Learning and Growth Tutorial for ENCV Administrators

Learning and Growth reviews will always be more accurate, objective and meaningful when input and feedback are consistently anchored to job-specific expectations. That’s what Encompassing Visions (ENCV) does. Based on the roles you and your staff are specifically responsible for, ENCV will enable each person’s contributions to be measured at the individual, team and organizational level in up to three (3) different ways;

Competency reviews focus on the job-specific and strategically relevant behaviours and the technical skills expected to be demonstrated by each person in the organization because of the job they are in.

The importance of a competency in each job is software-identified from Job Descriptions and Job Evaluation results stored in ENCV. As soon as an employee is attached to a particular job in the ENCV database, the software is able to ensure every Learning and Growth review will always be anchored to what each job incumbent is uniquely paid to do.

As an Administrator of the software, this should save you significant preparation time (and potentially some stress) because you won’t need to figure out what should be included in competency reviews for each Supervisor/Manager or their subordinates. The software will prompt everyone involved in each person’s Learning and Growth review with the same job-specific questions.

And please remember, if at any time someone in the organization feels the importance of a specific behavioural competency is under or over-rated, or the technical skills listed in the Learning and Growth review are not the right or even the best one’s, be sure to encourage them to speak with the Human Resources Department. There may be a requirement to update the linked Job Description and Job Evaluation result.

If a new Supervisor or Employee needs to be added into ENCV in order for them to participate in the Learning and Growth review process, hover over Administration in the Navigation bar and select the option ‘Users’.

Complete the information required, keeping in mind that the UserID is a primary key for the record and cannot be altered. Note: The Password will be changed upon first log in by the user, so a generic password can be entered here. Just remember what it is to tell them! Also, if your organization is large and users are frequently needing to be added/deleted from the ENCV database, contact ENCV to ask about our Data Integration module for automatically updating your ENCV database from your organizations HRIS or Payroll system.

Your Human Resources Department will help you to determine the profile needed for each new user.

1. Supervisors/Managers (as well as their direct reports completing an ‘INCUMBENT’ review) will be navigated directly to the Complete/Print Review screen when they log in. On that screen they will see their name as well as a) the names of any direct reports and b) the names of others in the organization who have asked to receive learning and growth feedback as part of a multi-rater (360 degree) learning and growth review. Each required review will have a review period and the date by which the Competency Review is to be completed. They are encouraged to start reviews and include supporting comments at any time during the review period. If they do, they just need to make sure they save their input at the end of each session by clicking on the (SAVE) icon. As the Administrator, you just need to ensure that all reviews are entirely completed by the ‘Due Date’ showing.

Note: As mentioned earlier, the Competency Review questions they will be answering are automatically generated by the software and will always be based on what the job incumbent is specifically paid to do.

2. For Competency Reviews, the screen will display the behaviours and skills that the Supervisors/Managers and Employees need to review. When a review is opened, it is assigned the status of ‘In-Progress’. There is also a column headed ‘Sub-Review Status’ which indicates the number of detailed questions related to the specific Competency, and how many have already been answered.

Only the most important Competencies in a person’s job will have detailed questions attached, and that threshold of what defines ‘Importance’ was set as an organizational standard by your executive management team. So, if you see a dash (‘-‘) in the Competency row, it means there are no sub-review questions because the Competency did not reach the threshold of importance in the Incumbents job.

Each Competency has a rating scale that will have already been determined as 1-5 or 1-10 by the organization. Regardless of which scale is enabled, the software will display a ‘tooltip’ definition for each number when the mouse is hovered over top of any response option.

If the reviewer is unable to answer a question for any reason, they should select C/C (‘Cannot Comment’) as the response. Use of Cannot Comment does not negatively affect the employee’s final Learning and Growth score.

The text field headed ‘Competency Notes’ is not typically a required component of the review process but it is provided to enable important general comments to be made about the particular Competency. All comments entered will be included in the final Learning and Growth Review Report.

IMPORTANT! - All competencies do NOT have to be reviewed at one time. In fact, it will possibly be better, more thoughtful feedback if the reviewer doesn’t try to do it all at once. Reviews in the Encompassing Visions software system can be saved and returned to at any point during the review period. The software will keep the review open, even if every Competency has already been reviewed, until the ‘Due Date’ has been reached.

Based on default Policy settings, the system will automatically prompt Justification comments if responses have resulted in an overall ‘High’ or ‘Low’ rating for the related Competency. The review will not be considered ‘Complete’ by the software until justifications have been entered.

To facilitate the process of completing Learning and Growth Reviews, ENCV is now available as a Mobile App on your Android/iOS cell phone or tablet. See Mobile App, for more information.

