Human Resources

1

G-Top Global Workflow

Employee ViewSeptember 2014

Human Resources

2

First Time Users

Process Steps:

No need to login into G-Top: when clicking the link or the URL, you will be directed straight into the system

However first time users need to select the language and date format they want to work with

Human Resources

3

First Time Users – Select Language

At the first time you enter G-Top, you will be asked to select your system preferred languageAt the first time you enter G-Top, you will be asked to select your system preferred language

Human Resources

4

First Time Users – User Options

In addition, you will be asked to select the preferred date/number formats and currencyIn addition, you will be asked to select the preferred date/number formats and currency

Human Resources

5

First Time Users – User Preferences

You can always change these preferences by clicking the "User Options" link at the top of each page in G-TopYou can always change these preferences by clicking the "User Options" link at the top of each page in G-Top

Human Resources

6

Employee View

Process Steps:

After the employee enters G-Top, they can click the "Myself" link

The Home page opens, with some explanations on G-Top

Employee opens the 2014 plan to enter self evaluation of performance

Employee opens the 2015 plan to set goals

Human Resources

7

Employee View – Myself

After the employee enters G-Top, the "My G-Top" page will openAs an employee, you should click the "Myself" linkAfter the employee enters G-Top, the "My G-Top" page will openAs an employee, you should click the "Myself" link

Human Resources

8

Employee View – General Navigation

Navigation pane: Here you can search and look at your own details, navigate between years and reviews, run reports, etc.

Navigation pane: Here you can search and look at your own details, navigate between years and reviews, run reports, etc.

Data entry and display: This is the main area of work in the system. Its content changes according to the navigation pane and it displays the data to be reviewed or edited

Data entry and display: This is the main area of work in the system. Its content changes according to the navigation pane and it displays the data to be reviewed or edited

Available actions: In this section you can find the action buttons you need to follow in your self evaluation and goal setting stagesStatus checks box indicates the status of various business rules in the plan:Green icon – a mandatory business rule is satisfiedOrange icon – a non-mandatory business rule is not satisfiedRed icon – a mandatory business rule is not satisfied

NOTE: You cannot move the plan forward unless all mandatory icons are satisfied (green)At the bottom section you can run evaluation reports in a single click.

Available actions: In this section you can find the action buttons you need to follow in your self evaluation and goal setting stagesStatus checks box indicates the status of various business rules in the plan:Green icon – a mandatory business rule is satisfiedOrange icon – a non-mandatory business rule is not satisfiedRed icon – a mandatory business rule is not satisfied

NOTE: You cannot move the plan forward unless all mandatory icons are satisfied (green)At the bottom section you can run evaluation reports in a single click.

G-Top pages are divided into three sections: navigation section, data entry & display section, and actions & statuses sectionG-Top pages are divided into three sections: navigation section, data entry & display section, and actions & statuses section

Human Resources

9

Employee View – General Navigation

The Data entry and display contains of three partsThe Data entry and display contains of three parts

Working area – which changes according to the content of the tab clickedWorking area – which changes according to the content of the tab clicked

Workflow banner – which displays the lifecycle of the plan. The current stage of the plan is highlightedWorkflow banner – which displays the lifecycle of the plan. The current stage of the plan is highlighted

Tab set – these are the various tabs you can enter in each stage of the planTab set – these are the various tabs you can enter in each stage of the plan

Human Resources

10

Employee View – General Navigation

Opening Tabs: To enter a tab, click in the tab name. The tab opens and its color changeOpening Tabs: To enter a tab, click in the tab name. The tab opens and its color change

Drill Down Icon: Click the drill-down icon to open and display the content of a recordDrill Down Icon: Click the drill-down icon to open and display the content of a record

Plus Icon: Click the plus icon to create a new recordPlus Icon: Click the plus icon to create a new record

Mandatory Item: Items marked with an asterisk (*) are mandatoryMandatory Item: Items marked with an asterisk (*) are mandatory

Save and Cancel Buttons: every data entry page has Save and Cancel buttons in it. Make sure you save or cancel your work before you navigate away from the page

Save and Cancel Buttons: every data entry page has Save and Cancel buttons in it. Make sure you save or cancel your work before you navigate away from the page

Collapsing the Navigation Pane: In order to have more room for the data entry section, you can hide the navigation pane by clicking the collapsing icon. Clicking it again will restore it back

Collapsing the Navigation Pane: In order to have more room for the data entry section, you can hide the navigation pane by clicking the collapsing icon. Clicking it again will restore it back

Other navigation information:Other navigation information:

Help Icon: Click this icon for help: get the support center number, display the quick reference card or run the online tutorials for employees

Help Icon: Click this icon for help: get the support center number, display the quick reference card or run the online tutorials for employees

Human Resources

11

Workflow Stages – Overview

Beginning of the year:

Employee sets the goals for the year

Employee enters personal development plan

Employee releases the goals to manager for approval

Manager can either approve the goals, decline them and send the plan back to employee, or assign an additional reviewer to approve them

