Employee Instructions

Step 1 - Access your online self assessment form

• Check your email for the 2023 Performance Review Form, with the subject line “FY23 Self Assessment for...” and click on link in the email.

• Or, login to the Performance Review Website, pmp.lbl.gov, and click the "2023 Self Assessment" button. 

Step 2 - Assess your performance

• Type in your accomplishments, comments, and interests.

• For the PMP form, type text under each salmon colored, instruction section, in the white text box.

• For the PRD form, type text under each gray instruction section.

• Use of bullets is highly recommended.

• Use copy and paste from word documents or other Google Docs.

• As you type, your text will be automatically saved. 

Step 3 - Continue working on your self assessment

• To continue working on your self assessment, return to Step 1 above.

• You may revisit these steps as many times as necessary prior to the deadline to submit your self assessment. 

Step 4 - Submit your self assessment

• Login to the Performance Review Website, pmp.lbl.gov.

• Click the "Finalize now" button.

• Click the "Submit" button. 

Additional Employee Resources

• Google Doc Training Video

• Learning modules

• HelloSign Tip Sheet

• Hello Sign FAQ

• Employee Guidance (for non-represented staff)

Supervisor Instructions

Step 1 - Access employee's performance review form

• Check your email for the 2023 Performance Review Form, with the subject line “Due July 13th: FY23 Performance Review for...” and click on link in the email.

• Or, login to the Performance Review Website, pmp.lbl.gov, and click the Performance Review link on the row for the employee you wish to evaluate.

Step 2 - Enter feedback in employee performance review

• Review the employee's self assessment (if available). (PMP forms will have self-assessment included as a combined performance review form.)

• Type in your assessment of employee's performance.

• For the PMP form, type your comments under each “supervisor” instruction section in the white text box.

• For the PRD form, you may chose to create sub- categories or headings to organize your comments based on expectations from goals of the previous performance year and/or the employee’s position description.

• Use of bullets is highly recommended.

• Each performance review must include a performance rating.

• Use copy and paste from word documents or other Google Docs.

• No need to look for a save option; Google Docs saves automatically each time you make changes. 

Continue a review you’ve started

• To continue working on your text, return to Step 1 above.

• You may revisit these steps as many times as necessary prior to the deadline to share the review with your one-up reviewer/s.

• After sharing the document with your One-up Reviewer/s, you will still have access to make revisions to the review.

Step 3 - Rate employee

• Go to the Performance Management Process Website.

• Find the row for the employee in the "Supervisor Table."

• Select the proposed rating from the drop-down list.

• Your selection is saved automatically.

• Complete the PMP ratings form for any "O", "E", or "NI" ratings along with your supervisor review by 07/13/21.
  

Step 4 - Release for one-up review

• Go to the Performance Management Process Website.

• Find the row for the employee in the "Supervisor Table."

• Click the "Share with reviewer(s)" button.

• Your reviewer/s will receive an email notification alerting them that the performance document is ready their review.

• You will receive an automatic email notifications when one-up reviews are completed. You may create an email filter to redirect these notifications if desired. 

Step 5 - Respond and resolve one-up reviewer comments

• Look for suggested changes or comment boxes throughout the review.

• Suggested changes are similar to track changes made in Microsoft Word.

• Any comments or suggested edits not addressed will be deleted during the finalization process.

• Suggested edits appear in a different colored text but will change to the default font color once accepted.

• Comments and suggestions can be found in two places.

  1. At the top of the review, click the “Comments” button in the top right-hand corner of your browser window.

  2. In comment boxes in the right margin throughout the review.

• You can accept suggested text by clicking on the check in the comment box or reject it by clicking on the "x."

• You can reply to a comment and/or resolve the comment once the issue has been addressed.

• If you'd like to address a comment to a specific person (i.e. one-up reviewer), type a plus sign followed by their email address (e.g.: +johndoe@lbl.gov). That person will receive an email with your comment

• Resolving a discussion removes the comment from the margin; it can still be accessed using the “Comments” button in the right-hand corner of your document.

• All comments and revision history is deleted when the document is finalized. 

Step 6 - Finalize employee's written review

• Once you have resolved all reviewer comments, accepted or rejected suggested edits and received clearance from your division management to finalize the review, go to the Performance Management Process Website and click the "Finalize" button for that employee in the "Supervisor Table."

