Performance Management

& Development System

(PMDS) Technical Manual
Revised 11/29/2017

How to use this manual: This is a manual designed to provide technical assistance and
process guidance to the user. (This manual has a companion PMDS Handbook that offers
instructions on the "hows and whys" behind the technical aspects of conducting a
performance evaluation.) The step by step instructions and screen shots, will ensure
that both experienced and novice employees and supervisors will benefit from viewing
the information offered by this manual.

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TABLE OF CONTENTS
Introduction............................................................................................................................................................................. 4
Key Terms: ................................................................................................................................................................................ 5
PMDS Roles ............................................................................................................................................................................... 5
HR Administrator (Human Resource Manager/Designee) ............................................................................... 5
Evaluator ................................................................................................................................................................................ 5
Contributor............................................................................................................................................................................ 5
Evaluatee ................................................................................................................................................................................ 6
Primary Approver .............................................................................................................................................................. 6
Release Approver................................................................................................................................................................ 6
PMDS Administrator ......................................................................................................................................................... 6
Accessing the System .......................................................................................................................................................... 7
Understanding Workflow................................................................................................................................................. 7
My Tasks .................................................................................................................................................................................... 8
Tasks List Quick Reference ............................................................................................................................................. 9
Human Resource Administrator Role ..................................................................................................................... 10
Assigning Roles .................................................................................................................................................................. 10
Pre-work .......................................................................................................................................................................... 10
Assigning Evaluators .................................................................................................................................................. 11
Assigning Primary Approvers................................................................................................................................. 17
Assigning Release Approvers.................................................................................................................................. 20
Changing Role Assignments ......................................................................................................................................... 23
Re-starting an Active Evaluation ................................................................................................................................ 27
Placing an Evaluation On Hold .................................................................................................................................... 27
Resuming an Evaluation that is On Hold ........................................................................................................... 28
Placing an Evaluation On Deferred ...................................................................................................................... 29
Terminated Employees............................................................................................................................................... 29
Running Reports ............................................................................................................................................................... 30
Evaluation Status Report .......................................................................................................................................... 30
Evaluator Role ...................................................................................................................................................................... 32
Contributor Feedback ..................................................................................................................................................... 34
Accepting/Returning Contributor Feedback.................................................................................................... 37

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 Rating Core Competencies ............................................................................................................................................ 39
Core Competency Page Elements .......................................................................................................................... 40
Overall Assessment .......................................................................................................................................................... 43
Individual Development Plan ...................................................................................................................................... 44
Creating Goals................................................................................................................................................................ 45
Submit Evaluation for Primary Approver Review .............................................................................................. 47
Evaluation Review Meeting .......................................................................................................................................... 47
Evaluator Sign Off ............................................................................................................................................................. 49
Contributor Role ................................................................................................................................................................. 50
Evaluatee Role (Employee Role) ................................................................................................................................ 52
Sign off Evaluation............................................................................................................................................................ 55
Primary Approver Role ................................................................................................................................................... 55
Initial Review...................................................................................................................................................................... 56
Release Approver Role ........................................................................................................................................................ 58
Multiple Approvals................................................................................................................................................................ 58
Frequently Asked Questions......................................................................................................................................... 63

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INTRODUCTION

The Performance Management & Development System is CoreCivic online

application for conducting and managing Performance Evaluations.

A Performance Evaluation, when done correctly, is a powerful management tool that allows
the Evaluator and Employee to set performance expectations and identify learning
opportunities. Performance Evaluations should be viewed as a collaborative process where
the Evaluator and Employee map out a course for success. It should be viewed as a process
comprised of ongoing feedback; recognition; and, when necessary, redirection of employee
performance.

Many supervisors believe that Performance Evaluations are used either to give good
employees a pat on the back or to put the pressure on unsatisfactory employees to improve
their performance. But the truth is that Performance Evaluations require advance
preparation and that the Evaluation Review Meeting itself should be a collaborative
planning session during which both Evaluator and Employee can take an in-depth look at
past performance and together make plans for the future.

Employees will be evaluated on behavioral-based competencies which are tied specifically

to their job code. Therefore, not everyone will be rated on the same competencies or
behaviors. Those competencies which are most critical to the successful performance
within the position have been assigned by FSC Human Resources to a specific job code.

Each competency has also been categorized into different performance levels. The level
determines which behavioral descriptors are assigned to the job code. Behavioral
descriptors outline specific performance conduct that assists Evaluators in assigning the
correct performance ratings.