Middle of the year:

Manager can evaluate goals and competencies and enter goal progress status

Manager can release the evaluation for the employee to acknowledge

End of the year:

Employee enters comments on goals and competencies, adds overall self evaluation comments and sends the plan to manager

Manager evaluates goals, competencies, strengths & needs, enters overall evaluation and can assign an additional reviewer to approve the evaluations

Interim review, if conducted, is available for manager to view

The evaluation is acknowledged by the employee, after having the year-end review with manager

Beginning of the year Middle of the year End of the year

Human Resources

12

Employee’s Hierarchy – Organization Tree

Gerald Wagner(Manager’s Manager)

Marco Tan (Manager)

Gina Foster (Employee)

Michelle Chan(Matrix Line Manager)

Human Resources

13

Evaluation Stage

Process Steps: Stage is initiated only by HR

Both employee and manager simultaneously evaluate goals, competencies and overall evaluation

Until the employee clicks the "Release to Manager" button, the employee self evaluation is not visible to the manager

Employee comments on goals and competencies and enters overall self evaluation using non-mandatory free texts only (no ratings for employee)

Manager can select 2nd level manager as an additional reviewer

If an additional reviewer has been assigned, he/she can enter the plan, review the manager evaluation and click the "Approve" or "Disapprove" buttons

If an additional reviewer has been assigned, the manager cannot move the plan to the next stage unless the "Approve" button was clicked

Once the evaluation is approved by the additional reviewer, the manager can move the plan forward to the "Acknowledgment" stage

Human Resources

14

Email to Employee – Start of Self Evaluation

At the beginning of the evaluation process, an email is sent from the HR Business Partners to the employee, informing them that the self evaluation process has started, and inviting them to enter G-Top and perform it

At the beginning of the evaluation process, an email is sent from the HR Business Partners to the employee, informing them that the self evaluation process has started, and inviting them to enter G-Top and perform it

Human Resources

15

Evaluation – Evaluating Goals

At this stage the employee can evaluate his/her goals in the Goals tabAt this stage the employee can evaluate his/her goals in the Goals tab

Human Resources

16

Evaluation – Evaluating Competencies

The employee can also evaluate his/her competencies in the Competencies tabThe employee can also evaluate his/her competencies in the Competencies tab

Human Resources

17

Evaluation – Reviewing Strengths & Needs

The employee can also review his/her strengths and needs as entered by the managerThe employee can also review his/her strengths and needs as entered by the manager

Human Resources

18

Evaluation – Entering Overall Evaluation Comment

In addition, the employee can enter an overall self evaluation comment in the Overall Evaluation tabThe entire self evaluation is not displayed to the manager until the employee clicks the "Release to Manager" button

In addition, the employee can enter an overall self evaluation comment in the Overall Evaluation tabThe entire self evaluation is not displayed to the manager until the employee clicks the "Release to Manager" button

Human Resources

19

Evaluation – Read Only View

After releasing the self evaluation to the manager, the employee can no longer change the evaluationsAfter releasing the self evaluation to the manager, the employee can no longer change the evaluations

Human Resources

20

Evaluation – Manager View

Manager can now see the employee self evaluationsManager can now see the employee self evaluations

Human Resources

21

Email to Employee – Finish Manager Evaluation

Once the manager evaluation is finished, an email is sent to the employee, inviting her/him to acknowledge itOnce the manager evaluation is finished, an email is sent to the employee, inviting her/him to acknowledge it

Human Resources

22

Acknowledgement Stage

Process Steps:

Initiated by manager who releases the manager evaluation to the employee (will be done only after the evaluation session was conducted)

Manager and employee can now see each other’s evaluations

Employee can now enter the plan and acknowledge manager evaluation

Both manager and employee evaluations are now read only and cannot be changed

Human Resources

23

Acknowledgement – Acknowledge Evaluation

At this stage the manager has released the evaluation to the employee's acknowledgement. The evaluation is now visible to the employee

At this stage the manager has released the evaluation to the employee's acknowledgement. The evaluation is now visible to the employee

Human Resources

24

Acknowledgement – Entering Acknowledgement Comment

Before acknowledging the evaluation, the employee can add acknowledgement comment. Once this is done, the plan is completed

Before acknowledging the evaluation, the employee can add acknowledgement comment. Once this is done, the plan is completed

Human Resources

25

Goal Setting Stage

Process principles:

Manager and employee can simultaneously add and edit goals

Both can see and edit each other’s work

Employee sends the plan to the next stage (Goal Approval) for the manager to approve or decline

Employee also enter development activities (to be reviewed by the manager)

Other Objectives:

Goals weighting is mandatory; plan can have minimum and/or maximum weighting of goals as defined by HR

Plan can also have minimum and/or maximum number of goals as defined by HR

Human Resources

26

Goal Setting – Before Adding Goals

Employee enters the plan and adds goalsEmployee must abide by the business rules before sending the plan for the manager’s approval

