Enlisted Employee Review System (EERS)

Introduction:

Effective 2 August 2002 all enlisted evaluations (Enlisted Employee Reviews) must be initiated and transmitted using PeopleSoft. The following resources are available, in addition to these online instructions, to guide you through the process to enter or review an Employee Review.

Related Topics

Background:

In November 2000, an enlisted employee review implementation team was established to analyze recommendations presented in the Enlisted Advancement Study Teams (EAST) final report and determine the feasibility of incorporating their proposals in PeopleSoft. Team membership included representatives from COMDT (G-WPM), (G- WRI), PPC, CGPSC and adjunct members from the field.  After careful consideration, the team recommended mapping existing performance dimensions into PeopleSoft vice adopting the new performance standards developed by EAST and the EPEF quality action team.  In March/April 2002, following development of the module in PeopleSoft, a select group of CG members from the Portsmouth and Kodiak areas participated in a limited beta test. Representatives included both junior and senior members from shore and afloat units. Feedback from this initial test provided the PeopleSoft developmental staff with a list of potential system/process shortcomings. Implementation team members reviewed this feedback and worked with COMDT (G-WRI) to adjust the enlisted employee review module, develop online documentation and create a self-paced tutorial. Additionally, team members used this feedback to begin charting future policy changes.

 

In May 2002, a servicewide beta test was completed. Once again, the field provided invaluable feedback and a realistic assessment regarding the effectiveness of the enlisted employee review and associated processes. Thanks in large part to the feedback from the field we were able to further modify the product and develop additional tools to facilitate implementation. However, since this is a commercial application, our ability to make significant modifications to the enlisted employee reviews is limited since customization defeats the purpose of commercial off the shelf software.

Policy Changes:

In light of the significant changes brought about by the conversion to PeopleSoft, the policy pertaining to enlisted performance evaluations, chas been substantially revised. Listed below is a summary of the most significant changes:

Worksheets For Units Without Access to PeopleSoft:

PPC has created Enlisted Employee Worksheets for those units without access to PeopleSoft. This worksheets were included with change 8 to the Personnel and Pay Procedures Manual, PPCINST M1000.2 (series).  Completed worksheets shall be forwarded to the member’s designated approving official for final review and entry into PeopleSoft.

Member Counseling Report:

The member should be given the original counseling receipt.  He/she will use this as the basis for an appeal.  The appeal period begins on the date the member signs the form.  Commands are not required to keep a copy of the counseling receipt since the appeal process is driven by the member and the marks will be captured in the system.  Also, please remember that a data error should not be confused with the appeal process.  If the member reviews the receipt, signs off, and then notices that the marks entered in the system are not the same as the counseling receipt, he/she should approach the command so the data can be corrected.  The appeal period does not apply in this case.

Implementation ALCOAST:

