task– Added as a co-planner– Task reopened– Development plan item

due in 30 days

Go Live and Support

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Plans for Go Live

• 2 Tasks created April 1 12AM – Annual Ratings 2020-2021 task– Performance plan 2021-2022 task

• Formal Notice: Thursday, April 1• Email digest: Friday, April 2 with list of 2 new tasks for

each SHRA employee that manager supervises

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Complete 2020-2021 Performance Appraisal

The manager completes the current Word form.

The manager, second-level manager, and employee sign the form.

The manager uploads the form into Carolina Talent and enters the final ratings there.

1

2

3Complete

Prepare 2021-2022 Performance Plan

Optional: The manager creates goals that apply to more than one employee and assigns them to the particular employees and collaborate with employee on goals in goals menu.

The manager uses Carolina Talent task to create the employee’s performance plan (any goals created in step 1 will be pulled in).

The manager follows the instructions on the screen to complete the performance plan, including goals and a development plan (now required for each employee).

The manager meets with the employee to discuss the performance plan and expectations for the year.

1

2

3

4

Complete

The manager submits the form to Employee for acknowledgement.5

Support

• Policy questions, like “how do I write a good goal,” go to your HR representative.

• System questions such as “I’m getting a system error I don’t understand”:– Log in to help.unc.edu.– Search for “Carolina Talent”– Choose the Carolina Talent request, complete the fields and

submit.– The request is routed to the appropriate team.

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Office Hours

• Twice a week through April and May, one morning and one afternoon one-hour session

• Schedule will be posted (with the Zoom link) on hr.unc.edu/carolinatalent/performance

• Open to HR representatives and managers• Bring any and all questions!

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Reminder: Accurate Supervisor

Relationships

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Reminder

Ensure there are accurate supervisor relationships in ConnectCarolina

• Use Reporting Tile > HR/Payroll Reporting Dashboard > Supervisor Issues query

• Currently 161 permanent employees without active managers– 94 SHRA permanent employees– Total down by 70!

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Questions and Answers

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Q: Can the PM Rep view and download documents that a manager uploaded?

A: Yes, PM Reps can view the documents through the snapshot.

Q: Can the manager have multiple co-planners?

A: Yes, the manager can assign multiple co-planners.

Q: Can a non-UNC employee be assigned as a co-planner?

A: As long as the non-UNC employee is in the system, they can be added.


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Q: Who assigns the PM Rep or co-planner?

A: The PM Rep assignment comes from a request to E&MR from an HR officer. The co-planner is assigned by the manager. It’s advised that managers reach out to an HR representative when choosing a co-planner and not add executive assistants as co-planners.

Q: Can an HR consultant be designated as a co-planner?

A: Yes, though you don’t pre-designate someone as a co-planner. The manager selects the person for a particular task.


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Q: Will the supervisor be given some examples of what an objective is?

A: Yes, we will provide some examples of the objectives, along with the tasks and targets to help people know how these things will be utilized and get used to the new terms.

Q: Will the employees get an automated email when the performance plan is entered and will they acknowledge online also? What about annual ratings?

A: As soon as the manager submits the performance plan in the system and it’s routed to the employee for acknowledgement, the employee will get an email. The annual ratings being entered don’t trigger an email and the assumption is that the manager has already met with the employee about the ratings.


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Q: Given that a lot of employees and supervisors are working remotely, how do we get performance documents signed?

A: The preferred method is to use a program that can do electronic signatures if you have one. If that’s not possible, you can use a signature font in Word. In that case, the email history will back up this alternative method. For people working on campus, physical signatures work as well.

Q: Will the deadline list for performance documents and annual ratings be published soon?

A: An email will go out to HR Reps soon.


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Q: If a manager enters a performance plan and asks for feedback from an employee, will the employee get an email from the system to go look at the performance plan?

A: Once the manger completes the performance plan and submits it to the employee, the employee will receive an email that there is a performance plan for them to acknowledge. Once acknowledged, the employee can go to the goals and development menus and can add comments and make changes for their manager to approve.

Q: Will any communications address the preference to have HR folks assigned as co-planners and not admin support folks?

A: Yes, that will be communicated.


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Q: Is a co-planner an option for EHRA non-faculty tasks too?

A: Yes, and it will operate the same way it does for SHRA employee tasks.

carolina talent performance management webinar one for hr

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