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HR Contact (HR Contact Partner)

1. Start typing “start performance review for organization” in the search bar in Workday. It should pull up the "Start Performance Review for Organization" Task in the options without you having to type the whole phrase; select that task. (Please see also WIG.)
2. It will open a floating task box (see screenshot); Select “Run Now”.       
3. Enter the name of the Sup Org for which you are initiating performance evaluations. You may choose to launch each Sup Org's evaluations individually or go to the top Sup Org within your unit and check the “include subordinate Supervisory Organizations” box.
4. Choose "Comprehensive Annual Review" for the review template.
5. The review date range will be 4/1/2022 – 3/31/2023.
6. Click "Okay".
7. This will launch a performance evaluation for all employees under the selected Sup Org(s) for whom an annual appraisal is required.
   1. You can view a list of the performance evaluations that were launched by either clicking on the number next to "Performance Reviews Created"; or by searching Workday for the task "View Performance Review Organization Initiation"--it will ask you to enter the Sup Org.

Employee

1. Complete the Self-Evaluation step of the appraisal BP in your Workday Inbox. (WIG for Employee Self-Eval)
   1. Responsibilities - Assess performance for each responsibility by using the comment box.
      1. Note - If the responsibilities are inaccurate as listed, please review with your Supervisor. 
   2. Competencies - Assess performance for each competency by using the comment box.
      1. Note - some job profiles may not have any associated competencies. If no competencies populate within this section of the appraisal, please skip to the next section. 
   3. Self-Review - The employee will answer each question within this section.
   4. Supporting Documents - Employee has the option to add any supporting documents that they would like to present to their Supervisor. (Please note that this document may be visible to individuals other than your supervisor, depending on their Workday security roles.)
   5. Overall - Employee may enter a summary comment within this section.
   6. Review and Submit.

Supervisor

1. After the employee submits their self-evaluation, the review will route to the WD Manager* for feedback and ratings. (*If this is not Supervisor, please alert HR Contact to correct (see also Tips, below)  (WIG for Managers)
   1. Responsibilities - please review and then add evaluation and comments for each responsibility.
   2. Competencies - Rate and assess the employee for each competency listed.
      1. Note - some job profiles may not have any associated competencies. If no competencies populate in the section below, please skip this section.
   3. Self-Review - You are not expected to respond to or comment on the employee’s answers for the self-assessment, but please review and take this input into account for the whole review process.
   4. Supporting Documents - Review any documents the employee may have attached. You also have the option to add documents related to the review period.  (Please note that this document may be visible to individuals other than the employee, depending on their Workday security roles.)
   5. Overall - Provide an overall rating for the review period and a summary of the employee's performance.
      1. Note - Managers are strongly encouraged to consult their HR Contact and/or Tamela Walker if they plan to provide an overall rating below "Meets". 
   6. Summary Page - DO NOT SUBMIT (yet); use Save for Later.
      1. Managers should keep in mind as they complete the review that they will need to have a one-on-one discussion with the employee (15 – 30 minutes). Following the discussion, the Manager and Employee will have additional steps to complete in Workday in order to finish the evaluation process. (Please see WIG.)

Meeting (Supervisor and Employee)

1. Supervisor and Employee will meet to discuss the review (outside of Workday, 15-30 minutes). The supervisor can print the Workday evaluation-in-process for the Employee's review prior to meeting. (Please see WIG, step 15.) 

Finalizing Review and Submission (Supervisor, then Employee)

1. Following the meeting, Supervisor will finalize their portion of the review within Workday:
   1. if Employee wishes to make any changes or additions, Supervisor can Send Back the evaluation for that purpose.
   2. When finished, Supervisor will Submit. This should launch a "To Do" within Workday for the supervisor to verify that they did indeed meet with Employee.
2. Once the supervisor Submits the To Do, the evaluation will route to Employee;
   1. Employee can acknowledge review with or without additional comments. 
3. Once Employee Submits acknowledgment, the review will be complete and viewable within the Performance section of Employee's worker profile.

Submission to COLA: (HR Contact)

1. HR Contact shall, prior to the submission deadline:
   1. Run "Performance Appraisal and Probationary Review Summary for an Organization - RPT1066" in Workday to verify that all appraisals within their unit have been completed.
      1. Follow up with Supervisor(s) as necessary to ensure completion.
   2. Once all appraisals have been completed, please uploaded the final copy of RPT1066 to your unit's Box folder using the requested naming convention for each file:

      1. YY-YY_DEPT_RPT1066.pdf

         1. "YY-YY" = the fiscal year of the eval; ex. "21-22"

            "DEPT" = 4-character UT Department code for your unit; ex. "ECON" (Department of Economics)

   3. Save a copy to your departmental personnel files.
   4. COLA HR will review and reach out if any other information is needed.