Through a Policy setting in the software, Encompassing Visions can be set up to enable a Supervisor/Manager to copy the ‘INCUMBENT’ Competency review of a direct report (when the review is for the same review period and has already been completed by the incumbent). This functionality may prove valuable to Supervisors/Managers because it provides them with upfront information about staff perspectives on how well they think they did during the review period. It also has the potential to save them time in the completion of direct report Competency reviews. With copying, all responses and comments entered by the incumbent will be migrated into what will then become the ‘SUPERVISOR’ review. The original ‘INCUMBENT’ review remains in the software database, unchanged. At this point, the Supervisor/Manager can make whatever changes and comments they think are necessary in their review, knowing that it will now reflect the Supervisor/Managers perspective, and how well they correlate with the perspectives of the person being reviewed. Please note that by default the related Policy setting is set to be enabled but can be disabled by going to Administration in the navigation bar, then choosing Policies>Employees>’Do you want to allow supervisors to copy their employees incumbent review?’ and changing the Policy value to ‘No’.

At the top of the Competency Review screen, the reviewer will notice an indicator that shows the review status and information about how many Competencies in the review have been completed.

On some occasions it may be more convenient to print the Learning and Growth review on paper in order to complete it (i.e., when internet connectivity is limited or not possible). If that is the case, and a review (already started) is needed to be completed offline –

a. In the ‘Employees module’, select the Employee name in the table with a single click of the mouse

b. From the ‘Actions’ box, select

- “Add/Edit Reviewers for (Employee Name).”

c. Select the “Review” from within the reviews screen. The review will be “In-Progress.”

d. From the ‘View’ drop down list select the ‘’Printable Review-to-Date.”

Please remember that any responses and comments recorded on this paper copy will need to be keyed into the software at a later date.

Note: The option ‘Print Review-to-Date’ displays a printable copy of the review that includes any responses and comments that were previously entered into the software by the Supervisor/Manager or Employee for that specific review.

This function enables Supervisors/Managers to have a look at Learning and Growth reviews being completed by direct reports who are reviewing the Manager’s indirect reports. It will tell the Supervisor/Manager whether reviews of indirect reports have been started so they can follow up in a timely fashion to ensure they get done on time. It will also enable them to potentially address any areas of concern with the review well before the review is considered complete and approved by their direct reports and the employee under their supervision. Access is restricted based on the organizational relationships of the person logged in.

a. Note: For CONFIDENTIALITY reasons, this function is disabled for any direct report self-assessments (i.e., ‘INCUMBENT’ reviews).

If the Status of a review is showing ‘Not Started’, you will also notice that the

icon (showing at the bottom right of the screen) will be grayed out.

Once the Employee or Supervisor/Managers has completed the Competency Review, they (or you on their behalf) should -

• Scroll over the Employees header in the navigation bar at the top of the screen.

a. Filter the employee list as required. If you need to see all the employees, simply clear filters (

e. Default Filter parameters will be displayed. Make sure the ‘Role’ and date range for when the review was ‘Completed’ are accurate. It might be of value to include comments from others if there were more than just your review completed during the selected review period. Select ‘All Reviewer Comments’ if you would like to include them in the system generated Learning and Growth report, then click the green ‘OK’ button.

Please note that only responses from the selected reviewer role will be included in the calculated Learning and Growth rating. Further, ENCV ensures that individuals printing a Learning and Growth report for themselves – regardless of the ‘Role’ they select – are limited to only seeing their personal (i.e., ‘INCUMBENT’) review. One more thing… If the Supervisors/Managers are seeing the ‘INCUMBENT’ comments showing up twice in the report, its because they didn’t delete the ‘INCUMBENT’ comments in their ‘SUPERVISOR’ review when they copied the ‘INCUMBENT’ review. Please advise them to do that now.

Ideally, before the review ‘Due Date’ has been reached, the Supervisor/Manager should plan to meet with each staff member separately to review and finalize the documentation. If they believe changes are appropriate to make following discussion(s) with the employee, the Supervisor/Manager should make them in their ‘SUPERVISOR’ review.

Competency ratings in ENCV are significantly influenced by two things: 1) the relative importance (from 1 to 10) of each competency in the job the incumbent is paid to do, and 2) how well job incumbents are demonstrating those job competencies. In this way, incumbents performing very important job competencies at a high level will likely realize a very good overall competency rating in ENCV, even if some lesser important job competencies are not performed at the same level of proficiency.

In the Employee Learning and Growth Report, the job competency ‘Importance Rating’ assigned to each listed competency is system-generated based on the Job Description and Job Evaluation process that determined the job level / compensation range for the job. Having this direct link (unique to ENCV) helps to ensure a clear and consistent understanding of expectations and deliverables between the incumbent and their supervisor. It also guarantees that Learning and Growth ratings are truly based on what the job incumbent is paid to do, not what the employee or supervisor thought the job required.

Feedback objectivity is supported by ENCV as it enables one or multiple reviewers to provide Learning and Growth feedback for individuals on their team.