Employee enters the plan and adds goalsEmployee must abide by the business rules before sending the plan for the manager’s approval

Human Resources

27

Goal Setting – After Adding Goals

The goal elements are:Title – a short title for the goalCategory – Corporate, Department or IndividualWeighting – the priority of the goal. A mandatory numberDescription – more detailed explanation on the goalComplete by – a date field to when the goal should be completedSuccess Measures – describes the means by which the goal is achieved

The goal elements are:Title – a short title for the goalCategory – Corporate, Department or IndividualWeighting – the priority of the goal. A mandatory numberDescription – more detailed explanation on the goalComplete by – a date field to when the goal should be completedSuccess Measures – describes the means by which the goal is achieved

Human Resources

28

Goal Setting – Development Plan

By clicking the + sign, employee can add development activities to her / his Development Plan, so that the manager will review them laterThe development plan elements are:Development Objective – what do you expect the development to accomplish? Development Aimed to – values are: Achieve goals, Close gaps, Future development, Enhance strengthActivity Area – values are: Education, Exposure, ExperienceProposed Activity – define the requested activityTarget Date – set a realistic completion date for the above activityNest Step – identify action steps required to initiate the plan Status - values are: Requested, Approved, Canceled, Completed, Declined, Draft, In Progress

By clicking the + sign, employee can add development activities to her / his Development Plan, so that the manager will review them laterThe development plan elements are:Development Objective – what do you expect the development to accomplish? Development Aimed to – values are: Achieve goals, Close gaps, Future development, Enhance strengthActivity Area – values are: Education, Exposure, ExperienceProposed Activity – define the requested activityTarget Date – set a realistic completion date for the above activityNest Step – identify action steps required to initiate the plan Status - values are: Requested, Approved, Canceled, Completed, Declined, Draft, In Progress

Human Resources

29

Goal Setting – Submitting Goals for Approval

Finally, employee submits the plan for the manager’s approvalFinally, employee submits the plan for the manager’s approval

Human Resources

Process principles:

Goals definitions are read only for employee and manager

Manager can decline and send the plan back to Goal Setting stage

Manager can comment on the goals through Goal Revision Feedback field before sending the plan back. A blue flag ( ) will mark the goal that the employee needs to correct

30

Goal Approval Stage

Human Resources

31

Email Sent to Employee

Manager can give feedback on the goals and send the plan back to the employee for revisionOnce the manager has sent the plan back to the employee, an email is sent to the employee asking her / him to review the goals and correct them

Manager can give feedback on the goals and send the plan back to the employee for revisionOnce the manager has sent the plan back to the employee, an email is sent to the employee asking her / him to review the goals and correct them

Human Resources

32

Back to Goal Setting – Reviewing Goals

Once a comment is entered into the goal, the Revision Requested flag is raised on it, so that the employee knows which goal needs to be revisedBack in Goal Setting stage, the employee can now correct the goal accordingly

Once a comment is entered into the goal, the Revision Requested flag is raised on it, so that the employee knows which goal needs to be revisedBack in Goal Setting stage, the employee can now correct the goal accordingly

Human Resources

33

Interim Review Stage

Process Steps:

Before Interim Review is Done:

Both manager and employee can enter goal progress status

Interim evaluation is not visible to employee

After Interim Review is Done:

Employee can acknowledge the interim evaluation

Manager can still adjust the plan. In this case the plan moves back to Goal Setting stage

Human Resources

34

Interim Review – Before Release to Employee

In the Interim Review stage, employee can enter goal progress statusBefore the manager releases the interim review for the employee's acknowledgement, the evaluations are invisible for the employee

In the Interim Review stage, employee can enter goal progress statusBefore the manager releases the interim review for the employee's acknowledgement, the evaluations are invisible for the employee

Human Resources

35

Interim Review – After Release to Employee

After the manager releases the interim review for the employee's acknowledgement, the evaluations become visible for the employee, and the employee can click the "Acknowledge Interim Review" button

After the manager releases the interim review for the employee's acknowledgement, the evaluations become visible for the employee, and the employee can click the "Acknowledge Interim Review" button

Human Resources

36

Useful Reports – Documents and Reports

Click "Documents and Reports" to produce reportsAvailable reports are:Employee Profile report – displays general information about the employeeBlank report – displays goals and competencies, to be used as a draft for self evaluation and goal settingSelf Evaluation report – displays the employee's self evaluation, to be used as reference for the evaluation sessionFull report – final evaluation report, to be used as formal document

Click "Documents and Reports" to produce reportsAvailable reports are:Employee Profile report – displays general information about the employeeBlank report – displays goals and competencies, to be used as a draft for self evaluation and goal settingSelf Evaluation report – displays the employee's self evaluation, to be used as reference for the evaluation sessionFull report – final evaluation report, to be used as formal document

Human Resources

THE END

37