Each rating (Exceeds Expectations, Meets Expectations, Needs Improvement) category

contains a list of behavioral descriptors to help Evaluators determine how to score the
appropriate score. A numerical scale feature within the rating allows you to determine a
more accurate score. The scoring in each rating is as follows: 0-70 Needs Improvement; 71-
84 Meets Expectations; and 85-100 Exceeds Expectations.

Two online courses are available for employees to review at any time. These are Evaluator
Process Training (WBT00108) and Evaluatee Process Training (WBT00107). See your
facility Training Manager for assistance.

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KEY TERMS:
 Competency - a behavioral based standardized requirement for an individual to properly
perform a specific job

 Evaluation – an assessment of an employee's performance and effectiveness

 Evaluatee –Employee being evaluated

 Evaluator- Designated supervisor conducting the evaluation

 Individual Development Plan - a worksheet where the Evaluator and Evaluatee outline
performance goals for the future

 Performance Management & Development System – CoreCivic online application for

conducting and managing Performance Evaluations

 Contributor – a supervisor with knowledge of the Employee's performance who provides

feedback to the Evaluator for the evaluation

 Primary Approver – second tier supervisor designated to review and approve evaluation

 Release Approver – person responsible for final approval of all evaluations for release to FSC

 Workflow – the process which moves users through each step in the cycle

PMDS ROLES
Each Role in the PMDS has a corresponding security profile which permits or restricts
access to certain information in the system.

The following privileges are assigned to each Role:

HR ADMINISTRATOR (HUMAN RESOURCE MANAGER/DESIGNEE)

o Assigns/Modifies Roles
o Views all employee evaluation data (except for warden/facility administrator)
o Runs facility reports

EVALUATOR
o Requests contributor input
o Conducts/modifies evaluation
o Creates/modifies Individual Development Plan
o Schedules Evaluation Review Meeting

CONTRIBUTOR
o Declines or provides feedback for designated Evaluatee

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EVALUATEE
o Reviews their evaluation

PRIMARY APPROVER
o Reviews /Approves assigned evaluations

RELEASE APPROVER
o Reviews/Approves assigned evaluations

PMDS ADMINISTRATOR
o Modifies competency/behavioral descriptors as needed
o Assigns competencies and levels to job codes
o Enters CoreCivic Strategic Management Goals into system
o Initiates the Evaluation Review Cycle
o Assigns Evaluators/Approvers to wardens/facility administrators
o Closes the Evaluation Review Cycle

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ACCESSING THE SYSTEM
The PMDS is accessed through the CCANet applications using your standard CoreCivic
User ID and Password.

UNDERSTANDING WORKFLOW

Workflow is the process which moves users through each step in the cycle. Anytime you
complete a task, you must advance it to the next step in the system through the Workflow
section. Each time the Evaluation advances a step in the cycle, a Task is generated for the
person responsible for completing the next step.

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MY TASKS

Click on the Evaluation Task List to view a detailed list of tasks, broken down by action.

Select an Action to the left of the employee record and then select the Perform Action
button.

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TASKS LIST QUICK REFERENCE

Role Tasks Action Page

Contributor Evaluation Contribution Request Decline request or provide feedback
to Evaluator on designated
Evaluatee
Evaluatee Review Evaluation By Evaluator Review evaluation, draft IDP, and
prepare for Evaluation Review
Meeting
Evaluatee Sign Review Signature acknowledgement
(sign or decline) receipt of
Evaluation after Evaluation Review
Meeting
Evaluatee Review Evaluation
Evaluator Perform Evaluation Consider Contributor feedback, rate
competencies, add comments to
substantiate ratings, draft IDP, and
submit to Primary Approver for
initial review.
Evaluator Review Contributor Feedback Accept Contributor feedback or
return for clarification. Evaluator can
determine whether or not to include
contributor feedback.
Evaluator Wait for Employee Review Ensure that Employee is aware they
need to go online and review their
Evaluation.
Evaluator Evaluator Sign Off Sign the Evaluation acknowledging
completion after Evaluation Review
Meeting.
HR Assign Evaluators and Approvers Assign designated Roles to all
Manager/Designee employees.
HR Change On-Holds to Deferred Change status of On-Holds to
Manager/Designee Deferred on predetermined day in
cycle.
PMDS Start Employee Appraisal Process Assign facility to a Performance
Administrator Review Cycle.
PMDS Close Evaluation Cycle Close Performance Review Cycle.
Administrator
Primary Approver Review by Approver Approve and Forward to Employee
or Return to Evaluator noting what
modifications are needed.
Primary Approver Approver and Sign Off Approve or Return to Evaluator
noting what modifications are
needed.
Release Approver Release Performance Evaluation Approve and lock down Evaluation.