Objectivity is further supported with multiple detailed questions that are system prompted for every competency that has a high ‘Importance Rating’ (usually 7 or higher) in the job performed by the person being reviewed. Having detailed questions ensures measures are more consistent and reviews more thorough. Any competencies scored as ‘Cannot Comment’ are excluded from all calculations within ENCV. That ensures a person’s ‘Overall Competency Rating’ is not inappropriately effected - positively or negatively.

1. In the Employee Learning and Growth Report, each listed Competency has an ‘Importance Rating’ that is unique to the job the employee is assigned. As mentioned, this ‘Importance Rating’ comes directly from the Job Description and Job Evaluation process (i.e., it is tied directly to what the job incumbent is paid to do.)

2. The report will list the number of people (# of Reviewers) who completed a Learning and Growth review for the employee during the selected review period.

3. Any reviewers who couldn’t evaluate a competency will be counted under the ‘Cannot Comment’ column.

4. The ‘Response Average (max 5 or 10)’ reflects the rating scale that reviewers used (1-5, or 1-10) to respond to Competency review questions in the Learning and Growth review. The number in this column attached to each Competency is the specific response (if one question) or the average of all detailed responses calculated by ENCV to three (3) decimal places.

5. The numbers showing in the ‘Evaluated Points’ column are the result of multiplying ‘Importance Rating’ x ‘# of Reviews’ x ‘Response Average’ -

a. The total actual ‘Evaluated Points’ are calculated by the software by adding up the individual ‘Evaluated Points’ for each competency listed/reviewed;

b. The total potential ‘Evaluated Points’ are calculated by the software by adding up what the total number would have been if the incumbent had received a perfect rating (5/5 or 10/10) for every competency listed/reviewed;

c. Dividing the ‘total actual’ points by the ‘total potential’ points and multiplying the result by 5 (or 10, depending on the rating scale used) determines the Learning and Growth Rating to three (3) decimal places. This number is displayed under the column headed ‘Evaluated Rating’.

6. The resulting number is then mapped into the Competency Summary table displayed in the report to provide terminology and definition to the Learning and Growth rating calculated by the software.

If your organization has determined that Learning and Growth Reports are to be electronically archived and approved, the Supervisor/Manager should -

1.	Generate the Learning and Growth report by selecting the ‘Complete/Print Reviews’ option under ‘Employees’ in the navigation bar at the top of the screen. Select the employee from the list and be sure to include the appropriate Reviewer(s) and Review Period.

3. Next, click the Archive Report button in the ‘Actions’ bar at the top of the Learning and Growth Report screen.

A notice will be generated by the software advising if you want to archive the report.

a. By selecting ’OK’, the system will then generate a notice advising the report has been archived.

By selecting ‘OK’, the system will take the Supervisor/Manager to the archived reports list and highlight the review just archived.

• The Supervisor/Manager should now request the Employee to log into the software and ask them to click on the ‘Archived Learning and Growth Reports’ option under ‘Employees’ in the header bar. The Employee should then review and complete the ‘Employee Comments’ section at the bottom of the Archived report, tick the box labelled ‘Reviewed’, and then be sure to ‘Save’ the information by clicking on the ‘Save’ icon.

•

Once the Employee has entered their comments and designated the Learning and Growth report as ‘Reviewed’, the Supervisor/Manager can now see the ‘Employee Comments’ entered, designate the report as ‘Reviewed’ by them as the ‘Lead’, and then click on the ‘Save’ icon. (Note: If the Supervisor/Manager has any issues or concerns with what the employee entered in the ‘Employee Comments’ section, these should be discussed and resolved at this time. To make any change to Employee Comments, the employee must first remove their ‘Reviewed’ designation for the archived report. They need to be logged into ENCV to do this. Alternatively, if the Supervisor/Manager has generated the report and he or she is reviewing it with the employee on their computer monitor, the employee can remove their ‘Reviewed’ status - and prove they are in fact the employee - by entering their ENCV password when prompted.)

If “Cancel” is selected, the system will close the screen. The Archived report will have been saved, but without any comments or a ‘Reviewed’ designation in the software. That information will still need to be entered at another time. When the Reviewer and Reviewee are ready to, instruct them to follow the same simple steps outlined above (i.e., navigate to ‘Employees’, click on the ‘Archived Learning and Growth Reports’ option, select the specific Archived Learning and Growth report they are looking for, and double click the mouse.)

As highlighted earlier, ENCV automatically sets up the secured ability for you, and each member of the different Organizational units to do self-assessments. Called ‘INCUMBENT’ reviews in the software, this functionality enables people to communicate how well they think they demonstrated the Competencies required in their roles.

For each Supervisor/Manager or Team Lead, they will also automatically be asked to review the job-specific behaviours and technical skills demonstrated by their direct reports - called ‘SUPERVISOR’ reviews.

