online performance management

Online Performance Management Mid-Year Review

Steps 3 & 4

Instructions for Exempt Staff & Managers

TABLE OF CONTENTS

Introduction ......................................................................................................................................1

Objectives .................................................................................................................................................. 1

Email notification ...................................................................................................................................... 1

Log On to Endeavor…………………………………………………………………………………………………………………………….2

Enter Performance Data……………………………………………………………………………………………………………………..2

Enter information for goals ....................................................................................................................... 2

Enter examples for behavioral competencies ........................................................................................... 3

Appraisal Writing Wizard for behavioral competencies ........................................................................... 4

Enter information for development plan .................................................................................................. 5

Change a development plan activity…………………………………………………………………………………………………….5

Enter Summary Comments ....................................................................................................................... 6

Save a Draft………………………………………………………………………………………………………………………………………..6

Finalize employee portion…………………………………………………………………………………………………………………….6

Send Completed Mid-Year Review to Manager …………………………………………………………………………………..7

System Sign-Out .................................................................................................................................

Mid-Year Review (Exempt Staff & Managers)

August 20, 2009 Page 1

Introduction The eNDeavor performance management system is a nine-step process that reflects all the steps of

Notre Dame’s performance management system, ranging from setting goals and development activities,

to mid-year reviews, examples of specific achievements and behavioral competencies, and the year-end

performance review. Most likely, you have already experienced the first two steps when you entered

your goals and development activities and sent them forward to your manager for review and approval.

You are now ready to learn how to enter information into the electronic form as your part of the mid-

year performance review.

The focus of these instructions will be on the Steps 3 and 4 of the process:

Step 3: Employee Completes Mid-Year Review

Step 4: Manager Completes Mid-Year Review

Later this year, we will introduce you to the remaining five steps of the performance management

system which address the annual performance review.

These instructions are based on two assumptions: (1) you have already entered your goals and

development activities, made any revisions requested by your manager and sent them forward and, (2)

your manager approved them and sent them forward to Step 3. The most current version of your

review form should show up in your My To Do List as it is now ready to be completed for the mid-year

review.

Objectives

This guide will take you through Step 3 and Step 4 of the process as if you were entering information

about your progress to date. You will learn to:

Log on to eNDeavor and access the open task to be completed in the performance review

system.

Enter performance data regarding your achievement of your goals; enter examples from your

Notebook to support your self-ratings of the behavioral competencies; enter progress data

regarding the accomplishment of your development activities; and send forward to manager

Email notification

You should have already received email notification of a new task to complete as soon as your manager

approved your goals and development plan. This new task should be in your My To Do List as “Please

complete your mid-year review, <your name>” with a Due Date of 9/30/09.

Log On to eNDeavor

As a review, the logon instructions are as follows:

1. Open your web browser and go to: endeavor.nd.edu

2. At the Welcome screen, enter your Notre Dame username and password.

3. Click Login. This takes you to the Home Dashboard screen.

Or, from the insidend web page, log in and then click on the Endeavor logo. It will take you directly to

the Home Dashboard screen in Endeavor.

Mid-Year Review (Non-Exempt Staff)

July 20, 2009 Page 2

Enter Performance Data

As you begin

1. Check My To Do List. You will see the open task: Step 3: Please complete mid-year comments

<your name>. It will also indicate a status of Not Started and a task Due Date.

2. Click on the blue highlighted word Do (Action column), at the left of the task name. This will take

you to the workflow graphics screen showing the step of the process that you need to complete.

You are ready to complete Step 3: Mid-Year Review as indicated by the blue highlight. As you’ll

remember this is not an active link, but merely an indicator of where you are in the process.

Again, as you’ll remember, it will be most efficient if you complete the task required in each of

the tabs at the top of the screen (see below) by moving through the tabs from left to right. By

moving through the tabs in this manner, you are less likely to forget to fill in the information

required in one of the sections of the form.

Enter Information for Goals

Click on the Goals tab to access the Goals screen. This is where you will begin to enter the information

regarding your progress and examples for each of the Goals.

1. Scroll down to the header Goals: Goals 1 of 3.

2. Review the measurable results that are specified in your first goal which you entered during

Step 1 of the process.



3. Enter information or examples in the text box Employee’s Mid-Year Comments to indicate your

progress towards the stated goal. If you have relevant examples saved in your Notebook, click

on Notes at the top of the screen above the tabs. Copy and paste from your various

Notebook entries into the Employee’s Mid-Year Comments text box. Similarly, you may copy

and paste from other electronic documents.

4. Scroll down to the next Goal and enter the relevant data and examples in the same manner.

Continue for each of the goals until you have entered information to each comment box.