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HUMAN RESOURCE ADMINISTRATOR ROLE
ASSIGNING ROLES
The system is designed to allow the Human Resource Manager/designee to assign
Evaluators and Approvers by Role or by individual. Assigning Evaluators and Approvers by
Role is the most efficient method, but requires some pre-work before starting the process in
the PMDS.

Prior to starting the evaluation cycle the HR Manager /designee will make the following
assignments:

Evaluatee: Employee being evaluated.

Evaluator: Supervisor conducting the Evaluation, normally the direct
line supervisor who oversees and directs the employee's
daily activities.
Primary Approver: Second level supervisor designated to review and
approve evaluation, normally the Evaluator's direct
supervisor.
Release Approver: Person responsible for releasing all Evaluations to FSC,
normally the facility or FSC department budget leader.

PRE-WORK
Using the PMDS Role Spreadsheet, work with your facility administration to determine who
will be the Evaluator and Primary Approver for each employee. You may cut and paste
employee name and employee numbers into their respective Role. Once you have
completed the list, have it approved by the Warden/Facility Administrator before entering
any data into the PMDS.

Note: PMDS Role Spreadsheet will be emailed to the HR Manager approximately six weeks
prior to the beginning of the evaluation cycle.

Sort the spreadsheet by Evaluator Name to begin the data entry process.

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ASSIGNING EVALUATORS
Prior to start of Evaluation Review Cycle

Select Evaluation Roles from the Administration Menu.

Click on Select by Role.

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Select Evaluator from the drop down menu and then click the Search button.

A separate window will open.

Select your Facility from the drop down menu then click on the Search button.

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An alphabetized list of facility employees will appear.

This list may be sorted by any column header by clicking on the drop down arrow within
the column. (See the section on Advance Searches for filtering options)

James Bryant is the Evaluator in the sample spreadsheet.

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Type in the first few letters of the Employee's Name in the above the column head to filter
the list.

Click the box to the left of the employee who will be the Evaluator then click on the Select
Highlighted Rows button.

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Notice that our selection's information appears in the Role Person Information box.

Click on the Add Employee button to assign Evaluatee(s) to the Evaluator.

James Bryant is the Evaluator for Byerly, James, Berry, Karr, Lening, Nelson and Taylor.

Select Employees to be assigned to this Evaluator, by clicking the box to the left of each
person. (Multiple selections can be made by holding down the CTRL key while making your
selections or by holding the SHIFT key and toggling down.)

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Your selections will appear in the status box.

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ASSIGNING PRIMARY APPROVERS

Second level supervisor designated to review and approve evaluation, normally the
Evaluator's direct supervisor.

Roger Blackshear is the Primary Approver for James Bryant's Evaluations.

From the Select by Role page, select Primary Approver and click the Search button.

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The system will generate a list of employees for your facility. You can narrow the list by
typing the first few letters of the Primiary Approver's name in the column head.

Click the box to the left of the employee who will be the Evaluator then click on the Select
Highlighted Rows button.

Notice that Roger Blackshear's information appears in the Role Person Information box.

Click on the Add Employee button to assign Employees to the Primary Approver.

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Roger Blackshear is the Primary Approver for Byerly, James, Berry, Karr, Lening, Nelson and Taylor.

Select Employees to be assigned to this Primary Approver, by clicking the box to the left
of each person. (Multiple selections can be made by holding down the control key while
making your selections.)

Your selections will appear in the status box.

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ASSIGNING RELEASE APPROVERS

The Release Approver is the person responsible for releasing all Evaluations to FSC,
normally the facility or FSC department budget leader.

From the Select by Role page, select Release Approver from the Role list. Hit the Search
button. The Warden, Robert Ezell will act as the Release Approver for all Evaluations.

The system will generate a list of employees for your facility. You can narrow the list by
typing the first few letters of the Primary Approver's name in the column head.

Click the box to the left of the employee who will be the Release Approver then click on the
Select Highlighted Rows button.

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Notice that Robert Ezell's information appears in the Role Person Information box.

Click on the Add Employee button to assign Employees to the Release Approver.

By selecting the column header, you can select all Employees to assign to the Release
Approver.

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Be sure to deselect the Warden from the list by holding down the CTRL key while you uncheck
the box to the left of his/her name.

Your selections will appear in the box.

