(USF) Managing Templates and Managing Reviews for Federal Employees

This chapter provides an overview of United States Federal (USF) functionality and discusses how to:

• Assign roles and permissions lists for USF functionality.

• Set up supporting tables.

• Create employee review templates.

• Create job profiles.

• Associate job profiles with employees.

• Manage reviews for federal employees.

Understanding USF Functionality

The following functionality exists specifically to manage employee reviews for federal employees:

• USF templates.

  Two templates are available: one to create employee performance review documents (PERF-USF), and another to create performance improvement plant documents (PIP-USF). You must clone these templates, and in the case of employee performance reviews, add free-form elements for evaluating employee performance.

• Ability to link employee performance review templates that are based on the PERF-USF document type to job codes, positions, job families, or salary grades.

  This feature enables you to a link templates to job profiles to eliminate the need for managers to select template when they create employee reviews. You accomplish this through the use of job profile the PERF-USF document type.

• A warning message that alerts users when the score for all numeric element ratings differs by more than .06 from a review's overall numeric rating.

• Ability to enter comments from other reviewers.

  Administrators can use the Maintain Reviewer Comments - USF page to enter review comments from an employee's peers, subordinates, customers, and other reviewers.

• Ability to use self-service pages for employee reviews.

  Managers can use the self-service pages to generate review documents for federal employees and perform reviews and employees can use self-service pages to complete their self-evaluation documents.

Assigning Roles and Permission Lists for USF Functionality

This section lists roles and permission lists that are available to federal customers.

Permission Lists

The following tables list the roles and associated permission lists that you can assign to users that allow them to use the federal functionality. Employee Review Setup (USF) and Employee Review Administrator (USF) are roles that are specific to federal functionality. The Employee Review Manager and Employee Review Employee roles enable the use of the self-service features of the Manage Employee Reviews business process.

Roles

Permission Lists

Setting Up Supporting Tables

This section provides an overview of the setup steps for the supporting tables and discusses how to:

• Set up rating models.

• Update the PERF-USF document type.

Understanding Supporting Table Setup

Before you can clone and modify templates for employee performance reviews and performance improvement plans, you must:

1. Create rating models that specify the values that can be used to rate or score employee performance.

2. (Optional) Update the document type for employee reviews.

   The system delivers a federal document type call PERF-USF that tells the system where to look for the template when it generates performance documents for federal employees. By default, the system prompts managers to select the template when they create the review documents. If you prefer to have the system determine which template to use by checking the job profile that is assigned to the employee's job, position, job family, or salary grade, specify this on the Document Type page by adding a new effective-dated row to the table.

   Note. A second document type, PIP-USF, is provided for performance improvement plans. This document type is associated with the delivered PIP-USF template. You cannot modify or view the PIP-USF document type.

Pages Used to Set Up Supporting Tables

Defining Rating Models

Access the Rating Model page.

This page is documented in PeopleSoft 8.9 Human Resources PeopleBook: Manage Competencies.

Note. Enter a value in the Numeric Rating field for each rating. When the system performs calculations, it refers to the values in the Numeric Rating field, not to values in the Rating field.

Note. The system delivers two rating models that have specific uses: FUSF (Goal Status for USF) and PIP (performance improvement plans). These rating models define statuses, rather than ratings, that you can assign to goals and performance improvement plans. GUSF values are Not Met, Met, and Exceeded. PIP values are In Progress, Satisfactory, and Unsatisfactory. You can modify the values on both of these rating models.

See Also

Setting Up Rating Models

Updating the PERF-USF Document Type

Access the Document Types page.

The system-delivered definition for the PERF-USF document type is dates 01/01/1900. According to this definition, the template sources is user-specified, meaning that managers must select the template to use when they create the performance review documents.

You can modify the definition for the PERF-USF document type by inserting a new effective-dated row. You can then instruct the system to look at the job profile that is associated with the employee's job code, position, job family, or salary grade to determine which template to use.

Creating Employee Review Templates

This section provides overviews of the two templates that are available to federal customers and the steps for cloning and modifying templates and discusses how to:

• Clone templates.

• Define general information for templates.

• Define a template's content and structure.

Understanding Templates for Federal Employees

Templates provide the foundation for your employee performance documents. The system provides two templates that are designed specifically for federal customers:

• Performance Plan (PERF-USF)

  This template is designed for employee performance reviews.

• Performance Improvement Plan (PIP-USF)

  Performance improvement plans offer employees an opportunity to positively address issues that have adversely impacted their performance reviews.

From these basic templates, you can create other templates that fit your organization's structure and needs. You can copy, but not alter, the basic templates provided by PeopleSoft.

Performance Plan Template (PERF-USF)

This template contains five sections:

• General Information

  Here you enter the name of the template and specify whether the review documents generated with this template are official.

• Performance Elements

  In this section, you enter the free-form performance criteria against which you evaluate employees.

• Goals

  Managers and employees use this section to add goals to the review document. You cannot enter goals into the template; you must enter them directly into the review document after you create if from the template.

