Select Methods for Adding a Job Description and Tasks-Standards

A1.

A. Clone the Performance Document of a Current or Past Employee

When you have a performance document for a past or current employee that describes the job you want a new employee to perform, clone its job description and tasks/standards to create the measurement criteria for the new employee.

On the Create Performance Documents page, select "Yes" for the field Clone from Prior Document. The Prior Document field will display.

A2.

Select the Search icon. A list of employee performance documents will display.

A3.

From the list of employee performance documents, select the Evaluatee Name for the document that you want to use as the source for the new document. Then select Create Documents. You have cloned a performance document. You still need to open the document, confirm or edit the job description and tasks/standards, and mark it as complete.

You have saved the time it would take to manually add a job description and tasks and standards. See the topic Create a Performance Document By Cloning from Another for detailed instructions. End.

B1.

B. Type or Paste in Content

To type or paste in your own job description or task and standard, open the performance document and select the Add button on the Performance Criteria page. The Add a Job Descriptions or Add a Task and Standards item page will display.

B2.

Select the Checkbox next to "Add your own Item."  Select the Next button. A page where you enter or paste in the item details will display.

B3.

If you're adding a job description, the page will provide fields for you to enter a title and description. If you are adding tasks and standards, the page will provide fields for you to add the task title, the task description, and the measurement criteria for the task. After entering the detail, you will select the Update button.

For more information, see the topic, Creating a Performance Document by Typing or Pasting In Text. End.

C1.

C. Search For and Import Items from a Content Catalog

The system has a catalog with some job descriptions and task and standard sets in it.  To search for and import a job description or a task and standards, open the performance document and select the Add button on the Performance Criteria page. The Add a Job Descriptions or Add a Task and Standards item page will display. 

C2.

Select the Checkbox next to "Add Pre-Defined Item." Select the Next button. A page will display that allows you to search for either job descriptions or tasks and standards, depending on what type of item you are wanting to add.

C3.

To search for items by job code or position title, enter the full or partial job code or position title into the Title field.

C4.

Similar jobs are grouped into Job Families. For example, Administrative Assistant jobs may be grouped in the family "Clerical." Select the Content Group Type dropdown. A list of Job Families will display. Select a Job Family/Content Group Type.

C5.

Select the Search button.  Items associated with the job family you’ve chosen will be returned.

C6.

If you want to limit search results to only descriptions and tasks/standards created by one agency, use the Content Group field to do this. You can only use the Content Group search in combination with Content Group Type.

Select the Content Group dropdown. A list of agencies will display.

C7.

Select an Agency/Content Group.

C8.

Select the Search button. Your results will be reduced to only those items created by the agency you have chosen.

C9.

To view an item before importing into a performance document, select the Items Details icon.  To import an item, select the Checkbox next to the item description. Then select the Save button.

For more detail, see the topic Search for and Add Job Description and Tasks/Standards from a Catalog. End.

D1.

D. Accept Items that Auto-populate for Employees in Specific Job Codes

Some employees within HHS are evaluated using uniform tasks and standards. An example is Department of Family and Protective Services caseworkers. If you were a manager of these positions, you would evaluate each caseworker using the same tasks and standards.

Find out if you are to evaluate employees using uniform tasks and standards before you create performance documents.

D2.

When you are to use uniform tasks and standards for employee evaluations, select "No" for Clone from Prior Document. Select "HHS Performance" for Template.

When you select the Create Documents button, a uniform job description and tasks and standards will automatically populate the performance document. You still need to open the document, confirm the content, and mark it as complete.

D3.

Only edit auto-populated items if this is approved by your agency Performance Management Administrator. For more information about creating performance documents that use auto-populated items, ask your manager or agency Performance Management Administrator. End.