Any assignments/changes made prior to the beginning of the cycle can me made through the
Assign by Role screen. Any assignments/changes made after the Evaluation Review Cycle has
started must be made through the Evaluation Search Screen.

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CHANGING ROLE ASSIGNMENTS
After the start of Evaluation Review Cycle

To change a Role assignment after the Evaluation Review Cycle has started, select
Evaluation Search from the Administration menu.

Select the Evaluation Review Cycle

Select your Facility from the drop down menu and then click the Search button.

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A complete listing of all evaluations for your facility will appear.

Select the evaluation you want to change by clicking on the View icon to the left of the
employee number of the individual.

In the Workflow section select Reassign Evaluator

or Approvers then click on Go button.

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You will be able to change any of the Role assignments by selecting a new person from the
highlighted areas.

As you type in information into the fields, the system generates a list of possible employees
from which you can make your selection.

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The new selection's information will now appear in the Role.

From the Workflow section, select Submit

Assignments for Approval and click the
GO button.

If you make changes after the cycle has started through the Assigning Roles method covered
previously, the changes will not be reflected until the next Evaluation Cycle. You must use the
above method in order for changes to be immediately effective in the current Evaluation Cycle.

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RE-STARTING AN ACTIVE EVALUATION

During the evaluation cycle, there may be a time when an evaluation needs to be re-started
or changed. In order to do this, the evaluation must be moved back to the Not Started step.
Start by following the instructions outlined in the Changing Role Assignments (Post
Cycle). In the Workflow section, select Reassign Evaluator or Approvers then click on the
Go button. Do not make any assignment changes unless there is need for the change. From
the Workflow section, select Submit Assignments for Approval and click the GO button.

The evaluation will be reset to the Not Started step. The evaluator will be required to Start
Evaluation in order to make necessary changes to the evaluation. The evaluation will need
to go through all the steps again and each person in the workflow process will be able to
make changes or additions as needed.

PLACING AN EVALUATION ON HOLD

Any time you have an employee that may not be
evaluated during the current cycle due to a leave of
absence; you should put the evaluation On Hold. For
example, FMLA, general medical leave, discretionary
leave.

Following the instructions outlined in the Changing

Role Assignments (Post Cycle), the HR Manager /
Designee will assign themselves to all 3 roles
(Evaluator, Primary Approver, and Release
Approver).

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After the HR Manager / Designee have approved the new role assignments, in the
Workflow section, select the Start Evaluation from the drop down menu and then click on
the Go button.

Once the evaluation has been started, it can then be placed on hold in the Workflow section.
Select Put On Hold from the drop down menu, add the reason in the Note section and then
click on the Go button. Depending on the employee's status, the evaluation can be
Resumed or Deferred on the 61st day of the cycle.

RESUMING AN EVALUATION THAT IS ON HOLD

If an employee, in the "On Hold," status returns to work during the current cycle, their
evaluation should be resumed and completed.

In the Workflow section, select Resume from the drop down menu and then click on the
Go button. The evaluation is now ready to continue through the process.

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PLACING AN EVALUATION ON DEFERRED
If an employee, in the "On Hold," status does not return on the 61st day of the cycle, the
evaluation should be placed on Deferred status.

In the Workflow section, select Defer from the drop down menu, add the reason in the
Note section and then click on the Go button.

This is the final status for an employee that will not be returning to work prior to the end of
the cycle. No other actions are required.

TERMINATED EMPLOYEES
Terminated employees should not be evaluated. In the event a terminated employee is in
the current cycle, you will need to change their status to Terminated Evaluation. This
process is similar to placing an evaluation On Hold or Deferred.
Following the instructions outlined in the Changing Role Assignments (Post Cycle), the HR
Manager / Designee will assign themselves to all 3 roles (Evaluator, Primary Approver, and
Release Approver).

After HR Manager / Designee has approved the new role assignments, in the Workflow
section, select the Start Evaluation from the drop down menu and then click on the Go
button.

Once the evaluation has been started, it should then be placed on hold in the Workflow
section. Select Put On Hold from the drop down menu, add the reason in the Note section
and then click on the Go button.

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In the Workflow section, select Defer from the drop down menu, add the reason in the
Note section and then click on the Go button.

In the Workflow section, select Terminate Evaluation from the drop down menu, add the
reason in the Note section, and then click on the Go button.

This is the final status for a terminated employee. No other actions are required.

RUNNING REPORTS
EVALUATION STATUS REPORT

Select PMDS Reports from the Administration

menu.

Select Performance Evaluation Status Update as the Report Type.

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 Select appropriate Evaluation Cycle.

