Add, Reference, and Import Performance Notes into an Evaluation

 

The CAPPS Performance Notes functionality is a useful tool to document an employee's performance achievements, deficits, coaching, and counseling over the evaluation period. Performance notes may be used as supporting comments in the evaluation. Notes are to be related to the Task and Standards or the Performance Dimensions of the employee's performance document. For example, let's say that you want to document counseling that you provided to an employee about repeated tardiness. This is appropriate to document because the Professionalism Performance Dimension includes a criteria related to attendance.

 

Employees can also make notes about their performance using similar on-line functionality and send those to you. You may want to encourage employees to do this. When you receive performance notes from an employee, you can accept the note as written, make edits to the note and use it, or choose to not use the note in the employee's evaluation.

 

Step

Action

A1.

A.     Adding a Performance Note

 

Select the Manager Self-Service link. The items of the Manager Self-Service will display.

A2.

Select the Performance Management Home link. The Performance Management menu will display.

A3.

Select the Maintain Performance Notes link. The Performance Notes page will display.

A4.

Enter the employee's ID or select the Look up Employee ID icon. When you select the icon, the Look Up Employee window will display. A list of all employees, not just your direct reports, will display.

 

Make notes only about your direct reports. Any notes you might make about a "non-direct report" will be visible to no one.

A5. 

Select your employee. The Performance Notes page will display.

A6. 

Select the Add a New Note button. The Performance Notes - Add/Update Notes page will display.

A7. 

In the Subject field, enter a title for the achievement, coaching, or counseling.

A8. 

In the Note Text field, enter details about the achievement, deficit, coaching, or counseling.

A9. 

Select the Save button. You have added a Performance Note. You can later edit or delete the note. You can import the note into an employee's evaluation. End.

B1.

B. Reference a Performance Note

 

To search for a Performance Note, for the purpose of updating the note or refreshing yourself about it, select the Manager Self-Service link. The Manager Self-Service menu items will display

B2.

Select the Performance Management Home link. The Performance Management menu items will display.

B3.

Select the Maintain Performance Notes link. The Performance Notes page will display.

B4.

Enter or search for the Employee ID. To limit the notes that will be returned to those made within a time frame, enter From and To Dates. Select the Search button. The Subject Lines for notes you’ve made display.

B5.

Select the Performance Note you want to view. The Performance Notes - Add/Update page will display.

B6.

On the Performance Notes - Add/Update Notes page, you may edit by typing in or deleting text. End.

C1.

C.     Import a Performance Note into the Comments Field

 

You may import Performance Notes as comments to support the ratings you give employees during evaluations. Select the Manager Self-Service link. The items of the Manager Self-Service menu will display.

C2.

Select the Current Documents link. The Current Performance Documents page will appear.

C3.

The Current Performance Documents page will list each of your direct reports with a performance document in place. Select the HHS Performance link next to the name of the employee being evaluated. The Document Details page will display.

C4.

Find the step, Complete Manager Evaluation. Select the Start or Edit link. The employee's Performance Document page will display.

C5.

Navigate to Section 2 - Tasks and Standards. Select the Expand button. The page will display fields where you rate and provide comments about the employee's performance of tasks.

C6.

Find the task into which you want to import the performance note. Select the Writing Tools link next to the Comments field. The Writing Tools - Suggested Results page displays.

C7.

Select the Dropdown Arrow for the Find Additional Content field. The value "Performance Notes" will display.

C8.

Select the Performance Notes value. This value will populate the Find Additional Content field.

C9.

Select the Go button. The Writing Tools - Performance Notes page displays.

C10.

If you want to search for notes created within a certain time frame, enter a From and To dates. Select the Search button. The search results will display.

C11.

Select the Checkbox next to the note text that you want to import into the performance evaluation.

C12.

Select the Add to Comments button. The text will populate the Comments field.

C13.

You may edit the performance note at this point.  When you're finished, select the Save and Return button. If you want to import Performance Notes into the Performance Dimensions section of the evaluation, expand that section of the Manager Evaluation page and follow the same steps. End.