R 152124Z JUL 02 ZUI ASN-A00196000029
FM COMDT COGARD WASHINGTON DC//G-WP//
TO ALCOAST
BT
UNCLAS //N01616//
ALCOAST 354/02
SUBJ: IMPLEMENTATION OF PeopleSoft ENLISTED EMPLOYEE REVIEW
A. COMDT COGARD WASHINGTON DC 241240Z APR 02  (ALCOAST 204/02)
B. PERSONNEL MANUAL, COMDTINST M1000.6A, ART 10.B.
1. THIS ALCOAST ANNOUNCES THE IMPLEMENTATION OF THE COAST GUARD
HUMAN RESOURCES MANAGEMENT (PeopleSoft) ENLISTED EMPLOYEE REVIEW
MODULE. AS PER REF A, EFFECTIVE 2 AUG 02 ALL ENLISTED EVALUATIONS
(ENLISTED EMPLOYEE REVIEWS) MUST BE INITIATED AND TRANSMITTED USING
PeopleSoft. PeopleSoft USERS WITH "EMPLOYEE REVIEW ACCESS" MAY PREPARE A
REVIEW BY LOGGING ONTO PeopleSoft AND NAVIGATING TO DEVELOP WORKFORCE -
PLAN CAREERS - USE - EMPLOYEE REVIEW. INSTRUCTIONS AND ACCESS TO
THIS APPLICATION MAY BE OBTAINED AT HTTP://PeopleSoft.OSC.USCG.MIL/.
2. BACKGROUND. IN NOVEMBER 2000, AN ENLISTED EMPLOYEE REVIEW
IMPLEMENTATION TEAM WAS ESTABLISHED TO ANALYZE RECOMMENDATIONS
PRESENTED IN THE ENLISTED ADVANCEMENT STUDY TEAMS (EAST) FINAL
REPORT AND DETERMINE THE FEASIBILITY OF INCORPORATING THEIR
PROPOSALS IN PeopleSoft. TEAM MEMBERSHIP INCLUDED REPS FROM G-WPM, G-
WRI, psc, CGPSC AND ADJUNCT MEMBERS FROM THE FIELD. AFTER CAREFUL
CONSIDERATION, THE TEAM RECOMMENDED MAPPING EXISTING PERFORMANCE
DIMENSIONS INTO PeopleSoft VICE ADOPTING THE NEW PERFORMANCE STANDARDS
DEVELOPED BY EAST AND THE EPEF QUALITY ACTION TEAM. IN MARCH/APRIL
2002, FOLLOWING DEVELOPMENT OF THE MODULE IN PeopleSoft, A SELECT GROUP
OF CG MEMBERS FROM THE PORTSMOUTH AND KODIAK AORS PARTICIPATED IN A
LIMITED BETA TEST. REPS INCLUDED BOTH JUNIOR AND SENIOR MEMBERS
FROM SHORE AND AFLOAT UNITS. FEEDBACK FROM THIS INITIAL TEST
PROVIDED THE PeopleSoft DEVELOPMENTAL STAFF WITH A LIST OF POTENTIAL
SYSTEM/PROCESS SHORTCOMINGS. IMPLEMENTATION TEAM MEMBERS REVIEWED
THIS FEEDBACK AND WORKED WITH G-WRI TO ADJUST THE ENLISTED EMPLOYEE
REVIEW MODULE, DEVELOP ONLINE DOCUMENTATION AND CREATE A SELF-PACED
TUTORIAL. ADDITIONALLY, TEAM MEMBERS USED THIS FEEDBACK TO BEGIN
CHARTING FUTURE POLICY CHANGES.
3. IN MAY 2002, A SERVICEWIDE BETA TEST WAS COMPLETED. ONCE AGAIN,
THE FIELD PROVIDED INVALUABLE FEEDBACK AND A REALISTIC ASSESSMENT
REGARDING THE EFFECTIVENESS OF THE ENLISTED EMPLOYEE REVIEW AND
ASSOCIATED PROCESSES. THANKS IN LARGE PART TO THE FEEDBACK FROM THE
FIELD WE WERE ABLE TO FURTHER MODIFY THE PRODUCT AND DEVELOP
ADDITIONAL TOOLS TO FACILITATE IMPLEMENTATION. HOWEVER, SINCE THIS
IS A COMMERCIAL APPLICATION, OUR ABILITY TO MAKE SIGNIFICANT