Select Facility and click the Submit button.

Report Type

Evaluation Cycle Facility Submit button

Click View Full Screen to Open or Save report.

Pages in the report include Overview of Evaluation Statuses, Evaluation Statuses sorted by
Evaluator, and Evaluation Statuses sorted by Employee.

Pull from the Evaluation Statuses sorted by Employee section, the names of employees with
the status of Employee Review. Example:

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EVALUATOR ROLE
The Evaluator is the Supervisor conducting the Evaluation, normally the direct line
supervisor who oversees and directs the employee's daily activities.
Evaluators:
o Requests contributor input
o Conducts/modifies evaluation
o Creates/modifies Individual Development Plan
o Schedules Evaluation Review Meeting

Starting an Evaluation
Select My Tasks from the application banner.

My Owned Tasks list will generate.

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Select the View button next to the task you would like review.

In the Workflow section, select the Start Evaluation from the drop down menu and then
click on the Go button.

Your window will display three areas;

Employee Information, Evaluation
Menu, and tabbed Evaluation pages.

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CONTRIBUTOR FEEDBACK

A Contributor is a supervisor with knowledge of the Employee's performance who

provides feedback to the Evaluator for the evaluation.

Requesting Contributor Feedback

Select Evaluator Contributions from the Evaluation Menu which will open the
Evaluation Contributor page.

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Click on the Request Contribution button to add Contributors.

Select the Magnifying Glass icon to search for Contributors.

Any supervisor who has knowledge of the Evaluatee's performance can be requested to
provide feedback at the Evaluator's discretion. If an employee worked for 10 or more months
for another supervisor, the Evaluator is encouraged to request feedback from that supervisor.

From the drop down menu, select the Contributor's Facility and then click the Search
button.

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Mark the check box to the left of your selection the click on the Select Highlighted Rows
button.

From the drop down menu, select the Contribution Reason and then click the Save button.

The selection now appears as a Contributor for this Evaluatee and will be issued a task to
provide feedback.

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ACCEPTING/RETURNING CONTRIBUTOR FEEDBACK

Under My Owned Tasks select the Performance. Evaluation Contribution tab. Click on
the View button to see the contribution.

The Evaluator can choose to either Accept Contribution or Return to Contributor and
add a note to the Contributor for clarification.

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Once the Evaluator accepts the Contributor's Feedback, it will appear on the Evaluation
Contributions page within the Evaluatee's record.

Although Contributor feedback may be considered by the Evaluator when conducting the
Evaluation, these comments will not automatically appear in the final Evaluation itself. The
Evaluator may reference contributor feedback in the Comment section under a specific
competency or in the Summary Comment section.

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RATING CORE COMPETENCIES

A Core Competency is a behavioral based standardized requirement for an individual to

properly perform a specific job. The PMDS automatically assigns competencies to an
Evaluatee based on their job code.

Select Core Competencies from the menu.

The Core Competency page opens.

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CORE COMPETENCY PAGE ELEMENTS

The section under the Overview and Evaluatee Information contains a listing of
Competencies assigned to the Evaluatee's job code, job code Level and rating Scores.

The bottom section is where the Evaluator rates the Evaluatee on each Competency.

This section list the current Competency being evaluated at the top with a moveable
Rating Scale. Below the scale are the Rating Title, Score, and Behavioral Descriptor. The
Comment section contains the Evaluator's Comments relating to the current Competency.

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As the marker is moved up and down the Rating Scale, you will notice the Score changes. At
designated points the Rating Title and Behavioral Descriptor will change as well.

Problem Solving

Needs Improvement

Meets Expectations

Exceeds Expectations

Review each of the Behavioral Descriptors to determine which best reflects the
Evaluatee's performance. Once you have determined the Rating (Needs Improvement, Meets
Expectations, Exceeds Improvement) move the marker on the Rating Scale to determine
select the appropriate Score.

For example, if the Evaluatee needs improvement, but is close to meeting expectations, you
may score them in the 55-70 range. Likewise, if their performance needs a lot of
improvement, you may score them on the lower range of the scale.

Note: An Evaluatee may not demonstrate all behaviors listed in a single behavioral descriptor.
They may exhibit behaviors in two or all descriptors. Determine which Behavioral Descriptor
best reflects the Evaluatee's performance and use the Rating Scale to adjust the score
accordingly.

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Whenever possible you should provide comments for ratings of needs improvement or
exceeds expectations, to validate and clarify your rating.

Click the Save button anytime you add or change the record.