• Overall Summary

  This section identifies the employee's overall performance rating. The system converts the rating from the performance elements section into an overall summary rating, using the calculation method and rating model that you specify.

• Signature Section

Performance Improvement Plan Template (PIP-USF)

This template consists of three sections:

• General Information

  Here you enter the name of the template and specify whether the review documents generated with this template are official.

• Performance Improvement Plan

  Manager use this section to assess performance improvement and assign a status.

• Signature Section

Steps for Cloning and Modifying Cloned Templates

To create templates that managers can use to generate performance reviews and performance improvement plans:

1. Clone the delivered PERF-USF or PIP-USF template.

2. Enter general information for the cloned template on the Define Empl Review Template - General page.

   Enter a description, set the status to Active, and specify whether the documents that are generated from the template are official.

3. Modify the structure and content of the cloned template using the Define Empl Review Template - Structure/Content page.

   For employee performance reviews (performance plans), select the rating models to use, define the elements (items) and standards (sub-items), and weight elements, and indicate if they are critical.

Pages Used to Clone and Modify Cloned Templates

Cloning a Template

Access the Clone Template Definition page for the PERF-USF or PIP-USF document type.

Defining General Information for a Template

Access the Define Empl Review Template - General page.

Official Review

Select to designate that review documents generated for this document type are official. You can designate any number of templates as official. On the PERF-USF template, this check box is selected by default. On the PIP-USF template, this check box is cleared, by default. Selecting this check box enables salary increases to be tied to employee performance reviews. It also enables the Within-Grade Increase (WGI) process to pick up completed performance reviews. If an employee has more than one official review document, these processes use the results of the review document with the latest period end date.

See Also

(USF) Processing Automatic Actions for Probation, Tenure, and WGIs

Setting Up Base Compensation and Budgeting

Defining a Template's Content and Structure

Access the Define Empl Review Template - Structure/Content page.

Note. The fields that are shown in the screen sample pertain to templates that are cloned from the PERF-USF template. Templates that are cloned from the PIP-USF template contain a Rating Model and Description field only. The default value for the Rating Model field is PIP. You can change the rating model selection, should you need to; however, the system does not use the rating model for any performance improvement plan calculations.

Section Items

Sub-Items

Define any performance standards or sub-items for the element.

Creating Job Profiles

This section provides an overview of job profiles and discusses how to create job profiles.

Understanding Job Profiles

Job profiles define the template that is applicable to employees in the same job, job family, position, or salary grade.

To set up a job profile:

1. Create a job profile ID and enter a description of the job profile.

2. Associate a performance template with the job profile.

3. Select the document type (PERF-USF) and the template to associate with the job profile.

4. Associate the job profile with employees.

See Also

Selecting Document Types and Performance Templates for a Job Profile

Pages Used to Create Job Profiles

Associating Job Profiles with Employees

This section provides an overview of associating job profiles with employees and discusses pages used to associate job profiles with employees.

Understanding Associating Job Profiles with Employees

You can associate a job profile with a group of employees by assigning the profile to a job code, job family, position, or salary grade. To do this, complete the Job Profile ID field on one of the following pages:

• Job Code Profile

• Job Family

• Position Data

• Salary Grade Table

See Also

Selecting Document Types and Performance Templates for a Job Profile

Pages Used to Associate Job Profiles with Employees

Managing Reviews for Federal Employees

This section provides an overview of managing federal employee reviews and discusses how to:

• Create employee review documents.

• Complete employee review evaluations.

• Record comments from other reviewers.

Understanding Employee Review Documents

Procedures for managing reviews for federal employees are similar to those documented in the “Managing Employee Reviews” chapter in this PeopleBook, with the exception of completing employee review evaluations and recording comments from other reviewers. This section provides examples of the employee performance plan and the employee performance improvement plan that are based on modified versions of the PERF-USF and PIP-USF templates.

Pages Used to Manage Reviews for Federal Employees

See Also

Pages Used to Create Employee Review Documents

Creating Employee Review Documents

Managers can use the self-service pages to create employee review documents for individual employees and groups of employees. If you modified the PERF-USF document type to specify a template source other than User Defined, the system will not prompt you to select the template. It will instead look for the job profile that is assigned to the employee's job code, position, job family, or salary grade to determine which template to use.

See Creating Employee Review Documents.

Completing Employee Review Evaluations

Access the Performance Document-Performance Plan-Manager Evaluation page.

Note. When you click Calculate All Ratings, Save, or Complete, the system displays a warning if the numeric rating in the Overall Summary section is 0.6 higher or lower than the numeric element ratings.

Access the Performance Document-Performance Improvement Plan-Manager Evaluation page.

See Also

Completing the Employee Review Document

Recording Review Comments

Managers can add comments about an employee's performance that are received from the employee's peers, subordinates, customers, or other reviewers.

Access the Reviewer Comments USF page.

Reviewer Comments