Sometimes it is helpful to also invite others to provide Learning and Growth feedback from a ‘Client’, ‘Peer’, or ‘Subordinate’ perspective. With more diverse perspectives about the behaviours and technical skills demonstrated, there is a heightened probability that the summarized Learning and Growth feedback will be more thorough and objective - and perceived as so.

By default, the Policy setting that allows Supervisors/Managers to add Reviewers for staff reporting directly or indirectly to them is enabled. You can change it by going to Employees in the navigation bar, then choosing Employee Settings > Reviews > Do you want to allow Leads/Supervisors to add/delete reviewers in the Complete Reviews page? and select ‘No’ as the Policy Value.

1. Identify and agree with the employee about who may be best suited to be an additional Reviewer, and request that persons permission/approval to be added as a ‘Reviewer’.

2. Go to the ‘Employees’ option in the navigation bar at the top of the screen and select the option ‘Complete/Print Reviews’. On the Complete/Print Reviews’ screen, single click on the name of the employee they want to add a reviewer for, and then click on the add

icon.

4. The ‘Reviewee’ will be the name of the employee they have previously selected to add a reviewer to.

5. Search for the name of the person they would like to add as the ‘Reviewer’. In the ‘Reviewer’ text field, begin typing either their first or last name. The system will suggest people who match their search criteria from within.

See the example provided above. Kendal Irving and his ‘Competency’ review have been selected, which is why the ‘Competency’ review is the selected default in this filter.

8. Carefully review to make sure the review default dates (‘Start Date’, ‘End Date’, and ‘Due Date’) are correct.

9. Click the ‘Save’ icon to add the Reviewer, or ‘Cancel’ if they decide not to add them as a Reviewer.

When the added new ‘Reviewer’ next enters the ‘Complete/Print Reviews’ module of ENCV, they will now see the name of the employee they previously agreed to provide Learning and Growth feedback for.

If the Organization has chosen to ‘not’ turn on the policy for Supervisors/Managers to add a Reviewer; then you, as the ‘System Administrator,’ may add reviewers on behalf of the Supervisor/Managers.

b. Go to the ‘Employees’ option in the navigation bar at the top of the screen and select the option ‘Employees’.

d. On the ‘Employees’ screen, select ‘Add/Edit Reviewers for Selected Employee (

)’ from the ‘Actions’ box.

g.	Search for the name of the person they would like to add as the ‘Reviewer’. In the ‘Reviewer’ text field, begin typing either their first or last name. The system will suggest people who match the search criteria.

h. Select the ‘Role’ of the Reviewer based on the relationship with the Reviewee. Click on the arrow down to see the available options.

j. Carefully review to make sure the review default dates (‘Start Date’, ‘End Date’, and ‘Due Date’) are correct.

k. Click the ‘Save’ icon to add the Reviewer, or ‘Cancel’ if it is decided not to add them as a Reviewer.

l.	When the added new ‘Reviewer’ next enters the ‘Complete/Print Reviews’ module of ENCV, they will now see the name of the employee they agreed to provide Learning and Growth feedback for.

Your organization will have set a time limit for the length of time that reviews are available to be edited after they are completed. This time limit could be days or weeks, depending on what the organization prefers. What this means for the reviewer is that they can complete the review in Encompassing Visions and then go back and make changes until the review is locked. The reviewer can enter responses and add notes to the Competency review throughout the review period. The review will not lock until a) the review itself has been completed, b) the review due date has passed, and/or c) the Lock period has been exceeded.

As the Administrator, you can view these Policy settings for Competency Reviews by navigating to Employees in the navigation bar, then selecting Employee Settings > Core Tables > Category (pulldown arrow) > Review Type > Competency and then double click to edit ‘Lock Period’.

Completed and locked reviews cannot be modified by Employees or Supervisors/Managers. If a change to a locked Review is required, it must first be unlocked by the Administrator as only they have that system authority. Please note that even for you as the system Administrator, a review can only be unlocked if it was completed/locked no later than for last year's review period.

To unlock a Competency Review, go to Employees in the navigation bar, select Employees > single click on the employee name with the locked review > select ‘Add/Edit Reviewers for Selected Employee (

)’ from the ‘Actions’ box > double click on the Competency Review needing to be ‘unlocked’ > then make the review Incomplete (i.e. ‘Unlocked’) by removing the completion status on the Edit Review Details screen. Save, or Cancel.

Note: The Review status can only be changed to incomplete (IN PROGRESS). As the Administrator you will not be able to mark the review Complete. The Reviewer must go back to the Review and make any necessary changes for the review status to be reset to Complete.

Administrators have the ability to identify and advise reviewers (organization-wide or department-specific) of upcoming/late Learning and Growth reviews.

Please consult with your IT department prior to turning on notifications. See Policies located in the Administration Module. "Administration > System Settings > Email". These policies enable notifications to be sent from the application.