Complete this process for each Competency. Remember to consider Contributor feedback
when conducting your assessment.

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OVERALL ASSESSMENT
Click on Evaluation Overall Assessment from the menu.

The Evaluation Overall Assessment page opens outlining the Overall Rating and listing
Scores for each Competency.

The Evaluator will add a final Summary Comment and click the Save button.

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INDIVIDUAL DEVELOPMENT PLAN

An IDP is only required for specific positions, but it can be a valuable performance
enhancement tool for any employee. It can be initiated by the Evaluator during the
performance assessment or by the Evaluatee during the Evaluation Review Meeting. Refer
to the training segment on writing Performance Goals using the SMART acronym.

The Individual Development Plan may contain two types of performance goals; professional
and competency-based.

Select Individual Development Plan from the menu.

The Individual Development Plan page will open.

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CREATING GOALS

Click the Add Goal button to open goal window.

In the Goal Category select Competency Goal for a competency-based goal or

Professional Goal for a goal tied to one of CoreCivic Strategic Management Goals (SMG).

Select Reason for goal. (Select Competency Improvement for Competency Goals or
Career Goal for Professional Goals.)

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Enter a Percentage Complete. (0% if not yet started)

Using the search icon, find corresponding Corporate Goal or Competency.

Enter Effective start date and Expiration date.

Type a Description of the goal using the SMART criteria.

Click Save button.

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SUBMIT EVALUATION FOR PRIMARY APPROVER REVIEW

EVALUATION REVIEW MEETING

The Evaluation Review Meeting is conducted once the Evaluatee has had an opportunity to
review their initial Evaluation. It should be viewed as a collaborative working session
where the Evaluator and the Evaluatee review past performance and map out a course for
the future.

A Wait for Employee Review task will appear in the Evaluator's tasks list.

Click on the View button to review detailed task.

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At this point in the Workflow, the Evaluator can
select Schedule Meeting or Put On Hold if the
Evaluatee is on a leave of absence.

Once the Evaluation Review Meeting has been held

and all modifications (if any) have been made to the
Evaluation, select Complete Meeting in the
Workflow and click on the Go button.

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EVALUATOR SIGN OFF

The Evaluator will be assigned a task to Sign Off on the Evaluation. This normally would
take place during the Evaluation Review Meeting after the Evaluatee has signed the
evaluation.

All signatures are captured electronically using CoreCivic passwords for validation.

Evaluatee will enter their CoreCivic

password and click on the Sign button.

Evaluator will enter their CoreCivic

password and click on the Sign button.

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If the Evaluatee refuses to sign, the
Evaluator will enter the Evaluator's CoreCivic
password and click on the Refuse to Sign
button.

The Primary Approver will be sent a task stating

Evaluation is complete and ready for final review
and approval.

CONTRIBUTOR ROLE

A Contributor is a supervisor with knowledge of the Employee's performance who

provides feedback to the Evaluator for the evaluation. The Contributor may be at
any CoreCivic worksite to include Facility Support Center.

If you are requested to contribute to an Evaluation, you will receive an email

notification and the task will appear in the My Owned Task list under the
Performance Evaluation Contribution tab.

Select the View button to see the detailed task.

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The Workflow shows that a Contribution
has been requested and must be Accepted
or Declined.

If the Contributor Declines the request, a

note should be added as to why.

If you Accept the request, a page will prompted to enter your feedback on the Contibution
Page.

Spell Check and Save your comments by clicking the corresponding buttons.

You can edit your feedback anytime up until you change the Workflow to Submit
Contribution.

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EVALUATEE ROLE (EMPLOYEE ROLE)
The Evaluatee is the employee being evaluated.

Once the Evaluator has completed the Evaluation and the Primary Approver has given it an
initial review/approve, the Evaluatee will be notified to log in to the PMDS and review their
Evaluation in preparation for the Evaluation Review Meeting.

Under My Owned Tasks find the Review by Employee task. Click on the View button to
see the Evaluation.

Click on the View button to see detailed task.

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You can create a PDF to view/print by clicking the Evaluation Preview button. Follow
standard printing prompts to print.

The Evaluatee may submit comments. Click on the Edit My Comments button to open the
Evaluatee Comments window.

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After entering comments, click on the Check Spelling button to spell check comments.
Click on Save to save the comments.
Click on X to close the comment window.

Once the Evaluatee has reviewed the Evaluation

and made their comments, select Complete
Employee Review from the drop down menu
then click on the Go button.

