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This article will walk Supervisors through the employee evaluation process. Employees may find this article useful as well, but note that you should receive emails with each step and will just be required to follow the links and signature buttons as directed.
Environment (Products involved such as e.g. hardware, software, network)
Salesforce HR Evaluation Application
Steps
NOTE: Video Instructions can be found HERE.
1. The HR Team will send performance evaluation forms to your staff via Salesforce. Staff will select the review type (annual, mid-point of probation, end of probation, other) their rating, and add comments. Here are screen shots of what they see:
Initial Email with Link to the Survey
The evaluation survey:
2. After your staff have filled in their initial portion of and submitted the form, you will receive an email from human.resources@hennepintech.edu. The email contains a link which will take you directly to the record in Salesforce. The email also contains instructions on how to fill in the record in Salesforce and looks like this:
3. Click on the link in the linked record "[Staff Name]'s Performance Evaluation" in the middle of the email.
4. You will then be directed to sign into Salesforce. Click on the ‘Log in with HTC’ button to log in (not the user name and password)
5. If you are not already signed into Microsoft SSO, you will be prompted to sign in. You may also be prompted to go to through multifactor authentication (MFA).
6. Then you will be directed to the performance evaluation for the staff person who was listed in the email.
7. Scroll down and you will see the employee’s answers (their rating and summary).
8. You can change the overall rating if you feel that does not match your assessment by clicking the pencil icon.
9. Scroll down to ‘Supervisor Summary’ in the Supervisor Section. Enter your summary, click ‘Ready to Send Feedback’, and then click Save.
10. The employee will get an email with a link asking them to return to the form to enter further comments and accept or decline to sign. If they decline to sign, they will need to work with you and HR on why they chose not to sign. If they select ‘Ready to Sign’ you will both be sent emails asking for signature.
11. You will receive an email asking for your signature. Click the review and sign button.
12. You will be sent to the Formstack page where you can see the evaluation with all the fields filled in.
- You can scroll to where it says ‘Click to Sign’ or you can click the ‘Start’ button at the top of the page to jump to the signature section.
- Click ‘Click to Sign’
- Type or draw your signature and click ‘Next’
- Click ‘Submit Document’
- Click ‘Submit Document’
13. The employee will then also complete the steps 11 and 12 to sign off on the evaluation. You will then receive confirmation that the evaluation has been completed with a PDF copy.
14. You have completed the process. If you refresh the page on the employee evaluation screen in Salesforce, you will see all the information is filled in and the status changes to complete.
If you wish to go to into Salesforce to check on the progress of your staff's performance reviews, Click Here for the log in page, and Click Here for log in instructions.
1. Once logged in, you should see the Hennepin HR Evaluation application.
I. If you do not, you will see an icon with 9 dots. Click on the icon, and you will see a list of apps available to you.
II. Search for ‘HR’
III. Click on HR Evaluations.
2. You will now see a list view of your recently viewed Employee Evaluations. Click the down arrow next to 'Recently Viewed' and select "My Staff's Performance Evaluations"
3. You will now see a list of all the staff evaluations for the staff you supervise over all time. If you want to make this the default list, click the Pin.
4. To see your staff's performance evaluations for the current fiscal year, go to "[the current FY] My Staff's Performance Evaluations". If you want to make this the default list, click the Pin. To organize this view by the current status, click on the "Evaluation Status" column and the statuses will be ordered alphabetically.
NOTE: The "Not Started" status indicates that your staff has filled out their initial portion of the performance review, but you have not yet added your comments. "In Process" means your have added your comments, but your staff has not yet indicated that they are ready to sign.
(OPTIONAL) If you want to add a list view to see additional information, you can click on list view settings on the right and click clone (uses existing filters) or new (brand new adding your own filters). For more information on how to set up your own list views in Salesforce, please contact Susanne Waldorf, Project Manager in Institutional Research and Salesforce Administrator, at susanne.waldorf@hennepintech.edu.
5. From the list view, you can click into each staff person's HR Evaluation by clicking on the HR Evaluation Name (i.e. HR-000201).
Resources
Article on how to log in: https://services.hennepintech.edu/TDClient/2199/Portal/KB/ArticleDet?ID=143441
Log In URL for Salesforce: https://hennepintech.my.salesforce.com/