This function will generate system-wide E-mail notifications to remind Reviewers to complete upcoming Learning and Growth Reviews and when Learning and Growth Reviews are overdue. It uses the Expected Review Date of the Reviewers to determine which Reviewers are to be notified.

Core Tables, in the Employee Module under Employee Settings, contains the E-mail Message Defaults that are available to view and customize the base text for the messages. Notifications can be sent to a selected group of Reviewers from the Reviewers Notification function in the Employees module.

After the system has processed the notifications, a status window explains how many reviewer notification message(s) have been successfully created for delivery and how many were not created due to missing (blank) email addresses.

Developing employees makes good business sense because it communicates a genuine interest in their future. Training builds loyalty and engagement while increasing productivity because talented people appreciate meaningful support when coaching and mentoring are made available to them. And, the most effective programs emphasize a correlation between personal development and Learning and Growth review feedback; that way, people can clearly see that their career growth and success requires evolving their expertise through training.

But like other capital investments, senior management needs to know what the measurable outcomes of employee development will be so they can accurately determine rates of return.

ENCV consolidates employee Learning and Growth feedback to any required level within your organization. In the process it quantifies training needs, identifies potential mentors, and enables the impact of training investments to be measured. Further, it magnifies the importance of continuing to invest in employee development when improvement is quantified and can be seen to closely correlate with the Learning and Growth targets of the organization (e.g., increased efficiency, revenue growth, expense management, productivity, etc.).

The software can quickly consolidate information to show you in a dashboard graphic how well each department is performing vis-a-vis the organization as a whole. Information generated includes a detailed breakdown of competency strengths and weaknesses, and a prioritized list of training needs so the organization can immediately 1) know which training investments have the greatest potential to impact team Learning and Growth, and 2) track year over year changes in team Learning and Growth to verify that training investments had the expected impact on improving team Learning and Growth.

On the navigation bar at the top of the screen, hover your mouse over the header labelled ‘Analysis’ and select ‘Organizational Learning and Growth’.

The ‘Organizational Learning and Growth’ screen enables you to select specific reports that relate to 1) summarized information about the area of organizational responsibility, or 2) employee-specific information about people who work within the area of organizational responsibility.

A filter will be displayed for determining what specific information you would like to include in the analyses based on the report being generated.

Select any area of the organization from the pulldown options that you have been asked to generate the report for.

Complete the rest of the filter options displayed to ensure ENCV generated reports will include only the information you want to see.

• ‘Strengths’ will have already been defined by your organization in ENCV. People with competency Learning and Growth evaluations at or above that definition will be identified as having a Strength in these reports. Employees with a strength in certain Competencies or Skills may be able to offer support or training to others in the organization (mentor matching). Knowing employee strengths will also help determine whether the organization is building up the capacity to support the achievement of short and longer term operational and strategic goals.

• ‘Development Opportunities’ are competencies that have been identified by ENCV based on the size of the ‘gap’ between each person’s demonstrated Learning and Growth of the competency AND the importance of the competency in each person’s job. Consequently, the order displayed in graphs represents priority ranked competencies for improving individual and team Learning and Growth. Knowing employee development opportunities helps to focus individual, team and organization-wide training plans. It also enables your organization to measure the impact of training through year over year analysis of competency Learning and Growth changes – always measured to three decimal places.

‘Competency/Technical Strengths’ reports provide the names of employees who could be potential ‘mentors’ to others based on the level of Learning and Growth they have demonstrated in their current work.

‘Competency/Technical Development Opportunities’ reports provide details about people in the organization who would benefit from specific training and development opportunities because their Learning and Growth does not indicate these important competencies/technical skills are a ‘Strength’.

Due to the highly sensitive nature of this information, only Administrators are given access to this module.

This function utilizes Learning and Growth history (the behaviours, as well as technical skill proficiencies demonstrated) to generate a prioritized list of Employees who could move into a specific job. For employees, this means Learning and Growth history counts. How Employees develop and demonstrate both job specific and organizationally relevant competencies in their current job will significantly impact their future career opportunities within the organization.

For supervisors, the software identifies and prioritizes the names of the best internal candidates based on competency fit, all in a matter of seconds. It calculates the likely Learning and Growth of candidates as if they had been in the job last year. It identifies the top developmental needs they will have (based on Learning and Growth history) if they are assigned the job, enabling developmental training to begin at any time.

For management, Encompassing Visions ensures that the Succession Planning process supports organizational values and the achievement of organizational objectives. It ensures that succession planning decisions reflect both WHAT is needed to be done, and HOW it is expected to be accomplished - today, and in the future.

a.	Go to the ‘Analysis’ option in the navigation bar at the top of the screen and select the option ‘Succession Planning’. All jobs in the system are displayed sorted by Job titles.

b. Single click on the title of the Job you would like to query for a candidate.

This screen allows you to choose parameters to make the candidate list as meaningful as possible.

