Academic Calendar Year Appraisals


Performance Management Updates

CY19 Self-Evaluations Begin January 6, 2020

Any Goal Setting Tasks in your Workday Inbox will be marked as completed on December 20, 2019.

New for this year: 

  • Goal Weighting has been added to the year-end appraisals; employees and managers will be required to assign a weight to each goal, and the total of all weights must equal 100%.
  • The addition of a ‘Comments’ box in the ‘Overall’ section of the appraisal.

What to Do Now:

Read through these three items below to ensure you're prepared. 

1. Complete Any Outstanding CY19 Academic Goal Setting Tasks:

The CY19 Academic Goal Setting tasks were due to be completed in Workday on April 30, 2019. Any CY19 Goal Setting tasks still in an incomplete status will be moved ‘as is’ past manager review and approval, to a status of ‘completion’ on December 20, 2019 so that they import into the Self Evaluation.

Quick Steps for Employees to Submit Goal Setting Task for Approval:

  • Open the Workday Inbox task labeled ‘Set Content’ by clicking ‘Go to Summary Editor’
    • To edit a goal: click the ‘pencil’ icon at the far right, make changes, save (click the ‘check mark’ icon)
    • To remove a goal: click the ‘X’ icon at far right
    • To add a goal: click ‘Add’ button at bottom of Performance Goals section, enter details, save
  • Click ‘Submit’ (requires at least 3 goals be present in the form)

Quick Steps for Managers After Receiving Goal Setting Task:

  • Click the Inbox task labeled ‘Set Content’ to view the employee’s goals
  • To request changes to one or more goals, click Send Back and provide an explanation of the needed edits. 
  • If goals are acceptable, click Approve

See the Resources section below for detailed guidance on completing this task.

2. Archiving CY18 Goals:

It is recommended that managers and employees archive any goals you do not want to be included in the CY19 Appraisal before January 6, 2020. If you perform the archival on behalf of your employee, no additional approval step is required. If the employee performs the archival, an approval task for the archive request will be sent to your Workday Inbox. [Note: Any unwanted goals appearing in the appraisal can be easily removed.]

Quick Steps for Employees to Archive Goals:

  • In Workday, go to Profile (your photo, upper right hand corner) > View Profile > Performance (in blue column on left hand side of screen) > Archived Goals (in the tab across the top of the screen)
    • Click Archive Goals button
    • Select a goal by clicking its ‘check box’ [Note: if a goal cannot be selected, it is in ‘protected’ mode either inside your CY19 Goal Setting task or in a Manage Goals approval process]
    • Click OK button to send an approval request to your supervisor’s Workday Inbox

Quick Steps for Managers to Archive on Behalf of an Employee:

  • In Workday, go to Profile (your photo, upper right hand corner) > View Profile > Performance (in blue column on left hand side of screen) > Archived Goals (in the tab across the top of the screen)
    • Click Archive Goal button
    • Select a goal by clicking its ‘check box’ [Note: if a goal cannot be selected, it is in ‘protected’ mode either inside your CY19 Goal Setting task or in a Manage Goals approval process]
    • Click OK to complete archival

See the Resources section below for detailed employee and manager guidance on goal archival.

3. Updating CY19 Goals Without a Goal Setting Task:

Because Workday offers agile goal setting adaptive to change, goals can be created, modified, or marked as ‘No Longer Needed’ at any time, even after completing the CY19 Goal Setting task. This can easily be accomplished

  • Before January 6, 2020 from the employee’s Individual Goals page, or
  • After January 6, 2020 from within the Year-End appraisal.

We recommend employees make these changes from their individual goals page between December 20 – January 6. If you perform these actions on behalf of your employee, no additional approval step is required. If the employee performs these actions, an approval task will be sent to your Workday Inbox.

Resources to Support Managers and Staff

See the Talent Management for Academic Division job aid for help throughout the appraisal phase, including:

  • Goal Setting Task Completion for Employees
  • Goal Setting Task Completion for Managers
  • Goal Archival for Employees
  • Goal Archival for Managers

See this SMART Goal setting worksheet

These tools will help answer questions you may have such as:

  • What if I haven't completed the Goal Setting task in my Workday Inbox?
  • How do Archive older goals that shouldn't be in the 2019 appraisal?
  • I wrote my goals already. Why aren’t they in my template?
  • Where can I find my manager’s cascaded goals?
  • How do I edit a goal?
  • How do I access my appraisal and complete my appraisal?