MODIFICATIONS TO THE ENLISTED EMPLOYEE REVIEWS IS LIMITED SINCE
CUSTOMIZATION DEFEATS THE PURPOSE OF COMMERCIAL OFF THE SHELF
SOFTWARE.
4. IN LIGHT OF THE SIGNIFICANT CHANGES BROUGHT ABOUT BY THE
CONVERSION TO PeopleSoft, THE POLICY PERTAINING TO ENLISTED PERFORMANCE
EVALUATIONS, CONTAINED IN REF B, HAS BEEN SUBSTANTIALLY REVISED.
AN ELECTRONIC VERSION OF REF B CAN BE DOWNLOADED FROM THE G-WPM
WEBSITE AT HTTP://WWW.USCG.MIL/HQ/G-W/G-WP/G-WPM/WPM-1.HTM. LISTED
BELOW IS A SUMMARY OF THE MOST SIGNIFICANT CHANGES TO REF B:
    A. ADMINISTRATIVE REMARKS SHEETS (CG-3307) ARE NO LONGER
REQUIRED FOR ENLISTED EVALUATIONS. REQUIRED SUPPORTING REMARKS FOR
ASSIGNED MARKS OF 1, 2, OR 7, UNSATISFACTORY CONDUCT OR LOSS OF COS
RECOMMENDATION FOR ADVANCEMENT WILL BE ENTERED ON THE ENLISTED
EMPLOYEE REVIEW. IN ADDITION, COS ARE NOW REQUIRED TO COMMENT ON
FUTURE LEADERSHIP POTENTIAL FOR ALL MEMBERS E-6 AND ABOVE.
    B. RESERVE MEMBERS WILL NO LONGER BE EVALUATED ON
31 MAY, BUT ACCORDING TO THE SCHEDULE LISTED IN ARTICLE 10.B.5.A OF
REF B, WHICH MORE CLOSELY MIRRORS THE EVALUATION SCHEDULE OF THEIR
ACTIVE DUTY COUNTERPARTS.
    C. EFFECTIVE IMMEDIATELY, MARKS SUMMARY SHEETS
(CG-3306) WILL NO LONGER BE PRODUCED BY psc. COMMANDS CAN NOW
VIEW EMPLOYEE REVIEW SUMMARIES IN PeopleSoft BY NAVIGATING TO DEVELOP
WORKFORCE - PLAN CAREERS - INQUIRE - EMPLOYEE REVIEW SUMMARY.
LIKEWISE, EMPLOYEES MAY VIEW THEIR OWN EMPLOYEE REVIEW SUMMARY VIA
THE SELF-SERVICE MENU.
5.  psc HAS CREATED AN ENLISTED EMPLOYEE WORKSHEET FOR THOSE
UNITS WITHOUT ACCESS TO PeopleSoft. THIS WORKSHEET MAY BE OBTAINED VIA
THE INTERNET AT
HTTP://www.uscg.mil/ppc/MANUALS-PUBS-NEWSLETTERS/PPPM/PPPM-
PDR-BYCHAP/CHAP10.PDF. AS PER THE CHANGE TO REF B, THE COMPLETED
WORKSHEET SHALL BE FORWARDED TO THE MEMBERS DESIGNATED APPROVING
OFFICIAL FOR FINAL REVIEW AND ENTRY INTO PeopleSoft.
6. AS PER REF A, MEMBERS OF THE ENLISTED EMPLOYEE REVIEW
IMPLEMENTATION TEAM WILL BE CONDUCTING "JUST-IN-TIME" TRAINING ON
THE EMPLOYEE REVIEW AUG/SEP 2002. TRAINING SITES AND SCHEDULES WILL
BE PUBLISHED BY MID-JULY.
7. USER ASSISTANCE, INCLUDING AUTHORIZATION TO ACCESS ENLISTED
EMPLOYEE REVIEWS, SHOULD BE DIRECTED TO THE PeopleSoft HELP DESK VIA E-
MAIL TO Direct-Access(AT)psc.USCG.MIL OR BY CALLING THE PeopleSoft
HELP DESK AT (785)339-3540 (0700-1630 M-F CDT/CST). QUESTIONS
REGARDING THE CONTENTS OF THE ALCOAST MAY BE DIRECTED TO CDR KEVIN
PRATT (CGPC-EPM-1) AT (202) 267-2733.
8. INTERNET RELEASE ATHORIZED.
9. RADM SALLY BRICE-OHARA, DIRECTOR OF PERSONNEL MANAGEMENT, SENDS.
BT
NNNN