If you choose to include skills, the analysis will look at the skills linked to each Employee’s file in ENCV to determine if the Employee has the skills that are required for the job, regardless of whether their current job requires those skills be applied.

• The list of candidates is sorted by New Job Score (descending) so the Employee who is the best fit is at the top of the list.

• The Current Job Score is the Employee's overall evaluation in the current job.

• The New Job Score is how the Employee would score in the new (queried) job after job competencies have been adjusted for relative level of Learning and Growth (using the Competency importance ratings for the queried job).

As outlined on Page 4 of this Guide, fully ‘encompassing’ Learning and Growth reviews will include analyses of Business Objectives (BO)‘accomplished’ and Personal Development Objectives (PDO) ‘achieved’. When integrated with ENCV’s job-specific Competency Reviews, your organization - and every employee who works within it - will know that individual, team and organizational Learning and Growth feedback is the most objective, respectful and actionable information possible.

Every year there may be new or recurring tasks or projects that need to be accomplished. Each important task or project detail is considered a Business Objective in ENCV, and each will have a specific completion date assigned to it (see ‘Suggestions for Creating SMART Objectives’). Over the course of a Review Period (typically 1 year in duration, and usually associated with the organizations Fiscal cycle) there may be several Business Objectives each person will be expected to accomplish. Whether there is one or several Business Objectives with the same or different Due Dates, all objectives for each person should collectively be included in one ‘Business Objective Work Plan’ for the stated Review Period.

Every year there may also be one or more specific Personal Development Objective(s) every person on staff will be asked to address. These objectives may be tied to an earlier Learning and Growth review where development of a specific Competency was identified as something important and beneficial for them to develop. Regardless of the number of personal development objectives a person may have, or when each might be expected to have been developed, they should be collectively included in one ‘Personal Development Objective Work Plan’ for the stated Review Period.

Creating A Business Objective Work Plan / Personal Development Objective Work Plan.

1. Scroll over to ‘Employees’ in the navigation bar to display the related menu options.

The system will open the input screen for the type of Work Plan you have selected.

Each Supervisor/Manager will only ever see Work Plans related to themselves and their direct reports. The direct reports will only see work plans for themselves when they log into the system. If there is no detailed information showing under the report headings, that means there are no previous Work Plan(s) to display. As the Administrator, you will see all employee Work Plans created within/across the organization.

a. If you are creating a new Work Plan either for yourself or someone else, click the

icon in the ‘Actions:’ bar at the top left of the screen.

b. In the ‘Employee’ text field, begin to type your name or the name of another employee, and select the correct name when the system prompts it.

You will notice that the ‘Work Plan Title’ field is pre-populated with a "Fiscal Year" label. For consistency and ease of future reference, it is recommended you keep the system suggested Work Plan Title. It can however be changed if you need to. Verify the pre-populated ‘Period Dates’, change as necessary, and then click on the green arrow forward button to proceed with entering the first Objective of the Work Plan.

You will be directed by the software to another input screen where details about the first objective can be entered. After Objective #1 has been entered, click on the green arrow forward button to enter Objective #2, and so on until every objective for the ‘Fiscal year’ has been entered.

Alternatively, for a new Work Plan that has been entered in the top half of the screen, highlight it with a single click of the mouse, then in the bottom half of the screen (i.e., ‘Work Plan Details’) click the ‘Add’ icon in the ‘Actions:’ bar.

• You may save the Work Plan at any point, even if all Objectives have not yet been completed. Please note though that you will not be able to approve the Work Plan until all the required details for every Objective have been entered.

Supervisors/Managers and staff must agree on the timing and quality of results tied to each objective, including the general approach required to achieve them, and the resources and support that will be needed to accomplish them.

2.	Agree on the most important work-related priorities that each team will focus on in the coming Review Period and ensure a shared understanding of how those work priorities will support the priorities of the Organization.

▪ REALISTIC (The situation has been evaluated and the needs to accomplish the goal are known.)

▪ TIMELY (It is reasonable to start it now or near future, and there is a set ‘end’ date).

• The Valid column will remain blank until every required field for each listed Objective has been completed and saved. Note: The distributed Percentage Weighting across all Objectives described in the Work Plan must total 100%.

• Regardless of who has created the Work Plan and its specific Objective details, the information should ALWAYS be based on agreement and shared understanding of expectations, deliverables and timelines.

Some people have Business Objective Work Plans that change very little from one year to the next. If that is the case, you can use ENCV functionality to ‘copy’ a specific Work Plan from the previous year. To copy an existing Work Plan, start by identifying the persons Work Plan you want to copy, and then single click the mouse on it. Then click the

icon in the ‘Actions:’ bar at the top left of the screen.

You will notice that the ‘Employee’ field is pre-populated with the selected Employee’s name and a ‘New Work Plan Title’ is requested. Verify the pre-populated ‘Period Dates’, change as necessary, and choose whether you want to also ‘Copy Resources Costs’ and/or ‘Memo Notes’ from the original Work Plan.

