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Human Resources
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G-Top Global Workflow
Employee ViewSeptember 2014
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Employee’s Hierarchy – Organization Tree
Gerald Wagner(Manager’s Manager)
Marco Tan (Manager)
Gina Foster (Employee)
Michelle Chan(Matrix Line Manager)
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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
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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
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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
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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
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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
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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
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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
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Evaluation – Manager View
Manager can now see the employee self evaluationsManager can now see the employee self evaluations
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Goal Approval Stage
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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
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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
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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
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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
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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
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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
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THE END
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