HR Update - FY 23 Issue 03
Issue Date: December 16, 2022
In This Issue
- Updates Made to Performance Management in AspireAlaska
- Annual Performance Evaluations Launching January 2023
- Performance Evaluations Move to AspireAlaska
- Video Demos of Performance Evaluation in AspireAlaska Now Available
- Supervisor Toolkit: Documentation Tools
- Updates Made to Out of State Telework Limits
- Start Your Career in HR Today
- DOPLR Comings and Goings
Updates Made to Performance Management in AspireAlaska
On 12/5/2022 along with a new look and feel in AspireAlaska some updates were also made to the Performance Management area. First, a new Performance Management page was created in AspireAlaska that is available from the “Welcome Page” after an employee logs in. This new page was created to allow employees to find all the essential information about Performance Management in AspireAlaska.
The other big change that was released at the same time was an updated workflow for the off-cycle Performance Evaluation and off-cycle Performance Plan.
The big change with the off-cycle Performance Evaluation is the workflow has been improved to try and make the process more efficient. The updated workflow is as follows:
- Employee Accomplishment Statement – Employee reviews the expectations, goals, and development plan and completes their employee accomplishment statement.
- Supervisor Review and Sign-Off – Supervisor fills out the review, then schedules a meeting with the employee to go through the draft, and then makes any updates to finalize the sign-off of the performance evaluation.
- Employee Sign-Off – Employee reviews the supervisor’s final rating as previously discussed, marks their agreement with the rating, and either signs-off or declines to sign and submits.
- Indirect Supervisor Sign-Off – Indirect supervisor reviews the performance evaluation and signs-off on the performance evaluation.
The only change to the off-cycle Performance Plan is that while it gets sent to the employee first the step has been made optional so that if the employee does not take action in 15 days it will automatically move on to the Supervisor who can either reopen the step for the employee or complete the plan themselves.
Annual Performance Evaluations Launching January 2023
Starting in January 2023, many employees will begin to have an Annual Performance Evaluation launched for them in AspireAlaska. These Annual Performance Evaluations will be launched throughout the year depending on the employee’s department. To know when your department will be launching evaluations for their employees, please go to the Performance SharePoint for additional information.
Here are the departments launching in the first quarter of 2023:
- Launching January 3, 2023 (Expires: 3/20/2023)
- Administration
- Corrections
- Environmental Conservation
- Fish and Game (not Boards & Subsistence)
- Public Safety
- Launching March 1, 2023 (Expires: 5/15/2023)
- Family and Community Services
- Labor and Workforce Development (BU AVTECTA employees only)
- Military and Veterans Affairs
Performance Evaluations Move to AspireAlaska
Starting January 2023, any employees currently using the State of Alaska provided PDF version of the Performance Evaluation will be expected to enter their Performance Evaluations in AspireAlaska. PDF versions of the Performance Evaluation will be accepted through February 28, 2023. It is expected that anyone who starts a new Performance Evaluation after 12/31/2022 will start that evaluation in AspireAlaska.
We do understand that there might be times that an offline Performance Evaluation will need to be completed due to specific scenarios (i.e., the employee has separated), but those should be exceptions and not the rule. If you are wondering whether you need to enter the Performance Evaluation in AspireAlaska please feel free to reach out to Employee Relations at evaluations@alaska.gov.
Video Demos of Performance Evaluation in AspireAlaska Now Available
New video demonstrations of how to enter each step in the Performance Evaluation process in AspireAlaska are now available. The videos can be found on the Performance SharePoint and in the AspireAlaska Performance guides and resources.
Supervisor Toolkit: Documentation Tools
Struggling with a chaotic supervisory file and cumbersome piles of documentation? A supervisor’s ability to effectively address concerns increases when the issue has been documented and tracked. This includes documenting expectations, touchpoints when expectations were reinforced or assignments were given, and the outcome. Employee Relations’ Resources for Supervisors includes two tools to streamline the documentation process. Use the Employee Documentation Tool as a quick spot to track praise, training, performance metrics, and performance coaching. The workbook breaks each section down such that a supervisor completes the workbook with a short summary of the date, incident type, what was discussed, applicable documentation, and next steps. Use the Employee Attendance and Leave Tracker as a one-stop spot to track unscheduled leave, FMLA/AFLA, personal leave, and more! Supervisors who effectively use documentation tools are able to identify patterns to address and correct concerns sooner, as well as write more effective evaluations using easy-to-read notes made throughout the rating period.
Updates Made to Out of State Telework Limits
The State of Alaska Telework Policy was updated on 12/01/22 to extend the option for out of state telework to a maximum of 1 year instead of 3 months with the option to extend. Anyone currently on an approved out of state telework policy can request extensions when they come up for renewal.
Please take some time to review the updated Telework Policy (PDF); the updated section is II.C.
Start Your Career in HR Today
The Division of Personnel and Labor Relations (DOPLR) offers exciting career paths with opportunities for ongoing development. Now is an outstanding time to join DOPLR and be part of the positive developments underway in State HR. DOPLR offers a supportive, team-centered environment with a strong emphasis on training and development. Check out opportunities to join the State HR team on Workplace Alaska (pro tip: check both the State Employee and All Applicant job boards and search “human resources”). The Careers in State HR website has a wealth of information about working in DOPLR.
DOPLR Comings and Goings
This is a new section on the HR Update where we are hoping to highlight some of the comings and goings within Division of Personnel and Labor Relations.
Goings
- JP Zaguirre (RS)
- Robin Bartlett (ER)
Comings
- Arlene Toledo (RS)
- Stephanie Lenahan (RS)
- Katie Smith (RS)
- Ina Lewis (ER)
- Rhona Sikeo (AM)