SuccessFactors

Performance
Management System
Reference Guide

SuccessFactors
Performance Management System
Reference Guide
Table of Contents
Page
No.

Stage

Role

Content

Pre-Planning

All Users

System Requirements

Pre-Planning

All Users

Accessing SuccessFactors

Planning

All Users

SuccessFactors Electronic Process Overview

Planning

All Users

Logging In to and Out of the System

Planning

Employee

Getting Started

Planning

Employee

Creating Performance Objectives

Planning

Employee

Creating Professional Development Objectives

10 11

Planning

Manager

Creating New Form Objectives, Competencies,

and Professional Development Plans

12 13

Self Review

Employee

Completing Employee Self Review

14 15

Manager
Review

Manager

Completing Manager Review

16

Discussion

All Users

Review, Revise, Ratings

17

Signature

All Users

Electronic Signatures

18

Complete

All Users

Completion

19

Help

All Users

HR Contacts for Further Assistance

System Requirements

Initial critical steps:

SuccessFactors Performance
Management System requires the
latest version of Java & Pop-ups
enabled.

Make sure that you:

1. Upload the latest version of Java to
your computer:
http://www.java.com/en/download/index.jsp

2. Enable pop ups for SuccessFactors.

Note: If you do not
implement above steps,
you may encounter errors
when launching the
courses.
3

Accessing SuccessFactors

Click to enter
SuccessFactors
Performance
Management
System through
the Training &
Organizational
Development
Portal.

SuccessFactors Electronic
Process Overview
There are 6 Phases in the SuccessFactors Performance Evaluation Process, as shown in
the flowchart below. Each form will go through each phase in the process.
The diagram below describes a brief overview of each phase.
1. Planning

July 1
June 30
The Planning
Phase is
where the
employee and
manager
prepare the
initial form for
the evaluation
process based
what
objectives the
employee will
accomplish
during the
year. Insert
professional
and personal
objectives, as
well as any
additional
competencies.

2. Self Review

3. Mgr Review

June
The Self
Review Phase
is where the
employee gets
an opportunity
to rate
him/herself on
his/her
performance
objectives for
the past year
and
performance
on the
competencies.
The employee
can insert
ratings and
make
supporting
comments.

4. Discussion

July
The Manager
Review
Phase is
where the
manager
rates his/her
employees
performance
for the past
year in all
areas on the
form,
including
competencies
and
professional
objectives.

July

5. Signature

July
August

The
Discussion
Phase is
where the
manager
prints the
form and
sets up a
face-to-face
discussion
with his/her
employee to
discuss the
past years
performance.
At this
phase,
employee
and manager
can discuss
and revise
ratings.

6. Complete

August

The Signature &

Completion
Phases are where
the employee and
the manager both
sign off
electronically on
the form.
Once both
signatures are on
the form the
performance
evaluation is
complete. Copies
will automatically
be available in both
the manager and
employee folders
within the system.
HR will also have
access to the form
at this stage.

At the beginning of each fiscal year, Human Resources will send your Performance Evaluation
form to your managers SuccessFactors Inbox. Both the Employee and Manager will be able to
work on the form concurrently: Employees will enter objectives through their My Objective tab
and Managers will enter objectives through the employees Performance Evaluation Form.

Logging In to and Out of

the System
Planning

Self Review

Manager
Review

Discussion

Signature

Complete

There are 6 Phases in the SuccessFactors Performance Evaluation Process as shown in

the flowchart above. All forms will go through each phase in the process. This guide
describes all 6 phases and who is responsible
for each phase.
1

FOR FIRST TIME USERS

1. From your my.emich
site, select the Employee
tab.
2. Click on the link in the
Training and
Organizational
Development window.

IMPORTANT NOTE:
You must always access the
system through the my.emich
portal. You will never need to
log into the system using a
username or password.