Next, click on the green arrow forward button at the bottom of the screen begin reviewing and editing (as necessary) each copied Objective in the ‘new’ Work Plan. Note: All ‘Approvals’ and any ‘Confidential Comments’ in the original Work Plan are NOT included in the copied version.

This functionality is not available to the Administrator. However, we wanted you to be able to see how this works for Supervisors/Managers in case they had any questions.

If the Supervisor/Manager has a number of people reporting to them who do the same job and will have very similar Business Objectives, they first need to create a Work Plan for one of the job incumbents, including expected objectives to be accomplished during the Review Period. To do this, they need to go to Employees in the navigation bar, select the ‘Business Objectives’ option, add/insert a new Business Objective Work Plan, and then enter all the specific objectives needed to be achieved during the Review Period. When the Work Plan is proven ‘Valid’ by ENCV and ‘Approved’ by the employee and the Supervisor/Manager (as their ‘Lead’) they will see that the Employee’s Work Plan is listed in the top section of the screen with the specific related objectives listed at the bottom. If the Business Objective Work Plan is ‘Valid’ and ‘Approved’ by both the Employee and their ‘Lead’, it can be copied to others by single clicking on the Work Plan to be copied, then clicking the

icon in the ‘Actions:’ bar at the top left of the screen.

They will notice that the ‘Employee’ field is pre-populated with the selected Employee’s name and a ‘New Work Plan Title’ is requested. They will need to verify the pre-populated ‘Period Dates’, change as necessary, and choose whether they want to also ‘Copy Resources Costs’ and/or ‘Memo Notes’ from the original Work Plan.

Next, they should select ‘Group by Job’ to see the names of all other subordinate employees who are attached to the same Job, or ‘Group by Organization’ to see the names of subordinate staff who work as peers of the person you have copied the Work Plan for. By selecting the names, they wish to copy the Work Plan to and then clicking the Save button at the bottom of the screen, ENCV will distribute a copy of the Work Plan to each of them. Please note that each employee receiving the Work Plan will still need to individually approve it, as will the Supervisor/Manager, before it will be reviewable.

• The Supervisor/Manager can copy Work Plans to other employees who directly or indirectly report to them;

• They cannot copy a Work Plan to someone at a higher level in the organization than them.

Once the Objective details are proven Valid by ENCV, each Work Plan still requires approval by the Supervisor/Manager (as the ‘Lead’) and the employee for whom the Work Plan was created. Please note that if a Work Plan is not ‘Approved’ by both the ‘Employee’ and their ‘Lead’ it will not be available for evaluation.

• On the top half of the screen, double click on the Work Plan they want to ‘Approve’.

oHave them tick the Lead Approved box if they agree with the Work Plan objectives as detailed.

oHave their direct reports log in and tick the Employee Approved box if they also agree with the Work Plan objectives as detailed. Direct reports can also approve the Work Plan from the Supervisors/Managers computer monitor if they have their ENCV password (which is required for security purposes).

Once the Work Plan is approved, it cannot be edited. Should changes be required, it will first need to be UNAPPROVED by both the Supervisor/Manager and their staff member. When the edits have been made to the plan, it must once again be re-approved as outlined above. Unapproving a Work Plan will only be possible if its review has not yet been started.

Only Administrative Users can Unlock a work plan once a review is in place. This security is to prevent the work plan from being changed after reviews have already been completed.

3. A confirmation required message will be generated. Click ‘OK’ to continue or ‘Cancel’.

4. The work plan will now appear as incomplete, not approved and not locked. Changes to the Work Plan’s content can now be made.

6. The Work Plan will now be reviewable again. Information previously entered will remain intact but should be reviewed to ensure it is still correct, and only new objectives need to be evaluated to complete the review.

For most people first logging into ENCV, the software should take them directly to the ‘Complete/Print Reviews’ module. (If it doesn’t, contact us at ENCV to help you reset your organizations Profile settings!) To complete a Work Plan review, users can also go to the ‘Employees’ heading in the navigation bar at the top of the screen, and select the option labelled ‘Complete/Print Reviews’.

a. Employee’s will only see their name on that list and will be asked to do an ‘INCUMBENT’ review. If they have been previously asked to do a Learning and Growth review of someone else, they will also see that person’s name on the list, and the relationship they have to them potentially defined as either ‘PEER’, ‘CLIENT’ or ‘SUBORDINATE’.

b. For the Supervisor/Manager, they will see their name on that list as well as the names of all their direct reports. They will be asked to do an ‘INCUMBENT’ review for themselves, and a ‘SUPERVISOR’ review for their staff. If they have been previously asked to do a Learning and Growth review of someone who is not on their team, they will also see that person’s name on the list, and their relationship to them potentially defined as either ‘PEER’, ‘CLIENT’ or ‘SUBORDINATE’.

