Performance Reviews in UKG - For Managers

Attached is a checklist and a condensed slideshow version of this article to help you in completing the review process. 

The Flow:

1. Employee receives notification to select co-workers to provide peer feedback (by July 7).
2. 7 days later, the peer feedback window closes, and the employee receives a notification to complete their self-review (by July 20).
3. On completion of the self-review, managers receive a notification to complete their portion of the review.
4. Manager submits review; it is no longer editable (by August 7).
5. Manager receives notification to sign review; do so once you have a time set to meet with the employee and are ready for them to see your review. 
6. After a manager's signature, a notification will then be sent to the employee to sign the review in their UKG account. 
7. Have the employee sign a copy of their job description and the handbook (scan to HR).
8. Once the review has been finalized by HR, you will receive a to-do item to enter the goals you created when meeting with the employee in UKG. You will be asked to rate the goals you enter during the next review period (by August 21)
   

1 - Peer Review

Each employee may select 1-3 peers to provide input on their performance during the review period. The employee will receive a to-do item to select these peers on July 7th. If an employee fails to select peers for their review, the deadline for peer feedback is not extended.

If the peer does not select the "Submit" button before July 7th, all peer feedback will be lost and will not be recoverable. Please note that the save button does save your progress, but it is not the same as the submit button. After peer reviews are submitted, they can not be changed. 

Peer review content does not count towards the employee's goals or total review score. However, it is visible to the manager when completing their portion of the review. 

2 - Self Review

You will receive a notification via email and through the UKG system indicating that the performance review for your employee has been initiated. There is no action needed on your end. The employee must complete the self-review before you can begin the performance evaluation. Employees should submit reviews by July 20th. The system will not auto-submit past due reviews, but it will send reminders to the employee every other day and the manager once a week until the employee completes the self-review. 

You can view the status of pending reviews by logging into UKG > Team Performance Icon > Team Performance Reviews 

3 - Managers Review

After the employee completes a self-review, the manager will be notified via email and UKG to conduct the employee evaluation.
 

Login to UKG and navigate towards “My to do items” (by clicking the bell in the top right) to start the performance review for the employee and click “Review” on the lower right corner. 

Once opened, the review will contain: 

1. Instructions Tab: Provides manager instructions and information about the review.
2. Info Tab: A quick information rundown about the review.
3. Entry Tab: This is where you will complete the required fields for the Performance Review. Enter your responses and ratings as needed.
4. Summary Tab: Displays a summary of the information you entered in the Performance Review form.
   

On the Entry tab, you will be asked to rate the employee on a scale of 1 to 5 in the following areas

1. Blue Jacket Core Values
2. Position Competencies
3. Personal Goals From The Last Review Period

The rating scale is included before each section, but is also included below. 

In the Entry tab, some questions will ask for you to answer in words, make use of the comment box. For questions requiring job descriptions, the job description can be accessed on the upper right as pointed on the photo.

As managers, you will have visibility on the employee’s answers and ratings from their self-review.

4 - Manager Submits Review 

Once you have completed the Performance Review Form in the Entry Tab, click “Save". After verifying that everything is complete and accurate on the “Summary” tab, click “Submit” to submit the review. Submit reviews by August 7th. Once submitted, the final score will display. This is calculated by the overall total of the rating attributes.

5 - Manager Signs Review

After submitting the performance review, navigate to the Notifications section or open your email. You will see a notification prompting you to schedule or meet with your employee. This is an opportunity to align on feedback, clarify ratings, and discuss development areas.

In your to-do items in UKG, sign the performance review once you have set a time to meet with the employee and are ready for them to see your comments and rating. 

You will be redirected to the summary tab of the review, on the upper right corner, click the “Sign as Reviewer” to sign the employee’s performance review. Once clicked, it will prompt you to enter your account password to sign then click “I Agree”. Click "OK" on the widow that opens to send the review to the employee. 

6 & 7 - Meet With The Employee

1. Have the employee sign a copy of their job description and the handbook (scan to HR).
2. Ensure that they sign the review notification in their UKG account and complete other pending to-do items from the previous review period, including trainings and attestation questions.
   
3. Work together with the employee to set goals for the next year and take note of these goals (you can use the SMART Goals Worksheet to help). 
4. After meeting with the employee, submit an HR Action to update the employee's title or wage in UKG. Simply putting the change into the review or receiving the information from finance will not finalize these changes. (See other IT articles: Pay Change Only In UKG - Position and/or Pay Change)

8 - Create Goals

Once the review has been finalized by HR, you will receive a to-do item to create goals for the employee. Click the “Create Goals” button in the lower-right corner of the screen.

Click on the 3 dots beside the close button to create goals for the employee. Choose the “Assign Personal Goal”

Details in the image below include:

1. Name is required
2. Make sure that the “Active” box is checked
3. Enable the goal to be used in performance reviews
4. Write a description of the Goal in this text box.
5. Select the category for the goal
6. Choose private security level for the goal.
7. Goal category
8. Due date of the goal
9. Progress of the goal
10. Status of the goal
11. Write a description about the criteria for achieving the created goal
    
    

After saving, a pop-up window will appear displaying a list of the goals assigned to the employee, including the one you just created. Once you have entered all goals for the period, click “Close” to exit the window.