If you see the following

screen, DO NOT LOGIN
through this means. This is
only for administrators
during the pilot phase. You
must go back into the
system through the
my.emich portal as
indicated above.
6

Employee: Planning
Phase - Getting Started
Planning

Self Review

Manager
Review

Discussion

Signature

Complete

Getting Started on the Form

1. Create Objectives under Objective
Plan using the Wizard or select from
the SuccessFactors Library. (For
specific instructions see page 8.)
2. Create Development Objectives
under Development Plan by
inputting courses to be taken through
eTraining Learning Management
System or other professional
development avenues, such as
seminars, conferences, or retreats.
(For specific instructions see page 9.)
There are two ways to get started on
the form:
1. The Employee will initially create
personal objectives and a professional
development Plan using the Quick
links as shown in above diagram. (See
pages 8 & 9.)
2. The Manager will initiate the
Performance Evaluation Form
containing data that the employee will
provide. (See pages 10 & 11.)
Note: If desired, the Manager may take
initial control of the form and enter
Objectives for his/her employee
directly onto each Evaluation form.

Create Objectives (See page 8)

Create Development Plan (See page 9)

Key Points:
1. * denotes mandatory form fields. You
may not move to the next step in the process
until all required fields are completed.
2. Email notifications will be sent to both
Manager and/or Employee at each phase of
the process notifying you that you need to
take action on the form.
3.
Do not use the back arrow to
navigate within SuccessFactors.
4. SuccessFactors works in all web browsers:
Internet Explorer, Mozilla Firefox, Google
Chrome, and Safari. Should you encounter
problems with Firefox, Chrome, or Safari, exit
the browser and re-open SuccessFactors in
Internet Explorer.
7

Employee: Planning Phase Creating New Objectives

Planning

Self Review

Manager
Review

Discussion

Signature

Complete

Performance Objectives: The manager and employee collaboratively define WHAT the
employee is going to accomplish on the job. List 2-4 major performance goals for the employee
including the relative weight, specific target date for completion and the results expected.

Start by Creating My
Objective Plan

CREATE OBJECTIVES:
Create Objectives using the following
two (2) methods:

1a

1. Objective Wizard will take you

through the process of writing a
SMART objective.
1a. Start typing action or subject
words, such as implement, create,
safety, facility to see suggestions
from the Objective Library,

2a
2b

OR
2. Create a New Objective. You will
be given two (2) options:
2a. Create Personal Objectives
button allows you to write your own
objectives from scratch,
OR
2b. Library Objective allows you to
select from the SuccessFactors
Objective Library.
Note: Objectives are saved once they
have been entered into the system.

Employee: Planning Phase Creating Professional

Development Objectives
Self Review

Planning

Manager
Review

Discussion

Signature

Complete

Professional Development Objectives: The employee may input development objectives to

support his or her continued development. Professional Development Objectives are not
required, but are strongly suggested for personal and professional growth.

Create My Development
Plan

1
2

Create Professional Development

Objectives:

1. Enter Development Objective

2. Enter Measure of Success

3. Start Date, Due Date and Status

4. Select Related Competency

5. Select Learning Activity. You will
be given 2 options:

5a. Custom Learning Activity allows

you to make up your own
development activities,
OR

5a

5b. Select from Learning Catalog to

choose activities from the new EMU
Learning Management System.

After completion of the My

Development Plan, the Employee
has completed the Planning Phase.
The Manager will initiate the form
move to the Self Review Phase.

5b
Enter keywords to
search
for specific courses.
9

Manager: Planning Phase

1 of 2
Planning

Self Review

Manager
Review

Discussion

Signature

Complete

Performance reviews help employees understand how theyve performed and identify
development opportunities for the future. On the following pages, learn how to complete
the initial Manager Planning Stage of the Performance Review Form.

1. Click on My Forms tab to

view forms for all your direct
reports.
2. Click on the specific
Employee form link to
access form.

Performance Review Form

3. Route map shows current
phase of process. If not
visible, click on + Route
Map on left.
4. Use the scroll bar to view
each section of form,

3
4
5

OR
5. Select each section
separately.
6. Create New Objectives
from scratch or use the
Objective Wizard. (See
page 8.)
7. Edit or Delete created
objectives.