 

Frequently Asked Questions:

Q

The directions say to select the pay grade (E3,E4,E5, etc.) for the rating scale, but when I click on the search only CPO, NR, PO, etc. are available.  Why isn't the pay grade available?

A

The new rating scales (by pay grade) are only used for evaluations with effective dates of 1 August 2002 or later.  If you are preparing an evaluation with an ending date of 31 July 2002 or earlier you the form-based rating scales will be displayed.

Q

How can I get another copy of the Member Counseling Report if the employee review has already been marked as final and submitted to PPC.

A

Select the following menu items:

Home > Develop Workforce > Plan Careers > Report > Member Counseling Report

Click the Add a New Value link and enter your initials in Run Control ID field, then click the Add button.   The rest of the procedure is the same as printing the counseling report from within the employee review module.

Q

I ran a Member Counseling Report and received an email with a  file that ended with ".out" instead a ".pdf" file. I could not open the ".out"" file, where's the ".pdf" file?

A

This error occurs when the member's PeopleSoft record does not indicate a position (billet) number.  The report cannot run if the member is not in a position.  Notify the PeopleSoft Help Desk, via e-mail, when the error occurs (be sure to include the employee ID).  The Help Desk will have the member's file corrected.

Q

Are there any reports available to help me track the status of employee reviews?

A

The Unit Roster (CG_Dept_Run) shows the date of the member's last review and the number of days since the last review.  Additional reports may be available in the future.

Q

I entered the wrong date in the Effective Date field and when I changed it I lost all the marks that I had entered in the Reviewer’s Tab.  Why?

A

PeopleSoft only allows one Employee Review in progress at a time.  When you change the date of one in progress, you are telling the system that this is a new Employee Review, therefore it wipes everything out and you start from scratch.  Prior to changing that date, make sure you print the Reviewers tab and cut and paste any comments you have entered to Word so that the data is easily transferred to the new employee review.

Q

Are page 7’s no longer required for marks?

A

Page 7’s are no longer required.  However, comments are required.  The supporting information has not changed, they are now called comments and can be input directly into the application in the yellow block next to each performance factor.  Comments are required for 1, 2, 7, Not Recommended, and Unsat Conduct.

Q

Are comments required for the Recommendation block?

A

Comments are always required for a mark of Not Recommended.  The same information is provided as the old system, explaining why they received a Not Recommended and what they need to do to receive a Recommended.  Comments are also required for all E6 and above who receive a mark of Recommended.  This is new with Employee Review and is designed to comment on Future Leadership Potential.

Q

With the old system, my people would submit their bullets in word and it would get forwarded up the rating chain with the paper marks.  How do we do that with this new system?

A

A good place to put that type of information is in the Comments Tab.  Just Cut and Paste it from Word into the Comments Tab. (Note that apostrophes (‘) will convert to question marks (?) if you paste them in from another application. To avoid this, type the apostrophes in PeopleSoft after pasting the text in from MS Word.)

Q

What is the Enter Endorser EmplId block used for?

A

This block is used strictly for forwarding the Employee Review throughout the rating chain.  THIS BLOCK SHOULD BE EMPTY WHEN FORWARDING TO PPC.

Q

I am a supervisor.  Should I check the “Final” block before sending it to the marking official.

A

NO!  This is only used to forward it to PPC.

Q

Is the CO the only person that can check the “Final” block?

A

No.  Anyone can check it.  It is up to the CO to determine who will have this responsibility.  Keep in mind, the final button is not the authority for the marks.  All it does, is make the Employee Review available to PPC for posting to the Employee Review Summary.  It is just like handing it to the mailman.

Q

Q. When I print the Member Counseling Report, it says no next to “Final”.  Does this mean that the counseling report is not official?

A

No.  All it means is that it was not checked final when the Member Counseling Report was printed.  It is best to print the Member Counseling Report and counsel the member prior to checking “final” block so that if the member persuades you to raise a mark, you can make the change prior to sending it off.  Once it is sent, you must do a letter to make all changes.

Q

How long does it take to appear on the Employee Review Summary once they are submitted to PPC?

A

As long as it comes in with no errors, it should be posted within 1 workday.  If it has errors, it will be returned for correction.

Note:  Be sure to press Refresh Summary button to view the newest employee reviews.

Next > Flag Voice 181; Implementation of Employee Review

See Also