Learning and Growth Tutorial for Employee (Competencies only)
Learning and Growth Tutorial for Employee (Competencies only) |
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Learning and Growth Reviews (Competencies Only)
Employee
The Learning and Growth Review Process 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 role you are specifically responsible for, ENCV will enable your contributions to personal, team and organizational success to be measured.
Let’s start by talking about Competency reviews Competency Reviews Competency reviews look at the behaviours and the technical skills expected to be demonstrated in the job you do.
Completing an ‘INCUMBENT’ Competency Review 1.When logging into Encompassing Visions, you will be navigated directly to the Complete/Print Review screen. On that screen you will see your name, the review period and a due date. You are encouraged to start the review and enter supporting comments at any time during the review period. If you do, just be sure to save your input from each session, and have the entire review completed by the ‘Due Date’.
2.If you have been asked to provide review input for another person in the organization, you will also see their name on your list of reviews needing to be completed.
3.Select the review you wish to complete by moving the mouse over top of your selection and single clicking. Your selection will be bolded in black. 4.Double click to open the selected review. Note: The Competency Review questions you will be answering are automatically generated by the software and will be based on what is most important in your job, and to the organization.
For Competency Reviews, the screen will display the behaviours and skills that you need to review. You will notice there is a column headed ‘Sub-Review Status’. The Sub-Review Status column indicates the number of detailed questions related to the specific Competency and, at any point in time during the review period, how many you have already answered. If there is a dash in the column, that means there are no sub-review questions for that Competency. Double click on any Competency listed in the table to get started! Note: Only the most important Competencies in your job will have detailed questions. You will notice that each Competency has a rating scale. Organizational management will have already determined whether it is a 1-5 or 1-10 scale. Regardless of which scale you are asked to respond to, the software will display the definition for that rating if you hold your mouse (cursor) over top of the rating button. If you are unable to answer a question for any reason, select C/C (Cannot Comment) as your response.
The text field headed ‘Competency Notes’ is not typically a required component of the review process but is provided to enable you to enter any important general comments you want to make about that particular Competency. All comments you do enter will be included in the Learning and Growth Review Report.
Click the Save and Go button Competency. You can also click Save and the Previous button
IMPORTANT - click “Save” All competencies do NOT have to be reviewed at one time. Reviews in the Encompassing Visions software system can be saved at any point, and you can return to finish the review sometime later. The review will stay open, even if every Competency has been reviewed, until the ‘Due Date’ has been reached.
The system may automatically prompt you to provide justification comments if your responses have resulted in a ‘high’ or ‘low’ rating for the related Competency. Note: The review will not be considered ‘Complete’ by the software until you have provided justification.
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. If you do not have easy access to a computer, please contact your Administrator.
Checking Your Progress!! At the top of the Competency Review screen, you will notice an indicator that shows the review status and information about how many Competencies have been reviewed.
Print Review-to-date / Print Blank Review for Selected Employee 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 you want to complete the review offline – a.In the ‘Complete Reviews’ module, select your name in the table with a single click of the mouse. b.From the ‘View’ drop down list, select “Print Review-to-date” or “Print Blank Review” c.Click the “green arrow” d.The Competency Review will print to the screen. e.Print, Save or Export the report.
Please remember that any responses and comments recorded on this paper copy will still 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 you for that specific review. Printing Your Competency Review Once you have completed the Competency Review as ‘INCUMBENT’, you can print a summary of the information; •Scroll over the Employees header in the navigation bar at the top of the screen. •Select “Complete/Print Reviews”.
Note: The content of the printed report will only include review details of what you have said about yourself. It will not include any information about what other reviewers may have said. Only the Supervisor has the option to generate a report that includes that consolidated information.
a.Default Filter parameters will be displayed. Make sure the Review Completion Date range includes the correct time period for when you completed the review, and then click OK. b.Ideally, before the ‘Due Date’ has been reached, you should ask to meet with your supervisor/manager to discuss perspectives regarding your competency learning and growth.
Competency Rating Calculations Competency ratings in ENCV are significantly influenced by two things: 1) the relative importance (from 1 out of 10 to 10 out of 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 your 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 Ratings’ is not inappropriately effected positively or negatively. So, lets have a look at how the calculations work... 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.
Why Encompassing Visions? ENCV measures what was done, what skills and behaviors were demonstrated in the process, and enables Learning and Growth feedback to come from single or multiple sources. Objectivity, Accountability and Respect are what the software is all about. It ensures - • Learning and Growth reviews are always based on what you are paid to do - nothing more, nothing less; • Learning and Growth ratings always reflect what you accomplished, and how effectively you applied your job-required technical skills and behavioral competencies in the process; • employee recognition programs, and training and development plans are always based on an accurate and objective understanding of how your contributions made a difference to team and organizational success; and • succession planning decisions are always based on the most accurate and objective information available about you and your capabilities – it’s not who you know, but what you have proven you can do.
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