6
*Required*
Total weight of
all objectives
must add up
to 100%.

Performance Evaluation forms are created for each employee at the beginning of the fiscal
year and are sent to the managers SuccessFactors inbox.
10

Manager: Planning Phase

2 of 2
Planning

Self Review

Manager Review

Discussion

Signature

Complete

1. Competencies are pre-populated

with core competencies based on
the employees role.

2. Add additional role based

Competencies from Library, if

desired.

3. Add supporting Comments.

4. If extra assistance is needed,

select Writing Assistant. Choose

the sample text that best matches
the feedback you would like to
give and click Place Text and
Close Window.

5. Create Professional
Development Objectives. (See
page 9.)

6. Edit or Delete Professional

Development Objectives.

7. Once the sections are completed

in the planning stage, click the

Move to next step button to
advance the Form to the
Employee Self Review Stage.

NOTE: You MUST click Move to

next step in order to advance
the Form into the Employee
Self-Review stage. The
employee will receive an email
notification that a form is ready
for Self Review.

Send to employee will only forward the

form back to the employee for additional
Planning/comments.

Move to next step will prompt Spell check and

Legal scan. You may uncheck the boxes if you
experience difficulties during this step.

11

Employee:
Self-Review Phase
1 of 2
Planning

Self
Review

Manager
Review

Discussion

Once the Performance

Evaluation form has been
forwarded by the Manager from
the Planning Stage to the Self
Review Stage, an e-mail
notification will be sent to the
employee.

Signature

Complete

Click on link to access Form

Enter SuccessFactors (See page 4.)

Click on link to access Form.

1. Route map shows current phase

of process. If not visible, click on +
Route Map on left.

3
2

2. Use the scroll bar to view each

section of the Form
OR
3. Select each Section separately.
Performance Objectives:
4. Add additional Objectives, if
desired. (See page 8.)
5. Edit or Delete existing
Objectives.
6. Select Self-rating for each
Objective (must be completed for
each objective).
7. Add supporting Comments, if
desired.

4
7

Select
Unable to
Rate in the
event there
is not
enough
information
to
objectively
rate.

5
6

Required:
Total weight
of all
objectives
must add
up to 100%.

12

Employee:
Self-Review Phase
2 of 2

Planning

Self Review

Manager Review

Discussion

Signature

Complete

Competencies:
1. Add additional role based
Competencies from Library, if desired.

2. Select Self Rating for each

Competency (must be completed for
each competency).

Core Competencies based on employee role

1
2

3. Add supporting Comments.

4. If extra assistance is needed, select

3

Writing Assistant. Choose the sample

text that best matches the feedback
you would like to give and click Place
Text and Close Window.

3
4

Professional Development
4
Objective:
5. Add additional Professional
Development Objectives, if desired.
(See page 9.)

6
7

6. Edit or Delete existing Professional

Development Objectives.
7. Edit, Launch or Delete existing
Learning Activities.
8. Once all sections are completed in
the Self-Review stage, click the Move
to next Step button to send the form
back to the Manager for Manager
Review.

Move to next step will prompt Spell

check and Legal scan. You may
uncheck the boxes if you experience
technical difficulties during this step.

8
The Manager will receive an email notification
that a form is ready for Manager Review.

13

Manager:
Manager Review Phase
1 of 2
Planning

Self Review

Manager Review

Discussion

Signature

Once the Performance

Evaluation form has
completed the Employee
Self Review stage, an e-mail
notification will be sent to
the Manager.

Complete

Click on link to access Form

Enter SuccessFactors
(See page 4.)
Note: Evaluation
Form may be
forwarded to other
Managers for
feedback by
clicking on Get
Feedback.

Click on link to access Form.

Performance Objectives:
1. Add additional Objectives,
if desired. (See page 8.)
2. Edit or Delete existing
Objectives.
3. Select Rating for each
Objective (must be
completed for each
objective).

