DOC

2012 Planning Job Aid

By Randy Palmer,2014-04-22 17:05
15 views 0
2012 Planning Job Aid

ACES 2012 A Streamlined Approach to the Management Performance

    Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

1) What Features are New for ACES 2012? 5) Logging into ACES Online

    2) Other ACES System Features 6) ACES Form Icons

    3) Technical Tips 7) Reporting Manager Instructions

    4) Role Definitions and Process Flow 8) Appraising Manager Instructions

    This job aid can be found on HRD’s 2012 Planning Stage page at

    http://www.mass.gov/anf/docs/hrd/policies/aces/2012/planning-job-aid.doc

1) What Features are new for ACES 2012?

    ? Cascading Feature. This feature allows managers to cascade both Manager Objectives and Career

    Growth Objectives to their direct reports as well as to other individuals in an Agency/Secretariat. If your

    Agency/Secretariat has opted to use the Cascading Feature please refer to the Cascading Job Aid (instead

    of this Planning Stage job aid). You can check with your Agency ACES Coordinator whether your agency

    will be utilizing the cascading feature.

? Goal Library Career Growth Objectives. A goal library has been added to the ACES Form for career

    growth objectives. Managers can click on the Goal Library where there are sample Career Growth

    Objectives they may wish to add to their forms. Managers will then be able to tailor these objectives to their

    positions as needed. Similar to previous years a goal library is also available in the Manager Objectives

    section.

2) Other ACES System Features

    ? Copy 2011 ACES objectives onto 2012 form. To access your 2011 form to copy and paste objectives

    into your 2012 form, click on the Form history icon in upper right corner once you have accessed

    your 2012 form. Select “include in-progress documents” box if your 2011 form is not in the list.

    ? Collaborative Process. The form is simultaneously sitting in the inbox of the reporting manager and the

    appraising manager for the Planning, Progress Review and Final Review stages. When the form goes into

    ACES Coordinator and Signature stages, it routes from one inbox to the next following an iterative process. ? Form Simultaneously in Two Inboxes at Same Time. The form is simultaneously in the inbox of the

    reporting manager and the appraising manager for the Planning, Progress Review and Final Review

    stages. Therefore, only one person can be editing the form at a given time. When the form goes into

    ACES Coordinator and Signature stages, it routes from one inbox to the next following an iterative process.

    You will receive the following error message if you try to edit a form while it is being edited by the other

    manager.

? High Level Instructions for Each Section. For each ACES phase detailed instructions have been

    provided at the top of each form that describe the steps needed to be completed for each stage. Last updated date 02/06/2012 Page 1 of 10

ACES 2012 A Streamlined Approach to the Management Performance

    Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

? Employee Performance Review System Completion (EPRS) Checkbox. During the final review stage,

    the reporting manager selects this checkbox to indicate that the EPRS review process is completed for

    his/her non-management direct reports (if applicable).

    ? Reviewing Manager Role. Through dashboard reports, the reviewing manager can view the evaluation

    forms of his/her direct reports and their managers (if applicable).

3) Technical Tips

    ? Timeout Message - Save your work every 10 minutes! Your ACES Online session will time-out after 30

    minutes of inactivity. Since text entry is not registered by the system as activity, be sure to save

    your work by clicking on the save icon in the upper right corner of the form every 10 minutes.

    Clicking OK on message below will re-start the 30-minute clock for timeout purposes, but will not save your

    work on the form.

? Forgot Your Password? If you forget your password, go to the ACES Login page at

    https://performancemanager4.successfactors.com/login?company=MA&, click on “Forgot Your Password?”

    link, enter your Employee ID and click on “Email Me”. The system will reset your password to a system-

    generated password. Upon logging in, you will be required to choose a new password by first entering your

    system generated password and then entering your new password twice.

? Did Not Receive Email or is Your Account Locked? Notify your Agency ACES Coordinator if you do not

    receive your login information. If you’ve tried logging on too many times with the wrong password, your

    account gets locked. Your Agency ACES Coordinator can unlock your account.

    ? Screen resolution: The recommended screen resolution to maximize the amount of the form displaying on

    the screen while minimizing scrolling is 1024x768. You can change this resolution in your control panel on

    your computer under settings, display options. Consult your IT unit for technical assistance.

Last updated date 02/06/2012 Page 2 of 10

    ACES 2012 A Streamlined Approach to the Management Performance Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

4) Role Definitions and Process Flow

    Role Definition

    Reporting Manager The manager being reviewed and reports to the Appraising Manager.

    Appraising Manager Completes the review of the Reporting Manager and reports to the

    Reviewing Manager.

    Reviewing Manager Oversees the Appraising Manager. Via dashboard reports, the

    reviewing manager can review the form(s) of his/her direct reports and

    their managers (if applicable).

    PROCESS FLOW

    STEP 1 STEP 2

    Reporting Manager Appraising Manager

    Appraising Manager modifies or adds Reporting Manager enters

    objectives to Reporting Manager form (as 2-4 Manager Objectives &

    applicable) and clicks on “DONE” button to 1-3 Career Growth Objectives

     move form to progress review stage.

    Jan. 27, 2012 Mar. 2, 2012 Jan. 27, 2012 Mar. 2, 2012

     (Pages 5)(Page 9)

Last updated date 02/06/2012 Page 3 of 10

    ACES 2012 A Streamlined Approach to the Management Performance Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

5) Logging into ACES Online

    1. In your Internet browser, navigate to

    https://performancemanager4.successfactors.com/login?company=MA&

    Make sure to bookmark this page for quick access on your next visit. In Internet Explorer, Tip: click on Add to Favorites in the Menu bar, and then click on the Add button.

