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Performance Management Toolkit

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  • Welcome to the performance management toolkit! This resource will guide employees through every step in the performance management process. Screenshots and detailed steps will walk you through the software. Best practice recommendations will provide insight into the conversations that should be happening. SuccessFactors is Texas State University’s designated platform for completing all employee performance planning management processes.

    HOW TO LOGIN

    • Access the Performance Management website.
    • Click on Login
    • Use your TXST Net ID and password to login.

    BEST BROWSER

    • SuccessFactors recommends using the FireFox browser for the best user experience.
  • CHAPTER 1: Performance Plan

    • Performance Planning Dates: June 1 - July 31

      Creating the Performance Plan is the first phase in the cycle. The Plan is designed to help TXST employees set expectations to accomplish professional and personal goals. This chapter will review the step-by-step actions for completing the Performance Plan in SuccessFactors.

    • Follow these steps if you are creating brand new goals and job duties for an employee or jump to Manager Copies Goals from Prior year Goal Plan to learn how to import last year’s goals and job duties. (Importing last year’s information will make this step much quicker).

      • To create a goal for a team member, click on the “Manage My Team” tile under the subheading “My Team”.

       

      • Click on the name of the employee or hover over the head icon to see possible employee actions to take.

       

      • Click on “Take Action” then click on “Goal Plan” to go directly to the employee’s goal plan.

       

      • Click on the “+ Add Goal” button to create a new goal then click on “Create a New Goal”.
        • Click on “Personal Goal” or “Library Goal”.
        • Personal Goal allows you to create your own goal for the employee.
        • Library Goals allows you to choose a goal from an organized library of Texas State University goals.

       

      • For the rest of this guide, we will review the Library Goals option.

       

      • The university goals will pop up. Choose a goal that aligns with the employee’s employment goals. For this example, we will choose “Promote the success of all students.”

       

      • Then check the box next to “Enter a related goal.” Click on “Add Selected”.

       

      • The window below will automatically pop up and default to the category and university goal selected. In the “Individual Description for Goal or Job Duty” box, enter a specific SMART goal.

       

      • Add tasks if needed by clicking on “+ Add Add Tasks”. Enter a target date and a task description.
        • A task can be added if, for example, the supervisor wants the goal to be completed within a certain time frame. For example: 1/4th of the goal needs to be completed by November, 1/2 of the goal needs to be completed by January, 3/4 of the goal needs to be completed by March, and the entire goal needs to be completed by May 31.

       

      • Enter how success will be measured for the goal.
        • Select a status for the goal. (Has it started? Is it in progress?)
        • Update the start and end dates, if necessary.
        • Then click the “Save Changes” button at the bottom of the screen.
      • After following the steps above return to the “+ Add Goal” button” (Please note that the “Create a New Goal” button is used to add goals, job duties, and professional development goals).

       

      • Click on “+ Library Goal”

       

      • Click “Add Job Duty” and check the box next to “Enter job duty or responsibility”.

       

      • Then click “Add Selected”.

       

      • Select “Job Duties” from the Category drop down.

       

      • Similar to when you added goals earlier, enter the “Individual Description for Job Duty”. This allows managers to add a great deal of detail to the job duties.

       

      • Tasks can be added by clicking on “+ Add Add Tasks”. Enter a target (due) date and a task description.

       

      • Enter how success will be measured.

       

      • For the Status select “Ongoing Job Duty”. Since these are ongoing job duties for the cycle, a task date is not necessary.

       

      • Click “Save Changes”.

       

      • Repeat these steps to add additional job duties.
    • Note: Professional development goals can be added in by the employee or supervisor at any point during the performance cycle.

      • Click on “Personal Goal”

       

      • After following the steps above return to the “+ Add Goal” button.

       

      • (Please note that the “Create a New Goal” button is used to add goals, job duties, and professional development goals).

       

      • From the Category drop down, select “Professional Development or Personal Goals”

       

      • Professional Development Goal Example: “Complete the HR Essentials for TXST Managers Certification by May 31.”

       

       

      • Similar to the goals and job duties steps above, enter the details of the professional development goal. Then click “Save Changes”.

       

      • The goal is added to the goal plan under the category of Professional Development or Personal Goals.

       

      • Multiple professional development goals can be added.
    • In addition to completing the goals and job duties section, managers will need to add working environment and physical demands. Note: Managers will NOT need to add competencies and behaviors since the system automatically includes them into every employee’s performance plan.

      • The “Add Work Environment & Physical Demands for Plan” task will show up in the managers “To Do” tile.
        • Normally this task will show up in your To Do tile when the plans are launched. Once the supervisors completes the goal plan, the system automatically updates the performance plan in the “To Do” tile.
      • Enter work environment and physical demands.