• Click the "Submit" button.

• Note: Finalizing a document will share the document automatically with the employee. Make sure you have received Division authorization to proceed and are ready for the employee to see the review.

Access "finalized" employee review

• Login to pmp.lbl.gov.

• Click on the link for the final review.

• Once the review is in "finalized" status, the review is shared with the employee and s/he can view it. 

Step 7 - Conduct the review discussion

• It is recommended that you have a tablet or computer available to electronically sign the performance review during the performance discussion.

• Discuss the employee's performance using facts and descriptions of their impact and your expectations.

• Contact HR if you need guidance to deliver a difficult performance review.

• You and the employee will electronically sign the review to complete the performance review process. 

Step 8 - Sign final review

• Signatures are obtained electronically through HelloSign and are initiated by the supervisor.

• Once your Division has been authorized to proceed, the "Initiate Signing" button will become available on the Performance Management Process Website.

• Login to pmp.lbl.gov and click the "Initiate signing" button.

• Click the "Submit" button.

• This will initiate the signature process and send an email to the employee requesting for him/her to sign the document.

• Once the employee has signed, check your email inbox for an email with the subject line "[employee name] 2016 Performance Review - Signature requested by Performance Review Process Team."

• Click the button in the email to be taken to HelloSign to sign the employee's performance review electronically.

• Follow the instructions on screen from HelloSign to sign electronically.

• Both you and the employee will receive copies of the signed review in PDF format via email.

Additional Supervisor Resources

• Google Doc Training Video

• HelloSign Tip Sheet

• Hello Sign FAQ

• Supervisor Guidance (for non-represented staff)

• Performance Management Website

• Performance Conversation Resource Guide

• 5 Steps to Setting Annual Performance Goals

One-up Reviewer Instructions 

You will receive an email each time a performance document in your management line is ready for one-up review. However, you are only required to complete one-up reviews for employees that report to your direct reports (unless otherwise specified by the Department Head or Division Director).

If you wish to filter the email notifications received from the system, you apply a filter to your incoming messages in Google Settings. Refer to the following link for instructions to set this up: https://docs.google.com/document/d/1g0Vjbl1_6k0gx_20XIbmE-RpQ-ZsE5QHFnWqZChK5DA/

Step 1 - Access employee’s review form

• You will receive an email with a link the the drafted performance review; click on link in the email.

• Or, you may go to the Performance Review Website at pmp.lbl.gov to access the form. 

Step 2 - Propose suggested text (similar to track changes mode in Microsoft Word) or enter comments

1. Suggest text

• Suggesting changes is for editing language directly and suggesting specific wording to the supervisor.

• As you insert, delete, or revise text, your updates are provided to the supervisor as  “suggested” revisions.

• Your revisions will be tracked and appear in a colored font.  

• If the Supervisor accepts your changes, they will change to the default font color (black).

Step 3 - Enter review comments

• Commenting is best for offering general thoughts or feedback about sections or text in the document.

• Highlight or select the text you'd like to comment on.

• From the Insert menu, select Comment.

• Type your comment in the box that appears in the right margin of the document.

• Click the “Comment” button to save your comment.

• After inserting a comment, there are two main places you can view/edit/resolve it —

• Comment box

• Discussions thread

• Access the comments by clicking the Comments button in the top right-hand corner of your browser window

• You can reply to a comment with a new post, edit or delete a previous comment you’ve inserted, and resolve the discussion when you’re ready to remove it.

• Resolving a discussion removes the comment from the margin; it can still be accessed using the “Comments” button in the right-hand corner of your document.

• If you'd like to address your comment to a specific person (i.e. to the supervisor to indicate document has been reviewed), type a plus sign followed by their email address (e.g.: +johndoe@lbl.gov). That person will receive an email with your comment. 

Step 4 - Complete/submit your one-up review

• Go to the Performance Review Website at pmp.lbl.gov.

• Check the “Mark reviewed” button  in the One-up Review Table.

• The Supervisor will receive an email informing him/her you have completed your review.

Additional One-up Reviewer Resources

• Google Doc Training Video

• One-up Reviewer Role Description & Tip Sheet