Note: As previously described with ‘Competency Reviews’, the Supervisor/Manager will be prompted by the software with an option to copy the completed BO or PDO self assessment of their direct report (i.e., their ‘INCUMBENT’ review). If they select the option to do so, all responses and comments will be copied into what will then become their ‘SUPERVISOR’ review. If the direct report has not yet completed their Work Plan self assessment, it will not be available for copying. By default, this copy Work Plan option will be enabled for Supervisors/Managers. If your organization does not require/desire the ‘copy INCUMBENT Review’ Policy, it can be disabled by going to Employees in the navigation bar, then choosing Employee Settings > Reviews > ’Do you want to allow supervisors to copy their employees incumbent review?’ and changing the Policy value to ‘No’.

•Double click on the specific Objective to be reviewed, completed and/or commented on:

d. Using the scroll bar down the right side of the screen, make sure the full description of the specific objective’s details and deliverables are read.

If it is determined that a specific objective should not or could not have been evaluated during the review period (e.g., it is no longer applicable, required resources to accomplish it were not available, there was a change in priorities, etc.) the objective should be marked as ‘C/C’ (i.e., ‘Cannot Comment’). Ensure the Comments section is completed with information about why the

• Scroll over the evaluation rating buttons (1-5 or 1-10) to display rating definitions. Select the one that is most appropriate.

•	Once all objectives have been evaluated and commented on, click to ‘Save’ the input and close the Objective list details screen. They will be returned to the Complete Reviews screen, and the Review List screen should now be updated to display the status of the review.

Available in Encompassing Visions, these graphical and analytical reports effectively communicate and track Learning and Growth details at an individual contributor, team and organization-wide level. Reporting on job–specific behavioural and technical skills demonstrated, business objectives accomplished, and professional development goals achieved, the software provides both detailed and summarized information about who is doing what, how well, at what cost, and to what benefit.

Many of these aggregate reports are found in their related modules, and specifically in the ‘Organizational Learning and Growth’ area of the ‘Analysis’ module.

Under the sub-heading ‘Learning and Growth Review Summary Reports’, much of this detailed information about people and team Learning and Growth is available for analytical comparisons over time. Including, information about the financial costs ($’s) related to specific business objectives can be tracked for organizational budgeting purposes.

1. Go to the ‘Analysis’ option in the navigation bar at the top of the screen and select the option ‘Organizational Learning and Growth’.

The Employee Learning and Growth Review Summary Report gives a listing of the overall Learning and Growth Evaluation, as calculated in the Learning and Growth Report, for each of the selected Employees.

As mentioned earlier, to facilitate the process of completing Learning and Growth Reviews, ENCV is now available as a Mobile App on your Android/iOS cell phone or tablet. The new app is available from https://app.encv.com and with the latest version of Encompassing Visions.

The mobile app has the same functionality and feel as what the Supervisor/Manager and the Employees will see on their desktop. The

screen will open up the following content. Click on one of the titles (icons) to open up each of the descriptions.

By default, an incumbent and their Supervisor/Manager will be set up to do these reviews. These defaults, and the terms used to define these review types, may have been altered to match procedures and terminology within your organization. The Review List screen lists all of the reviews that the Reviewer is required to complete. By default, the list is sorted so that the reviews most urgently requiring their attention - the incomplete reviews and the reviews with the earliest due date - are at the top of the list. Also by default, the list displays reviews that are for the Current Review Period being completed by your organization.

•When entering the mobile app, the user will see the following on their Review screen:

oA Progress Bar along with a percentage indicator identifies how many Competencies have been reviewed so far.

oA line through the percentage indicator and a gray progress bar indicates the review is Not Started.

oThe percentage indicator marked 0% and gray progress bar indicates the review is In Progress.

The Review Process is the same as completing on desktop. However, the Supervisor/Manager is not able to copy an ‘Incumbent’ review and save it as a ‘Supervisor’ review at this time.

The tooltips for the response options are located in the Help icon (below the navigation bar).

Note: All reviews are automatically saved to your server. This is indicated by the following: LearnGrowthAdminComp67

located on the navigation bar.

If a new version is available, there should be a green button at the bottom of your screen:

•Clicking the “New Version Available” button reloads the app, which should update it to the latest version.

•Learning and Growth reviews and ratings are more Objective because they are always based on what a person is specifically paid to do - nothing more, nothing less;

•The process ensures Accountability because expectations and Learning and Growth measures can be clearly communicated before the year even begins, they don’t change unless the job does, and every aspect of what a Learning and Growth review should include – what was accomplished, and how it was done – are measured;

•Employee recognition programs and training / development plans demonstrate Respect to each person on your team because they are always based on an accurate and objective understanding of how each person’s contributions made a specific difference to individual, team and organizational success; and,

•Succession and career planning decisions are always based on the most accurate and objective information available about people and their capabilities – not who a person knows, but what a person has proven they can do.