And, you can always contact AskHR@virginia.edu and include ‘Performance’ and/or ‘Goal Setting’ in the subject line.

Suggested Timeline

Date

Activity

Time Allotted for Task

01/06/19  

CY19 Year-end appraisals arrive in Workday Inbox

 

01/31/20

Self-evaluations due to manager (primary reviewer)

4 weeks

02/28/20

Self-evaluations due to manager's manager (secondary reviewer)

4 weeks

02/20/20

Secondary reviewer approval due 

3 weeks

04/10/20

All appraisal review meetings held; manager acknowledgements due

3 weeks

04/15/20

All employee acknowledgements due

5 days

 

Frequently Asked Questions

Here are some common questions to help you throughout the performance process. See FAQs for the broader performance process on this page

  • What is the FY20 Goal Setting task?

    This task currently serves two purposes:

    1. one-time use form to gather and send all of your FY20 performance goals to your leader for bulk review & approval and
    2. preview of any other performance items that will appear in your Year-End Appraisal (i.e. – ASPIRE values). This task/form was launched to your Workday Inbox on.
  • How do I Access the FY20 Goal Setting task?

    Open the task (choose one)

    • Click the link in the Outlook email or
    • Log into Workday, open your Workday Inbox, click the ‘Set Content’ task

    Activate the form by clicking ‘Go to Summary Editor’ (center of the screen)

     

  • Why are Last Year’s Goals in the Form?

    All manager-approved goals in your ‘Individual Goals’ tab (Profile – View Profile – Performance – Individual Goals) before the task arrived in your Workday Inbox were auto-imported into Section 1 – Performance Goals of the FY20 Goal Setting task. 

    Since the task is just a form, you can easily add, edit, or remove goals from the form as needed before submitting it to your leader.

  • How do I Remove Old Goals from the task?

    Click the ‘X’ icon at the far right of the goal title.

    Once all old goals have been removed, click ‘Save for Later’ (note an error message will appear if fewer than 3 or more than 5 goals currently exist in the form; disregard as you’re simply saving the removal of old goals from the form).

  • How do I Add a Manager-Cascaded Goal to the form?

    Goals cascaded/assigned to you from your leader are automatically approved and added to your ‘Individual Goals’ tab; if cascaded prior to when the task launched to your inbox, they also auto-imported into the Goal Setting task.

    • Click ‘Add’ (button at end of Performance Goals section)
    • Check ‘Use Existing Goal’
    • Click on ‘blue lines’ icon in the White search box and select first category
    • Select the first goal
    • Add a ‘Weighting’ (whole number)
    • Click ‘gray check mark’ icon at far right to Save goal to form
  • How do I Manually Add a Goal to the form?

    Goals created within the Goal Setting task will not appear in your Individual Goals tab until your manager approves the task.

    • Click ‘Add’ (button at end of Performance Goals section)
    • Type a goal name in the ‘Goal’ field
    • Add how and by when you’ll achieve the goal as well as ‘meets’ and ‘exceeds’ measurements to the ‘Description’ field
    • Add a ‘Weighting’ (whole number)
    • Click ‘gray check mark’ icon at far right to Save goal to form

     

  • What do I do with the Other Sections?

    For Goal Setting, no action is required in the sections after Performance Goals.

    Section 2 – ASPIRE Behavioral Competencies:

    View Only; You’re evaluated on these competencies in the Year-End Appraisal

    Section 3 – Clinical Career Ladder (CCL) Behavioral Competencies:

    Nursing Roles Only; View Only; You’re evaluated on these competencies in the Year-End Appraisal

  • Help with the Action Buttons at Bottom of Form:

    Save for Later – saves your goal adds, edits, and removals; keeps the task/form in your WD Inbox until you submit it to your leader.

    Submit – sends your final draft to your leader’s Workday Inbox for review then Send Back (if your manager required edits) or Approval.

    Cancel – exits the form without saving any modifications; keeps the task/form in your WD Inbox until you submit it to your leader.

  • What Common Mistakes will Prevent Submission of Goal Setting Task?

    1. Fewer than 3 or more than 5 goals are present in the form. Solution – add or remove goals from the form
    2. One or more goals do not have a whole number weighting or when added together all goal weights don’t equal exactly 100%. Solution – fix goal weights so they total exactly 100%