       

    • Once the plan is ready and includes all of the employee goals, job duties, work environment and physical demands for the employee to review the final step is to scroll to the bottom and click “Send to Employee for Review”.

      • Employees can review the performance plan created by their manager.
      • This should help employees prepare questions or concerns for the 1:1 meeting.

       

      • Managers will have a new task in their “To Do” tile labeled “1:1 Meeting Scheduled and Held with Manager and Team Member”. This notification informs the manager that the employee has reviewed their performance plan and it is now time to schedule the 1:1 meeting.
      • Managers should schedule a time to meet with each employee on their team to discuss performance expectations for the upcoming year.
      • The performance plan is an important resource in developing successful teams by discussing goals, duties, and work expectations.
      • Another important aspect of the performance plan is that it encourages ongoing communication throughout the year.

       

      • After the 1:1 meeting is complete, the manager clicks on “1:1 Meeting Scheduled and Held with Manager and Team Member”. It will prompt managers to send to completion.
      • The plan is not considered complete until this action is taken. This action puts the plan in a final, completed status.

       

      Performance plan complete!
      Keep those conversations going throughout the year.

  • CHAPTER 2: Mid-Cycle Review

    • October - November

      During October and November, managers informally meet 1:1 with employees to assess progress on previously established goals. Informally assess whether expectations are being met and if any adjustments need
      to be made.

      Best Practices

      • Adjust goals where appropriate.
      • Documentation is recommended.
      • Supervisor and employees should acknowledge successes and note opportunities for improvement.
    • The following LinkedIn Learning videos may provide you with some tips for communicating with your team. Use your TXST net and password to login.

  • CHAPTER 3: Performance Review

    • The Performance Review process takes place April 1 - May 31 and is the formal assessment of employee performance for the year based on previously established goals and performance criteria.

      “We are what we repeatedly do. Excellence, then, is not an act, but a habit.” -Aristotle

      • After logging into SuccessFactors, you should notice an item pending in your “To-Do” tile. Click on the tile and then click on “Employee Performs Self-Assessment”.
      • Assess Goals | Click on the Employee Rating and choose your rating.
      • Assess Job Duties | Click on the Employee Rating and choose your rating.
        • Tip: Click on the question mark icon beside Employee Rating, to display the attributes of each rating.
        • Tip: Use the comments textbox to provide supporting details for your chosen rating.

      Reminder: The goals and job duties were established during the performance planning process. If employee did not receive a Performance Plan and does not have any Goals or Job duties, the review will receive an error and will not be able to continue through the work flow. All employees must have at least one goal or job duties for the assessment step to move forwarded to the next step.

      • Assess Competencies | Click on the Rating drop down and choose your rating.
      • Assess Behaviors | Click on the Employee Rating and choose your rating.
        • Tip: Click on the question mark icon beside Employee Rating, to display the attributes of each rating.
        • Tip: Use the comments textbox to provide supporting details for your chosen rating.

      Reminders:

      • The seven (7) competencies and four (4) behaviors are embedded into every TXST employee performance review.
      • The “Writing Assistant” button is available for this step but only for competencies and behaviors.

       

      • Section Comments:
        • Each section (goals, job duties, competencies, behaviors) has a Section Comments area.
        • When do I use this area? Rather than writing comments for each component of a section, a section comment can be written that covers the entire section.
      • When completed with the self – assessment, click the “Send to Manager Assessment” button.You have the option of adding a note that the manager will see when the email is received that the self-assessment is complete. Add a note or not as desired.

      • Click the “Send to Manager Assessment” button

       

       

      The SELF-ASSESSMENT IS COMPLETE!
      It is now the responsibility of the manager to perform an assessment and schedule a 1:1 meeting to review.

       

      • Click on your “To Do” tile. Then, click on “Manager Assessment of Employee”.

      Assessing Goals

      • Use the drop-down box to select an assessment value that corresponds to the performance of each goal for the employee.
      • Click on the question mark icon beside Manager Rating, to display the attributes of each rating.
      • Determine a performance assessment for each goal listed.
      • We recommend adding a manager comment related to the assessment decision.

      Assessing Job Duties

      • Use the drop-down box to select an assessment value that corresponds to the performance of each goal for the employee.
      • Click on the “Question Mark Icon” beside Manager Rating, to display the attributes of each rating.
      • Determine a performance assessment for each goal listed.
      • We recommend adding a manager comment related to the assessment decision.

      Assessing Competencies:

      • Competencies: Determine an assessment value for each of the seven (7) competencies.
      • If help is needed developing a comment for competencies, click on the “Writing Assistant” button. Learn more about the “Writing Assistant” feature.

      Assess Behaviors:

      • Behaviors: Determine an assessment value for each of the four (4) behaviors.
      • If help is needed developing a comment for behaviors, click on the “Writing Assistant” button.