5. If some of the measures for your goals have changed or, the goals are no longer relevant due to

changes in your position or the department’s strategy, enter a brief explanation in the

Employee’s Mid-Year Comments text box. DO NOT REMOVE any of the goals as you may need

these as a record of the original goals that were established.



Enter Examples for Behavioral Competency Areas 1. Click on the Behavioral Competencies tab to access the Behavioral Competencies screen.

2. Enter information or examples* in the text box Employee’s Mid-Year Comments to describe

specific incidents or behaviors that are relevant to your performance in each competency area.

If you have relevant examples saved in your Notebook, click on Notes at the top of the screen

above the tabs. Copy and paste from your various Notebook entries into the Employee’s Mid-

Year Comments text box.

3. Enter examples in the Employee’s Mid-Year Comments text box for each of the five

competencies.

*Appraisal Writing Wizard

You may want to utilize the Appraisal Writing Wizard to assist you in describing your behavioral

examples in a manner that most accurately reflects the level you believe matches a specific level of

performance. Even though this Writing Wizard provides verbiage that is associated with specific ratings,

you are not being asked to assign a rating for each competency during this Mid-Year Review. You may

simply want to reference the Writing Wizard to help you to craft the description of your examples.

1. Click on the Appraisal Writing Wizard button located under the Employee Mid-Year Comments

text box.

2. You will notice that the rating labels listed under the “Mastery” levels in the Appraisal Wizard

are different than the ones we have used on the paper forms. However, the ratings labels we

use are noted in the listing of the behaviors associated with the various levels. The rating

equivalents are:

Superior = Top



Competent = Valued Performer

Needs Improvement = Opportunity for Improvement

Unacceptable = Requires Improvement

3. Although the rating labels are different, the behavioral model descriptions associated with each

of the ratings are the same as exist in the descriptions of Notre Dame’s Behavioral

Competencies Model.

4. You can copy and paste into the text box, Employee’s Mid-Year Comments, some of the

behavioral descriptions that match how you view your own performance. Or, using these as a

guide, enter examples from your Notebook that reflect the behaviors.

Enter Information for Development Plan 1. Next click the Development Plan tab.

2. Scroll down to the header Development Plan: 1 of 4.

Review both the Metrics and Action Plan of your first activity.

Course postponed with assumption of new duties



3. In the Employee’s Mid-Year Comments box, enter examples or a brief explanation of which

Metrics you have met and the Action Steps you have completed, including the deadlines. If

there are extenuating circumstances that affected your achievement of the plan, enter a brief

explanation. You should also update the Status regarding whether it is “Not Started,”

“Started,” or “Completed” or one of the other descriptions.

Changing a development activity

If you entered a development plan but you have determined that it is no longer relevant or something

significant has changed, enter a brief explanation in the Employee’s Mid-Year Comments text box. Do

not change the Metrics or Action Plan until you have discussed with your manager whether you should

modify the current Development Plan.

If, after discussion, or feedback from the manager, you have mutually agreed to remove a development

activity:

1. Scroll down to the development activity you wish to remove.

2. Click the Remove Development Activities button in the upper left corner of the development

plan’s box you wish to remove.

A prompt box will appear asking you to confirm the deletion.

3. Click OK. NOTE: There will be no audit trail in Endeavor that this development activity existed.

If you and your manager decide that you need to add a development activity:

1. Locate the Add Development Activities at the top left of the screen and click the button.

2. Scroll down until you see the additional Development Plan with the empty text boxes and enter

the new information.

Summary of Performance

Click on the Summary of Performance tab. This section allows you to enter a summary statement(s)

about your progress to date against your goals, behavioral competencies and development plan. Your

input should include your overall perception of your progress on both the Goals (What) and Behavioral

Competencies (How) portions of your performance and any comments you have regarding your

development activities. Enter your comments in the text box, Employee’s Mid-Year Comments.

Save a Draft If you are unable to enter all of the examples and comments regarding your goals, behavioral

competencies and development activities in one session, be sure to save a draft before signing out.



1. Scroll up to the top of the screen.

2. From the Action buttons, click the Save Draft button (upper left).

A prompt box appears asking you to confirm the save.

3. Click Yes. Your draft is now saved. NOTE: Though there is no visible change in the screen, your

draft mid-year review has been saved.

4. Click Dashboard on the Navigation pane at the left to view your To Do List. Notice that it has

been updated with a new status of “Started.”

