Document an Off-line Evaluation in CAPPS

 

This document describes how to document an evaluation you’ve conducted using form HR0901 in CAPPS. You must enter the performance period for the evaluation, the overall rating, and the overall comments from form HR0901 into the system so that your compliance with the expectation that you develop and evaluate employees is evident.

 

For further information about conducting evaluations, see the HHS HR Policy Manual, Chapter 9, and Performance Management User Guide.

 

Step

Action

1.

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

2.

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

3.

Select the Create Performance Documents link. A list of your direct reports will display.

4.

Select the Checkbox for the employee you have evaluated using form HR0901.

5.

Select the Continue button.

6.

Move the cursor into the Period Begin Date field and enter the date you began observing employee performance.

7.

Move the cursor into the Period End Date field and enter the observation end date.

8.

Select the dropdown arrow for the Template field. A list of template types will display.

9.

Select HHS Performance (Offline).

10.

Select the Create Documents button. The Create Performance Documents - Results page will display.

11.

On the Create Performance Documents - Results page, the Status column will confirm that you have created the document. If a performance document isn't successfully created, an explanation will appear in the Status column.

12.

Select the Current Documents link. A list of your employees with performance documents in place will display.

13.

Select the HHS Performance link for the employee for whom you created the off-line evaluation document. The Document Details page will display.

14.

Select the Start link. The Manager Evaluation page will display.

15.

Navigate to Section 1 - Overall Summary. Select the Dropdown Arrow for the Rating field. A list of possible ratings will display.

16.

Select the same value that you gave the employee for his or her Overall Rating on form HR0901. 

17.

In the Comments field, enter the comments you wrote to support the Overall Rating on form HR0901. If you completed the HR0901 form electronically, you may copy your comments out of that document and paste them in the Comments field.

18.

Select the Available for Review button. An Available for Review Confirmation page will display.

19.

Select the OK button. The Document Details page will display.

20.

Select the Mark Review Held link to document in CAPPS that you've met with the employee to discuss the evaluation. When you select this button, you electronically verifying this meeting has occurred. The Manager Evaluation page will display.

21.

Select the Review Held button. The Review Held confirmation page will display.

22.

Select the OK button. The employee will get an e-mail telling him or her that the evaluation has been updated. He or she is to acknowledge the document through CAPPS Employee Self Service.

23.

Acknowledge an Evaluation for an Employee

 

If the employee does not acknowledge the final evaluation in five working days, remind them of this task. If the employee refuses or is unable to do this, acknowledge the evaluation on his or her behalf. An evaluation must be acknowledged before it can be completed, and a new document put in place for the next performance period.

 

To acknowledge, open the employee's current document. The Document Details page will display. Select the Acknowledge link. The Manager Evaluation page will display.

24.

Select the Acknowledge Review button. The Acknowledge Evaluation for an Employee page will display.

25.

Select "Manager Override" if your employee is not available to acknowledge the evaluation.  If the employee refused to acknowledge, select, "Employee Refused."

26.

Select the OK button. The Document Details page displays. The Document Details page will confirm that the evaluation has been acknowledged.

27.

Complete an Evaluation

 

The final step of the process is to make the evaluation complete. Once complete, ratings and comments cannot be changed.

 

To complete the evaluation, select the Complete link in the Next Action column of the Document Details page. The Manager Evaluation page will display.

28.

Select the Complete button. The Complete Evaluation confirmation page will display.

29.

Select the Complete button. To later view completed evaluations, use the Historical Documents link under Performance Management Home. End.