Migration to Web-Based Performance Management System

December 10, 2012



MEMO TO:    

All Staff

FROM:

Matt Hawks, Human Resources Director

SUBJECT:

Migration to Web-Based Performance Management System

 

In January we will be rolling out a web-based performance management system called Reviewsnap, which will replace our existing paper-based performance review process for staff.  The system will be seamlessly integrated into our existing suite of online resources accessible through the R-Net campus logins portal, just like Foxlink, Kronos, Blackboard, etc., via FoxID and password.

Reviewsnap offers a number of advantages over our current paper-based process.  First among them is the fact that the system is completely electronic and thus more environmentally friendly and efficient.  Each year-end at Rollins we generate some 500 multi-page, hard copy performance reviews and self-reviews which are routed across the College for review and signatures and ultimately end up at Human Resources where they are then scanned one by one into our digital personnel file system and then shredded.  This is wasteful and inefficient.  The routing and approval process in Reviewsnap is completely electronic and once the reviews are finalized they can be easily uploaded into our digital personnel file system with just a few clicks of a mouse.

Further, the system has many features designed to help us transition from an end-of-cycle performance appraisal process to a more holistic, year-round performance management process.  Among these features are:

Online Performance Journals will enable staff and their managers to collaborate in a shared space and record feedback, accomplishments, kudos, challenges, etc., as they occur throughout the year so that at review time a full year of performance data is readily accessible by both parties, thus lessening chance that the review will be skewed by more recent performance.  As entries are made into the journals by one party (staff member or manager) the system will trigger email notifications to alert the other party regarding the entry so that the information can be viewed in real time.  Entries into the journals can also be marked private if either party wishes to make the entry for personal reference purposes only.  In addition to text entries, documents can also be uploaded into the journals.

Integrated Goal Management will enable staff and their managers to create a set of goals for the annual review period, and track progress toward completion using the goal tracking features of the system.  Both the staff member and manager have access to the employee’s goal set to create, amend, and track goal progress for a given annual review period.  Any additions or changes made to the goal set by the staff member are subject to acceptance/approval by the manager.  The  manager can also “lock in” goals that have been approved so that no further changes can be made.  Whenever changes are made to the goal set by the staff member or the manager, the other receives an email notification that a goal has been added or changed, or that progress tracking status changes have been made.  Also, when goals are created, a box can be checked that will cause the goal to automatically roll forward into the following year’s goal set.  This feature is very useful for managing and tracking progress toward goals that cross annual evaluation periods.  Once the goal set is defined for an active review cycle, the goal set and progress settings will automatically roll into the year-end performance review at review time and permit the supervisor to rate the staff member on progress toward meeting the goals.    

Cascading Goals will enable a department head to create department level goals and “cascade” them down into every employee’s goal set.  So while staff members and their managers will define goals applicable to the individual staff member’s role, a department or division head can ensure that there is also integration of individual goals with higher level department/division goals.

Configurable Performance Review Templates will enable the HR Department to develop customized review templates that meet the unique requirements of different departments and job roles on campus.  While all staff will continue to be evaluated on the College’s service standards of Responsive, Respectful, Collaborative and Competent, the system offers the flexibility to adapt templates to meet different operating needs and requirements (though it is noted that some generic templates may need to be used in 2013 since developing templates for different areas of the College will take some time).               

360 Degree Feedback functionality will enable managers to efficiently request performance feedback from a staff member’s peers, customers, direct reports and other constituents to aid them in the performance review and feedback process (this functionality will not be activated for 2013).   

Historical Record Keeping. A complete history of performance will be maintained within the employee’s account for easy access and retrieval at the click of a mouse. 

Split Screen Capability will enable employees and managers to open different online documents on their desktop simultaneously.  So if a staff member is completing the online self-review at year-end and wishes to reference the performance journal without exiting the review form she/he can click on the split screen button and open up the performance journal in the same online space and if desired can copy and paste from one source to another.

The Reviewsnap system was successfully piloted within the Olin Library and Information Technology Department this past spring, and we have been busy adding some enhancements and completing the set up necessary for implementation.  We expect the roll out to occur in phases beginning in early 2013. 

 

Phase I (January - March, 2013):  The system will be activated with functionality limited specifically to performance journals and goal management.  This will enable staff and managers to access to system and begin familiarizing themselves with the system as they begin to use the journaling capabilities and create a goal set for 2012-13.  Instructions will of course be provided and HR staff will be available to assist staff in accessing and using the system.  The journaling and goal management features are relatively simple tools and should not require a great deal to time and training to use. 

Phase II (April 1 – June 30, 2013):  The self-review and performance review functionality will be activated and managers and staff will commence the year-end performance review process using the system.  Although these features are also intuitive and easy to use, instructions will be provided along with training sessions as needed.   

More information will follow in the new year.  In the interim, please feel free to contact me if you have any questions or concerns you wish to discuss.