Frequently Asked Questions
Q: How do I access the PeopleSoft PEP system?
A: After you have taken PS-PEP training, either the classroom training offered during fall 2007 or via UTRAIN, you can access PS-PEP via @ Your Service. Go to the Faculty & Staff web page and click the @ Your Service link under the Employee Support heading. The login link is the first link on this page.
Q: I’ve taken the PS-PEP training via UTRAIN. When will I get access to my PEP documents? Will I get an e-mail?
A: A nightly scan of UTRAIN is performed at 8:00 p.m. Those who have successfully completed the Know It tests for PS-PEP are granted access at that time. You will NOT be notified via e-mail. You must login to @ Your Service and check for the Performance Management Home link.
Q: What is my PeopleSoft User ID?
A: Your User ID is derived from your HCC business e-mail address. For example, if your HCC e-mail address is “jane.doe@hccs.edu,” your PeopleSoft HR (PS-HRMS) User ID will be: “jane.doe”
Q: How do I change my password?
A: After logging into PeopleSoft-HR, click “Change My Password” on the left menu bar. Type in your current password and then your new password. You must retype your new password to confirm it. Then click “Submit.”
Q: Where can I find additional information about PeopleSoft PEP and/or the Performance Excellence Program?
A: The Performance Excellence Program (PEP) web page found on the Faculty & Staff web page under the Employee Support heading contains comprehensive information about PEP and using PeopleSoft-PEP. There are also job aids in the UTRAIN for PeopleSoft (PS)-HR.
Q: Whom do I contact if I have additional questions?
A: For PeopleSoft HR access (login and password) questions, contact the IT-Help Desk at 713-718-8800. For PS-PEP questions, contact your HR Generalist or pep@hccs.edu.
Q: With PEP, will the performance year be the same as the HCC fiscal year?
A: No, for 12-month employees, the performance year begins on June 1 and ends on May 31. The year-end review and associated forms should be completed and filed with HR no later than June 15
Q: Why are there two performance documents, the manager document and the employee document? This is confusing to me.
A: During the implementation of PEP, the project team was constrained by the functionality provided by the PeopleSoft module and by not wanting to request costly customizations. The employee document is a place where employees can record their results and accomplishments during the performance year, for discussion and use by the supervisor. Remember that PEP is meant to be a year-long process of planning, coaching, feedback, and review, with the focus on continuous improvement.
Q: I logged into PS-PEP Performance Management Home and don’t see my employee document. What do I do?
A: Talk with your supervisor. S/he may not have created it yet.
Q: If my supervisor creates the MGR document in PeopleSoft PEP and sends a copy, the EE document, of it to me, which one is the “official” version?
A: The manager’s document (MGR) is the official performance document.
Q: HELP! I’m a supervisor and am so confused about when to click what buttons at the bottom of my direct report’s MGR document. What do I do?
A: At the time of performance planning, after recording job responsibilities, goals, and professional development goals, press “CREATE EMPLOYEE DOCUMENT” button. This action creates a COPY of the MGR document into which the employee can enter his/her results throughout the year.
At the mid-year review time, the employee can make his/her entered results available to the supervisor by clicking “COMPLETE” on the EE document. The supervisor can then read the updated EE document. After the mid-year review, the supervisor clicks “REWORK” on the EE document to allow the employee to continue to add results for the remainder of the performance year.
In preparation for the year-end review, the employee completes all results for the entire year on the EE document and again clicks “COMPLETE” on the EE document. This once again makes the updated EE document available for the supervisor to read and copy/paste results onto the MGR document (if desired). The manager also rates each performance item and adds results and comments as appropriate and clicks the “CALCULATE OVERALL RATING” button to have PS calculate the overall performance rating. These overall ratings should be verbally reviewed with the second level supervisor prior to the supervisor clicking “AVAILABLE FOR REVIEW” button on the MGR document.
Prior to the face-to-face year-end review meeting, the employee reviews the MGR document including the item and overall ratings. After the face to face meeting has occurred, the supervisor goes back to the MGR document and clicks “REVIEW HELD.”
After the year-end performance review meeting, the employee will be able to write his/her comments onto the MGR document and acknowledge that the review was held by clicking the “ACKNOWLEDGE REVIEW” button at the bottom of the MGR document. This is the e-signature.
Once the employee has acknowledged the review, the supervisor can forward the document to the second level reviewer by clicking the “SUBMIT FOR APPROVAL” button.
The second level reviewer clicks the “APPROVE PERFORMANCE DOCUMENT” link on the Manager Performance Management Home page. After selecting the performance document to be approved, the second level reviewer selects “Approve” from the drop down menu and then “SAVE.”
REMEMBER that each time there is a status change for a document (you push a button other than the SAVE button), an email is generated to the receiving party to expect a document.
Q: Can my manager view my employee (EE) document in PeopleSoft?
A: You control when your manager can view your added results and comments portion of the EE document. By pressing the “Complete” button to change the status of this document from “In Progress” to “Complete,” you make the entire EE document viewable by your manager.
Q: I’ve heard a great deal about HCC moving to pay-for-performance. How will my overall performance rating be used to determine my salary increase this year?
A: An overall rating of “professional performance” or “exemplary” will qualify an individual to be eligible for a pay increase. Individuals with an overall rating of “needs improvement” or “unsatisfactory” will not be eligible for a pay increase. The amount of the increase and the differential between the “professional performance” and “exemplary” ratings depends on Board of Trustee funding approval, the type of salary structure (step vs. range), the pay category (faculty or staff) and executive review of the rating spreads.
No decision about adopting a pay-for-performance philosophy (based upon an individual's PEP rating) has been made.
Q: Does HR still require paper copies of the signed PEP forms to be mailed to them?
A: No. In 2009, an electronic signature capability and time/date stamp were added. Completed PEP documents are archived in PeopleSoft PEP.
Q: Has HR written any official procedures for PEP?
A: Yes, you can view the official procedures on the Faculty & Staff web page. Under Employee Support heading, click on HCC Policies & Procedures. Under the Human Resources heading, click on C: 7 Employee Evaluations, then click the link at the bottom of the policy page to access the PEP procedures.