2. Type your Employee ID in the Username field.

3. Type your current password in the Password field.

    4. Click on the Login button, or press the Enter key. The ACES welcome page opens.

6) ACES Form Icons

    Several icons appear in the upper right corner of the 2012 form.

     View option - Allows users to view full form or only one section at a time.

     Spell check (entire form)

     Print form Print Setup (select HTML printing)

     Save entire form

     Form history (click on this link to access a copy of previous forms such as ACES 2005+ ACES 2006 + ACES 2007

    + ACES 2008 forms + ACES 2009 forms + ACES 2010 forms + ACES 2011 forms).

     Note history (click on this link to access a copy of previous notes)

     “I” - Information button; shows audit trail of where form has been and where it is going to next.

    Last updated date 02/06/2012 Page 4 of 10

null

ACES 2012 A Streamlined Approach to the Management Performance

    Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

    4. Review the PLANNING STAGE INSTRUCTIONS section to review the steps that need to be completed for

    this phase.

5. Go to I. Manager Objective section, click on “Add New Objective” to add

    between two and four Manager Objectives, to your form. Manager Objectives must add up to 100%.

    6. A new window opens. Follow steps a) or b) below depending on whether you want to create your own

    objectives or choose objectives from a goal library and modify those goals to tailor them to your position.

Last updated date 02/06/2012 Page 6 of 10

ACES 2012 A Streamlined Approach to the Management Performance

    Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

Note: To copy objectives from previous years’ forms, click on Form History button to copy

    and paste objectives onto your form from previous years’ ACES Forms.

    a) Click on Management Objective button to create your own objective. Enter your objective text,

    optional milestones, and assign a weight between 0% and 75%. Then click on save changes

    button. The window closes and you return to your form. The objective will now appear on the

    form. The objective may also be edited on the form as needed. Repeat these steps until all

    objectives are entered.

    OR

    b) Click on Sample Management Objective button. Click on the side arrow to expand the goal

    categories. You can then click in boxes to select the objective(s) you want to add to your form.

    Then click on Add Selected Objective, to add those objectives to your form. Enter optional

    milestones, and assign a weight between 0% and 75%. Then click on save changes button.

    Repeat these steps until all objectives are entered.

    If you need additional assistance on writing manager objectives, please see Writing Tip: Objectives document on ACES 2012 Planning Stage page.

Last updated date 02/06/2012 Page 7 of 10

    ACES 2012 A Streamlined Approach to the Management Performance Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

7. Click to II. Career Growth Objective section to enter between one and three Career Growth Objectives.

    Navigate to page 7 step a) to create your own objectives or step b) to choose objectives from the Career

    Growth Library (see sample screen shot below for career growth library which is new for ACES 2012).

    Repeat these steps until all objectives are entered.

    8. Click to III. Core Managerial Competencies section to review the competencies/behaviors that all

    managers will be evaluated on at final review stage.

9. When you have finished entering all your objectives onto the form, go to the Reporting Manager

    Confirm Objectives Completed section, and click in the check box to indicate to your manager that you

    have finished entering objectives onto the form.

    An email will not be generated after clicking on Confirmation of Objectives being Entered Tip: button. You will need to tell your appraising manager once you have finished entering

    objectives onto your form.

    10. When you are done with your form, click on the save and close at the bottom of the form

    or click on save icon at the top of the form.

    Last updated date 02/06/2012 Page 8 of 10

ACES 2012 A Streamlined Approach to the Management Performance

    Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

8) Appraising Manager Instructions

    No email notification will be generated when your reporting manager has finished entering Note: objectives onto his/her form. There is a section at the bottom of the form, entitled Reporting

    Manager Confirm Objectives Completed, where you can verify that your reporting

    manager has finished entering objectives onto his/her form.

1. Click to My Forms. In your Inbox locate the 2012 ACES Form for your direct report. Click on the title of

    the 2012 form to open the form.

2. Go to Reporting Manager Confirm Objectives Completed, or click on link on the left side of the page

    to jump to that section. This check box should be selected once your reporting manager has finished

    working on the form and it is ready for your review.

    3. In the Manager Objectives and Career Growth Objectives sections, modify or add objectives, milestones,

    and weights as appropriate.

    4. Once you have finished reviewing the form and made any necessary changes, go to the bottom of the form

    to the section entitled, Appraising Manager Confirm Objectives Reviewed, to indicate to your reporting

    manager that you have finished reviewing the form.

5. Click on the save and close at the bottom of the form or click on save icon at the top

    of the form.

    6. At the top of the form (under the route map) or at the bottom of the form, click on the DONE

    button to close the Planning Stage.

    7. A new window opens. In text box, enter any comments to be included in an email that will be sent to your

    reporting manager. These comments will not appear on the form. Below the comments window click on

    the DONE button. The form will now be in progress review stage where it remains until progress reviews

    begin in April 2012. Your reporting manager will receive an email notification indicating that the planning

    stage has been completed.

    If in the process of completing the above step you realize you need to re-access the form, click on

    Cancel & Return to Form button to cancel moving the form to Progress Review stage.

Last updated date 02/06/2012 Page 9 of 10

    ACES 2012 A Streamlined Approach to the Management Performance Achievement & Competency Evaluation Process Enhancement System

    Job Aid for 2012 Planning Stage

Last updated date 02/06/2012 Page 10 of 10

Report this document

For any questions or suggestions please email
cust-service@docsford.com