5. Finalize the Employee Portion of the Mid-Year Review

1. If you have logged out of eNDeavor, go to endeavor.nd.edu and log in.

2. In My To Do List, click Do.

3. When the Workflow Graphics screen appears, click the desired tab to resume work on your

review.

Send Completed Mid-Year Review to Your Manager

1. When you are satisfied that your comments regarding your mid-year review of your goals,

behavioral competencies, development plan, and summary of performance are complete, click

the Send Forward button at the top of the window. This will send your review to your manager

for his/her review and comments.



A prompt box appears asking you to confirm that you want to send forward.

2. Click Yes. You will receive a system confirmation that the information has been submitted.

3. Click Return to Home to return to the Home Dashboard. Notice that your Step 3: (Complete

Mid-Year Review task) has been removed from My To Do List.

NOTE: If you want to view your mid-year review AFTER it have already been sent to your manager:

1. From the My Performance Reviews panel on your Home Dashboard, click the link to the Review

Name you wish to view.

2. Click View Form at the top of the Performance Process Status list.

System sign-out Always remember to sign out of the system when you are finished working.

1. Click Sign Out (upper right-hand corner of the screen).

2. At this point you can either click the Red X (upper right corner) to close the browser window, or

click Return to Login Page to log back into the system.



Manager: Enter Mid-Year Review Comments for the Employee 1. Look at My To Do List. You will see the open task Step 4: Please complete mid-year comments

for your employee, <employee’s name> .

2. Click Do (Action column), at the left of the task name. This will take you to the Workflow

Graphics screen (Overview tab), showing the step of the process that you need to complete.

3. In this case “Step 4: Manager Completes Mid-Year Review” is highlighted. (NOTE: This is not an

active link, but merely an indicator of where you are in the process.)

Request Changes to Goals and/or Development Plans Before Entering Mid-Year

Comments

If, as you review the employee’s original goals and development plans by clicking on each tab, you may

determine that circumstances have significantly altered an employee’s goals, job duties or needed skills

and require change to Goals or a Development Plan. As a manager, you cannot add, remove or revise an

employee’s goals or development activities.

If you want the employee to add, remove or alter some of the goals or development plans, you can use

the Send Back button to return the mid-year review form to the employee. Use the Send Back feature

to provide feedback asking the employee to make the changes BEFORE you enter any Manager’s Mid-

Year Comments specific to performance in any section of the mid-year review.

You can request the employee to make the requested change and to note the change(s) in the

Employee’s Mid-Year Comments text box in order to have a record that a different goal or development

plan existed at one time but was changed.

1. To ask your employee to revise the goal or the development activity, click Send Back at the top

of the screen.

A prompt box appears asking you to confirm the Send Back.

1. Click Yes to confirm the Send Back. A Feedback Comments box will appear.

2. In the text field, enter your feedback comment (Development Activity 1: Remove entire activity

due to change in position duties.) and click Send Back again.


July 20, 2009 Page 10

You will receive a system confirmation that the information (your feedback comments) was

successfully submitted.

Click Return to Home button to return to the Home Dashboard. Notice that Step 4: (Please complete

mid-year comments for your employee, <employee’s name>) has been removed from My To Do List.

NOTE: If you have more than one direct report for whom you need to complete mid-year comments (or

other administrative tasks), you may still have tasks listed.

Enter Information for Goals for the Employee

You should review the employee’s comments in each of the sections by clicking on each of the tabs and

reading their comments and examples. Be sure and click on each tab, in order of left to right, to make

sure that you review all the data provided by the employee.

1. Click the Goals tab and scroll to review the employee’s goals you approved earlier in the year.

2. Note the employee’s assessment of progress against the desired results and enter your own

comments and examples in the Manager’s Mid-Year Comments text box to explain your

evaluation of the progress to date. Provide as much descriptive, objective, and quantitative data

as possible to indicate the degree to which the employee has accomplished the goal.

3. Enter data and comments in the appropriate comment text box for each goal. If you have

entered information into your Notebook for this employee, you can retrieve this information by

clicking on Notes to review or to copy and paste directly into a comment text box.


July 20, 2009 Page 11

Enter Examples for Behavioral Competency Areas for the Employee

1. Click on the Behavioral Competencies tab to access the Behavioral Competencies screen.

2. Enter information or examples in the Manager’s Mid-Year Comments text box to describe

specific incidents or behaviors that are relevant to the performance for each competency area.

If you have relevant examples for the employee saved in your Notebook, click on Notes at

the top of the screen above the tabs. Copy and paste from your various Notebook entries into

the Manager’s Mid-Year Comments text box.

3. Enter examples in the Manager’s Mid-Year Comments text box for each of the five

competencies.