       

      Section Comments:

      • Each section (goals, job duties, competencies, behaviors) has a Section Comments area.
      • When do I use this area? Rather than writing comments for each component of a section, a section comment can be written that covers the entire section.
      • The manager will decide if the employee is eligible for merit. Any merit decisions/award will be handled through the annual salary review process.

      • When completed with the assessment, click the “Send to 1:1 Meeting” button.

      • The manager will see a second prompt to push the process to the 1:1 Meeting.

        • The options are to cancel, which will return the manager to the review document or move forward with the 1:1 meeting.

       

       

      The manager’s performance assessment is complete.
      It is now the responsibility of the manager to check calendars and schedule a 1:1 meeting to review the assessment with the employee.

       

       

       

       

       

    • The time has now come for you as a manager to schedule the 1:1 with your employee(s). The following are some tips and questions that can help guide your conversation.

      Ask yourself the following questions:

      • Have you had an open dialogue regarding performance throughout the year?
      • Are your assessments going to come as a surprise to employees?
      • Are you prepared to listen to differing perspectives regarding performance?

      Other Performance Items to Consider:

      • Consider asking for feedback from employee’s team members.
      • Recognize badges or notes received in the system.
      • Review notes made throughout the year regarding the employee’s performance.

      LinkedIn Learning Resources

       

    • Manager Makes Final Edits and Sends to Employee

      • After you have met for the 1:1, you as the supervisor have the option to go back in and make any edits based on the 1:1 meeting.
      • Manager can click on “Manager Schedule 1:1 Meeting”
        • Make any edits to comments or change assessment values.
      • Then click on “Send to Employee for Acknowledgement”
      • The manager will see a second prompt to push the process to the “Send to Employee for Acknowledgement”.
        • The options are to cancel, which will return the manager to the review document or move forward with the employee acknowledgement.

      Employee Acknowledges the Performance Review

      • Click on your “To-Do” tile, and another window will pop up.
        • Click on “Employee Acknowledgment & Signature”.
      • Scroll down to the end of the document
        • The employee can enter any comments prior to acknowledgment and signature.
        • Then click the “Acknowledge and Send to Manager” button to acknowledge and move the process to the manager for acknowledgment and signature.
        • Note that the manager and second level manager will also acknowledge and sign the document.
        • This is an acknowledgement that the review has occurred. It does not necessarily mean that the employee is in complete agreement with the assessment values determined by the manager.
      • After clicking the “Acknowledge and Send to Manager” button:
        • The employee will have another opportunity to enter comments in the email that is sent to the manager for their acknowledgement and signature.
        • Enter any comments if desired and click “Acknowledge and Send to Manager”.
      • The employee acknowledgment and signature are complete.

      Manager Acknowledges the Performance Review

      • Click on your “To-Do” tile, and another window will pop up.
        • Click on “Manager Acknowledgment & Signature”.
      • Scroll down to the end of the document.
        • The manager can enter any comments prior to acknowledgment and signature.
        • Then click on “Acknowledge and Complete Assessment”.
      • The manager will see a second prompt to push the process to the “Acknowledge and Complete Assessment”.
      • Keep in mind, if this process is not complete by May 31, the employee will not be eligible for merit.

      Performance Review complete!

       

       

  • CHAPTER 4: How Managers Access Reports

    • Managers may need to access team planning or performance documents for reporting purposes. This next chapter will focus on how to access performance reports for teams.

      • To view team planning or performance documents, first select the option “Reports” from the tile on the home page.
      • Click on “Available”.
      • Then, click on the down-drop “Report Center”.
      • Using the drop-down box select, the “Dashboard”. 
      • Then, using the drop-down box select, the “Performance Dashboard”. 
      • Click on the “Filter” on the right-hand side.
      • The default level is set for “Direct Reports”.
      • Use the drop down box to select “All Levels” to view all forms for your unit.
      • Next select the document to view. Use the “Form Template Name” dropdown box. Currently the only documents available are the performance planning documents. In April, the performance review documents will be generated and then both documents will be available for view. Select the box to view the performance management planning documents. 
      • Note “All levels” is selected as well as the “Form Template Name”, now click “Apply Filters”.
      • Click on the green “Completed” area to view completed forms. Click on the red “Overdue” area to see forms still in progress.
      • A list of employees will be displayed. Click on the “Document Id” number to view the performance document.
      • In a new window the document will be displayed. After review, close the window and select another document to review, if desired. Repeat as needed.
      • In selecting to view incomplete/overdue documents, the results will include data that indicates where in the process workflow the document is waiting.
  • CHAPTER 5: Tips & Tricks

    • This step is to be used by managers who have completed a goal plan for their employee(s) in the prior year.

      • From the home Performance Management home page, under the “My Team” tile select the individual to copy goals for their goal plan.
        • Select the employee, use the Action button on the tile, and click on “Goal Plan”.
      • In the goal plan, click “Add New” and then from the options available click “Copy From other Goal Plan”.