The Evaluatee will be contacted by the Evaluator

to schedule the Evaluation Review Meeting.
Changes to the Evaluation may be made during the meeting. Evaluatees should be prepared to
substantiate specific reasons if they are requesting the Evaluator change a rating/score.

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SIGN OFF EVALUATION

All signatures are captured electronically using CoreCivic passwords for validation.

Evaluatee will enter their CoreCivic

password and click on the Sign button.

Evaluator will enter their CoreCivic

password and click on the Sign button.

PRIMARY APPROVER ROLE

The Primary Approver is a second level supervisor designated to review and approve
evaluation, normally the Evaluator's direct supervisor. The Primary Approver will
review each Evaluation a minimum of two times; initially before it is sent to the
Evaluatee and after the Evaluation Review Meeting. Any time the Evaluation is sent
back to through the cycle for modification, it will be reviewed/approved by the
Primary Evaluator.

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INITIAL REVIEW

A review/approval tasks will appear in the Primary Approvers tasks list.

Select the View button to see the detailed task.

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You can create a PDF to review/print by clicking the Evaluation Preview button. Follow
standard printing prompts to print.

Upon completion of the initial review, in the Workflow the Primary Approver will select
Approve - Forward to Employee or Changes Required – Return to Evaluator with
notation as to what needs to be modified.

This step will be repeated upon completion

of the Evaluation Review Meeting between
the Evaluator and the Evaluatee, during
which time the Evaluation may be modified.

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RELEASE APPROVER ROLE

The Release Approver is the person responsible for releasing all Evaluations to FSC,
normally the facility or FSC department budget leader. They will review/approve each
Evaluation only once, unless it is sent back through the cycle for modification.

A review/approval tasks will appear in the Release Approvers tasks list.

MULTIPLE APPROVALS

Employees with multiple assigned tasks can perform multiple actions at the same time (e.g.,
release multiple evaluations). The below example, represents the process that a Warden
could perform to release multiple evaluations at once.

Click on the My Tasks link located in the upper right side of the screen

On the My Owned Tasks screen and Performance Evaluation tab, click the Evaluation
Task List button.

When the Evaluation Task List screen appears, you will notice that the outstanding tasks
will be grouped together based on the step that the evaluations are in.

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Under the Evaluations - Approved section, select Release Performance Evaluation from
the drop down list for each evaluation that you would like to release.

Scroll to the bottom of the page and select Perform Actions.

The task will disappear from the screen after you select Perform Actions.

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 Accessing Performance Evaluations

Employees have view only access for all released (completed) performance evaluations
conducted for them in PMDS. Managers also have view only access to employees
evaluations if they performed a role (Evaluator, Primary Approver or Release Approver) in
the employees evaluation. Performance evaluations can be viewed on the Performance
Evaluation History screen and contains the following information; performance evaluations,
individual development plan (if applicable), and any contributor feedback comments that
you provided. Follow the below steps to access released performance evaluations.

Performance Evaluation History

1. Open PMDS and enter your login credentials (network login)

2. Click on the Performance Evaluation History link located under the Human
Resources folder.
3. Click on the My Performance link to view your performance evaluation, individual
development plan (if applicable), and any contributor feedback comments that you
provided.
4. Managers can click on the Staff Performance link to view performance evaluations
and individual development plans for employees that they performed a role in their
evaluation (Evaluator, Primary Approver, and Release Approver).

Step 2. Click on the Performance Evaluation History link

Step 3. Click on the My Performance link to view performance evaluation data

Step 4. Click on the Staff Performance link to view performance evaluation data for your staff

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Performance Evaluation Search (HR Manager Access)

HR Managers have view only access to performance evaluations after they are released and
while the evaluation is in progress. Granting HR Managers access to performance
evaluations allow them to troubleshoot PMDS workflow/technical issues, support
supervisors with questions related to completing evaluations, meet audit requests, and to
print performance evaluations based on employee requests. Note: performance evaluations
are not printed and maintained in personnel files. As of January 1, 2011, all performance
evaluations are to be maintained electronically in PMDS. Follow the below steps to access
performance evaluations.

1. Open PMDS and enter your login credentials (network login)

2. Click on the Performance MGT link (if it is not expanded)
3. Click the "Evaluation Search" link
4. Select a Cycle and Facility from the drop down boxes
5. Click the Search button
6. Locate the desired employee and Click the view icon
7. This will open the evaluation screen to allow HRM's to view/print evaluations for
employees at their facility

Step 2. Click on the Performance MGT link

Step 3. Click on the Evaluation Search link

Step 4. Select the Review Cycle and your Facility

Step 5. Click the Search button

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FREQUENTLY ASKED QUESTIONS
Q. What courses do employees need to take in order to learn how to use the PMDS?