4. Add supporting
Comments, if desired.

Select Unable
to Rate in the
event there is
not enough
information to
objectively
rate.

14

Manager:
Manager Review Phase
2 of 2
Planning

Self Review

Manager
Review

Discussion

Competencies:

Competencies from Library, if

desired.

1
2

2. Select Rating for each

Competency (must be completed
for each competency).
3. Add supporting Comments.

4. If extra assistance is needed,

select Writing Assistant. Choose
the sample text that best matches
the feedback you would like to
give and click Place Text and
Close Window.

Professional Development
Objective:

Complete

Core Competencies based on employee

role

1 1. Add additional role based

2

Signature

Select Unable to
Rate in the event
there is not
enough
information to
objectively rate.

4
5

6
7

5. Add additional Professional

Development Objectives, if
desired. (See page 9.)
6. Edit or Delete existing
Development Objectives.
7. Edit or Delete existing Learning
Activities.
8. Once the sections are
completed in the Manager Review
stage, click the Move to next
Step button to send the form into
Discussion Stage.

8
Note: Once Manager Review stage has been
completed, you are now ready to initiate a faceto-face Discussion with your employee.

15

All Users:
Discussion Phase
Planning

Self Review

Manager
Review

Discussion

Signature

Complete

Discussion Phase: the manager and employee will meet face-to-face to review and
discuss the ratings and comments.
The Manager has the ability to
make necessary changes to
ratings and provide comments in
the Objectives and Competencies
section.

Click on link to access Form

Enter SuccessFactors (See page 4.)

Click on link to access Form.
1. An Overall Performance
Section will now appear at the
Discussion Stage.
2. You can view a summary of
ratings from the Objectives and
Competencies section.
3. Overall Performance is
calculated based on: 60%
Performance Objective and 40%
Competency ratings.
4. The Manager must Send to
next Step to procure employee
Signature once face-to-face
discussion is complete.
Note that after moving the form
from the Discussion phase, you
will not be able to make any
further changes.

1
2

Average rating
for each section
is automatically
calculated.

4
The Employee will receive an email notification
that a form is ready for Signature.

16

All Users:
Signature Phase
Planning

Self Review

Manager
Review

Discussion

Signature

Complete

Once the Discussion Stage is complete, the employee will receive an email
notification. Note that you will NOT be able to make any changes at this
point in the process.

Employee:

Click on link to access Form

1. The employee will have the

opportunity to provide
comments in the Comment
Section.
2. The employee Signs the
form to forward to Manager for
signature.
Manager: the Manager will
receive email notification that
the Employee has signed the
Performance Evaluation.

1
2

3. The manager will have the

opportunity to provide
comments in the Comment
Section.
4. By selecting the Reject
button, you will send the Form
back to the Discussion stage
for review and revision,
OR
5. The Manager Signs the
form and the Form is now
Complete.

3
4&5
17

All Users:
Form Completion Phase
Planning

Self
Review

The Form is complete once

both the employee and the
manager have provided
their electronic signatures.

1. Both the Employee

and the Manager have
access to the
completed Form in
their Completed folder
on the My Forms tab.

Manager
Review

Discussion

Signature

Complete

Click on Completed to access

Completed Forms

2. You can send a

copy of the completed
Form to another
person within EMU (if
necessary).
You will not need to forward
Completed Forms to HR.
The system will
automatically notify HR of
completions.

Note: Completed Form

with electronic
signatures.
18

Further Assistance
Anita Schnars, Director, Training &
Organizational Development
Ext. 7-1862
aschnars@emich.edu

Lauren Hansbarger, Training &

Development Consultant
Ext 71490
lhansbar@emich.edu

Erica Ginyard, Administrative Assistant

Ext. 7-1863
eginyard@emich.edu

Allison Gordon, Graduate Assistant

Ext. 7-3430
agordo15@emich.edu

19