      • Copy goals from the previous years’ goals and job duties with a click of the radio button and then click “Next”.

      • Select the goal(s) to copy by checking the box next to the goal.

      • One or all goals and job duties can be copied in one action

      • Click all of the check boxes, if you want to copy all of the goals for the new plan.

      • Click the “Copy” button.

      • The goals are copied to the goal plan for the new performance cycle.

      • The goals and job duties can be edited or adjusted as needed for the new cycle.

      • Click “Edit” to make adjustments to the goal.

    • The Badging feature in SuccessFactors allows both employees and managers to add badges to the employee profile within SuccessFactors and recognize each other outside of the normal performance process.

      Why use Badges?
      Being  recognized  and  appreciated by others  helps employees stay motivated,  provides a sense of accomplishment and boosts working relationships.

      • Enter name to search for the person that will receive the badge. Once you see their name appear, click on their name. This will take you to the person’s profile.
      • Click on “Give a badge.”
      • Select badge, enter text and click “Submit.” The person and their supervisor will receive an email notification.
    • This job guide focuses on creating notes in the system to notate activities, conversations, accomplishments or any other items the manager wishes to document.

      • From the Performance Management home page, click the “My Team” tile, and select an individual to create a note by clicking “Go to Profile”. This will take you to the person’s profile.
      • The window below will appear; click on “Notes” in the employee profile, and then click on “Add Note”.
      • Users can choose who can view a note and who cannot.
      • Enter the title of the note and the message. The note can be made visible to the manager, the employee and others. If you want to add others to the note, click the dropdown and enter a partial name (first or last) or Net ID to search for the other person. After the entry is complete, click “Submit” to add the note.
      • To view Notes, click on “Notes” in the employee profile.

      The manager will view the notes by selecting the individual from the “My Team” tile. Employee will see all of notes made visible to them.

      • From the home page, select “Employee Files” from the drop down list.
      • Click on the + icon to upload an Attachment.
      • Once you have identified the document for attachment, click the “Done” button.
      • Click the “Save” button.
      • Click on “Edit” in the “Employee Attachments”.

      Repeat as necessary to attach desired documentation.

    • In the manager’s “Team Overview”, the manager can see the steps in the process and where each employee is in the process. The column that assists in gathering performance information is labeled “Feedback from Others”. This is an optional part of the review process.

      However, if a manager has only been supervising an employee for a 2-3 months it could be helpful to ask others in the organization to provide some feedback/comments on the employee’s performance. 

      • To request feedback, click on the button labeled “Ask for Feedback”.

      The above window appears and you are presented with colleague’s/peer choices to select from to seek the performance feedback. 

      • Click on the name of the person to add them to the feedback request.
      • After selecting the individual(s) to request feedback, click on the “Send Email” button.
      • Once the manager has requested feedback under Team Overview you will notice the small “people” icon will appear. This acknowledges the request for feedback and a prompt to ask others to provide feedback, if desired.
      • If a manager requests feedback from two individuals the page to the right will appear.
      • The employee will receive an email in their Outlook inbox and will simply respond to the email with their performance comments and feedback. The email reply is sent to the performance management system.

      In the display, note that one of the “people icons” has a small check mark over it. This means the feedback comments have been provided. Click on the “people icon” to view the feedback.

      • The manager can hover over the other “people icon” to see who has not yet sent in their feedback.
        • After receiving the feedback, the manager determines how to use the feedback received for assessing the employee’s performance. The manager can take the feedback into account or the manager may determine the feedback is not applicable. The feedback sent to the manager cannot be viewed by the employee.
      • The manager can ask for feedback from anyone in the organization that could provide helpful information for the review process. To ask for feedback outside of those suggested to the manager, click the “Add external email address”. Enter the complete Texas State email address and enter the name of the person to whom the request will be sent. Next click the “Send Email” button and the request for feedback is complete.

       

    • The writing assistant is a tool that is only available when assessing competencies and behaviors. This tool helps users define their level of skill and behavior in support of their assessments. Users can choose and place as many quotes from all available categories as they deem necessary. This tool is not available in either goals or job duties because they are subjective to each employee.

      • After clicking the Writing Assistant, topics/links to comment suggestions will be displayed.

      • Click on a topic/link that is applicable and the full text will be displayed.

        • If the text is desired for the assessment, click on the “Place Quote” button

      • It is possible to select multiple statements for the self-assessment. If desired choose another item and again click the “Place Quote” button.

      • If you wish to give some advice on improving a competency use the “Give Advice” feature in the Writing Assistant.

         

Contact:

Phone | 512.245.2557

Email | performancemgmt@txstate.edu

Website | www.hr.txstate.edu/performance-management