A. All employees must complete the Evaluatee Process Training (WBT00107 or ST00394).
Supervisors who conduct evaluations or who may contribute to an evaulation must also
take the Evaluator Process Training (WBT00108 or ST00395). WBT courses are
delivered through CoreCivic Learning Management System while ST courses are
instructor led.

Q. Who should I contact to reset my password for the PMDS program?

A. You should contact your facility computer contact. The facility computer person will then
contact IT to have your password reset.

Q. What is the evaluation review period?

A. Please check with your HR Manager or HR People Source if you have question regarding
the review period for your specific facility.

Q. What are the tasks that need to be completed for the performance evaluation
review cycle?
A. There are several tasks associated with each review cycle. An evaluation review cycle
task list will be sent to facility HR Managers and Warden's approximately 30-days before
your review cycle begins. The task list outlines the task, duration, task owner and the
review cycle start and end date.

Q. Who should I contact if I have questions or issues regarding the Performance

Management & Development System?
A. FACILITY EMPLOYEES - Facility employees and supervisors should direct questions and
issues to their facility HR Manager/Designee. The facility HR Manager/Designees are the
point of contact for assisting employees and supervisors with questions regarding the
performance management process.

FSC EMPLOYEES - FSC staff and supervisors should direct questions regarding the
performance management process to Rita Sadler.

HR MANAGER/DESIGNEE – Facility HR Managers should direct questions and issues

regarding the performance management process/system to HR People Source.

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Q. How do I modify role assignments after the performance review cycle begins?
A. Role assignments can be modified at any step during the evaluation review process
(except for after the evaluation is released). To change a role assignment, the HR
Manager/Designee must Claim the Task and approve the role assignment change. Once the
role is changed, the evaluation will revert to the first step in the review cycle process. As a
result, the evaluation will need to go back through the workflow process. Please refer to
Changing Role Assignments (page22) for step-by-step instructions.

Q. When should the evaluation be signed?

A. The evaluation should be signed electronically by the Evaluatee and Evaluator at the
end of the evaluation review meeting. Both parties will be prompted to enter their
CoreCivic password as validation of their signature.

Q. How do I sign completed performance evaluations?

A. Performance evaluations are signed electronically by the Evaluatee and Evaluator at
the end of the evaluation review meeting. Both parties will be prompted to enter their
CoreCivic network password to sign the evaluation.

Q. What if an employee refuses to sign the evaluation?

A. Employees refusing to sign the evaluation have the option of declining to sign their
evaluation. The Evaluator will enter their CoreCivic network password and click the
Refuse to Sign button. Please refer to Evaluator Signoff (page 49) for step-by-step
instructions.

Q. How do I Terminate an evaluatee?

A. An evaluatee cannot be deleted from the system. If this person should not be receiving an
evaluation, they should be placed on a status of Terminate Evaluation. Please refer to
Terminated Employees (page 28) for step-by-step instructions.

Q. How do I handle an employee (evaluatee) on leave?

A. Evaluations for employees that are on leave (e.g., leave of absence), should be placed On
Hold or Deferred. Please refer to Placing an Evaluation on Hold (page 26) or Deferred
(page 28) for step-by-step instructions.

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Q. How should I document compliance with ACA Standard 4-4064?
A. ACA Standard 4-4064 reads, "Written policy, procedure and practice provide for an
annual written performance review of each employee. The review is based on defined
criteria, and the results are discussed with the employee".
Policy Primary documentation: CoreCivic Policy 3-11
Procedure Primary documentation: PMDS Workflow
Secondary documentation: PMDS Technical Manual-
Table of Contents and Introduction

Practice Primary documentation: Copy of employee evaluation

Secondary documentation: PMDS Report showing evaluation statuses

Q. What if an employee changed job titles prior to the start of the evaluation review
cycle?
A. Employees should to evaluated in the position that they held for the majority of the
review period. Please contact HR People Source if you believe that an employees position
and competencies are incorrect.

Q. Should a PRN employee be evaluated?

A. PRN staff is not required to be evaluated. However, the facility can choose to perform an
evaluation for a PRN staff member. The decision to evaluate PRN staff is left to the
discretion of facility Warden.

Q. What if an employee transferred during the evaluation review cycle?

A. If an employee transfers to a new facility and is not scheduled for a review at either
facility, the HR Manager/Designee at the new facility should contact HR People Source for
guidance.

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