*Appraisal Writing Wizard

You may want to utilize the Appraisal Writing Wizard to assist you in describing behavioral examples in

a manner that most accurately reflects the level you believe matches your employee’s specific

behaviors. Even though this Writing Wizard provides verbiage that is associated with specific ratings,

you are not being asked to assign a rating for each competency during this Mid-Year Review. You may

simply want to reference the Writing Wizard to help you to craft the description of your examples.

5. Click on the Appraisal Writing Wizard button located under the Manager’s Mid-Year Comments

text box.


July 20, 2009 Page 12

6. You will notice that the rating labels listed under the “Mastery” levels in the Appraisal Wizard

are different than the ones we have used on the paper forms. However, the ratings labels we

use are noted in the description of the behaviors associated with the various levels. The rating

equivalents are:

Superior = Top

Competent = Valued Performer

Needs Improvement = Opportunity for Improvement

Unacceptable = Requires Improvement

7. Although the rating labels are different, the behavioral model descriptions associated with each

of the ratings are the same as exist in the descriptions of Notre Dame’s Behavioral

Competencies Model.

8. You can copy and paste into the text box, Manager’s Mid-Year Comments, some of the

behavioral descriptions that match how you view the employee’s performance. Or, using these

as a guide, enter examples from your Notebook that are consistent with these behaviors.

Enter Information for Development Plan for the Employee 1. Next click the Development Plan tab.

2. Scroll down to the header Development Plan: 1 of 4.

Review both the Metrics and Action Plan of the first activity and compare these to the

employee’s comments and examples describing the achievement of the development activities

to date.

They should also have updated the Status depending on whether the activity has been started,

completed or otherwise changed.


July 20, 2009 Page 13

3. In the Manager’s Mid-Year Comments box, enter your examples or a brief explanation

describing your assessment of the Metrics met and the Action Steps completed, as well as, the

timeliness in meeting deadlines. If there are extenuating circumstances that affected the

achievement of the plan, enter a brief explanation.

Enter Information for Summary of Performance

Consider the “core message” that you want the employee to remember about their overall performance

during the first half of the performance year.

1. Click on the tab Summary of Performance.

2. Scroll down to the Manager’s Mid-year Comments text box and enter the core message that

summarizes the employee’s progress to date against the goals and development plans and any

overall message regarding behaviors related to the Behavioral Competencies.

Send Completed Mid-Year Review to Employee

If you have completed the review and are ready to discuss it with the employee, you may Send Forward

immediately and the employee will receive an email message the next day that Step Five: Please

Complete Your Year-End Review <employee name> is on their To Do List. This means that they will

have the completed mid-year review with the Manager’s Mid-Year Review comments.

Send Forward the information to your employee:

1. Scroll up to the action buttons at the top of the screen and click Send Forward

2. When the Confirmation box appears, click Yes. A system confirmation will confirm that it has

been successfully submitted.

3. This sends the completed mid-year review to the employee who should receive an email

message that they have a task to complete in Endeavor.

4. Click on the button Return to Home and it will take you back to your Home Dashboard and you

will see that you no longer have a task on your To Do List for that employee.

Alternatively, you may prefer to Save Draft to give you time to set up a performance discussion meeting

time with the employee.


July 20, 2009 Page 14

To Save Draft when you have completed the entry of information:

1. Scroll up to the action buttons at the top of the screen and click on Save Draft

2. When the Confirmation box appears, click Yes. A system confirmation will confirm that it has

been successfully submitted.

3. Click on the button Return to Home, and you will see that Step 4: Please complete mid-year

comments for your employee <employee’s name> is once again on your To Do List.

4. If you have no other tasks on your To Do List to complete, sign out.

When you have set the meeting time with the employee, you can log in to Endeavor to Send Forward

the mid-year review the day before or day of the meeting to given the employee time to review the

information before your discussion. Even if the system has not had time to generate an email

notification, the review will be on the employee’s To Do List. To Send Forward the saved review:

1. Log in to Endeavor.

2. Locate the desired task on your To Do List and click Do.

3. Scroll up to the action buttons at the top of the screen and click Send Forward

4. When the Confirmation box appears, click Yes. A system confirmation will confirm that it

has been successfully submitted.

5. This sends the completed mid-year review to the employee.

6. Click on the button Return to Home and it will take you back to your Home Dashboard and

you will see that you no longer have a task on your To Do List for that employee.

7. Sign off the system.

After you conduct your face-to-face mid-year performance review discussion with the employee, Step 4

is completed. No other action in Endeavor is needed until the annual year-end review as indicated by

the Due Date on the employee’s To Do List.

online performance management

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