Pratt Institute – WingSpan User’s Guide (Administrative employees)
EMPLOYEE
Step 1 – (Employee) Write Self Appraisal
1. Email sent to employee.
2. Content of email contains link to create password in WingSpan.
3. After creating password, either go to login screen or use the link in the forthcoming e-mail to
login to WingSpan.
4. The “Employee Write Appraisal” task displayed in the “My To Do’s” section of the Home Page
will take you to the Self Appraisal template.
5. Verify the information in the “Profile” section by clicking on the icon below. Also, to change your
password, go into this section.
6. Clicking on the “Journal” icon will take you to a template that allows you to keep notes about
important events that occur during the review period. These notes will not be visible to the
supervisor.
7. Form Instructions appear at the top of each webpage to help guide you through the process.
8. Click on the icon after each question to enter data in response to the question. Be as detailed in
your responses as possible. Use examples, anecdotes, and situations to illustrate your point of
view. Each question must have a response before it can be submitted as complete.
9. Clicking on Save allows you to save your progress and come back to it at another time.
10. Clicking on Submit will complete your Self Appraisal and make it viewable to your supervisor.
Step 2 – (Employee) Create Performance Plan
1. The “My Goals” tab in the left navigation menu will take you to the Performance Plan for the
employee.
2. Click on the clipboard icon and select "Create a New Goal."
3. Enter information for the goal under “Description,” enter the due date, and click "Save Goal in
Goal Plan."
4. Once you have finished creating your proposed goals for the upcoming year, you can click on the
clipboard icon and select "Request Plan Approval". This will notify your supervisor of your
proposed goals for his/her approval.
5. On the Home Page, the goal status should indicate "Approving" after you have submitted it to
your supervisor for approval.
Step 3 – (Employee) Plan Acceptance or Plan Rejection and Resubmission
1. Email is sent to employee notifying them of the supervisor’s action on their Performance Plan.
For example, the following email is generated when a Performance Plan is approved.
The relevant status will be indicated on the goals on the employee’s WingSpan home page.
2. You can view any comments made by your supervisor under the “Previous Entries” section at
the bottom of the “Goals Page.” Insert your own comments by entering data under “New
Journal Entry” and clicking "Add Entry to Journal."
3. You can also modify a goal if necessary by clicking on the individual goal, making the necessary
changes and then clicking "Save Goal in Goal Plan"
4. Click on the clipboard icon and select "Request Plan Approval" to again submit the modified
goals to your supervisor for approval.
5. If a goal is completed during the course of the Review Period, from the Actions drop-down
menu on each goal, click on the "Mark Complete" option to note that it has been completed.
Step 4 – (Employee) Draft Performance Appraisal is Complete / Schedule Performance Review
Meeting
1. Email is sent to employee notifying them their supervisor has completed the draft version of
their Performance Appraisal and they now need to schedule the Performance Review meeting.
2. To view the draft Performance Appraisal, on the WingSpan homepage under “Reports” click on
“Appraisal” and select “Reports” under the “Reports Written for Others” section at the top of
the page.
Step 5 – (Employee) Acknowledge Review Meeting and Receipt of Final Version of Performance
Appraisal
1. Email notification is sent to employee after Performance Appraisal is finalized that they must
acknowledge attendance at the Performance Review Meeting and receipt of the final version of
the Performance Appraisal.
2. Log into WingSpan and click on the “Acknowledge Meeting” task in the “My To Do’s” section of
the Home Page.
3. Check the box for “Signed Completed Appraisals”
4. Check the box for “Attended.”
5. Confirm the date the Performance Review meeting took place is accurate.
6. Add any comments regarding the Performance Appraisal, Performance Review meeting or the
process itself to the “Comments” section.
7. Click on Save.
8. The employee’s acknowledgement simply indicates that the meeting was held and does not
signify agreement with the substance of the review.
SUPERVISOR
Step 1 – (Supervisor) Write Draft of Employee Performance Appraisal
1. Email will be sent to Supervisor - This email will be sent at the same time as the employee’s
"Write Self Appraisal” email.
2. The ”Direct Manager Writes Appraisal for Employee” task under the “My To Do’s” list takes you
to the Performance Appraisal for the relevant employee.
3. Click on the icon to enter the information for the Job Responsibilities and Comments sections
respectively.
4. Under the Skills and Abilities section, select the appropriate rating from the dropdown box
under Current Performance for the respective sections and enter supporting information by
clicking on the icon next to Comments and Examples. A rating must be made for each category.
5. Select an Overall Rating for “Summary of Work Performance” and enter supporting comments
and examples by clicking on the icon below.
6. You may click on Save at any point to save the data you have entered while writing the
performance review.
7. Click on Submit to complete the appraisal and allow the employee to view it.
8. From the menu navigation to the left, under “Reports” you can click on “Appraisal” to view the
employee’s completed Self Appraisal as well as your Appraisal of the employee.
Step 2 – (Supervisor) Accept or Reject Performance Plan
1. Click on the “Review Plan for Employee Name” task displayed in the “My To Do’s” section of the
Supervisor’s Home Page to view the employee’s proposed performance goals.
2. Click on the individual goals to see the details provided by the employee and to insert comments
on the respective goals that will be visible to the employee.
3. You can approve or reject the goals submitted by the employee by clicking on the clipboard icon
and selecting the appropriate option. You can also select to add journal entries here that will
be visible to the employee.
4. To assign goals to an employee, first you must create the goal by clicking on the “Cascaded
Goals” section. Click the “Add Goal to Cascade” button.
5. Enter the details on the goal in “Description” section. Enter a due date in the “Due Date”
section. Click “Save Goal to Cascade.”You will have the option of saving the goal as “Suggested
Goal” or a “Prescribed Goal.” Suggested goals will need electronic acceptance on WingSpan by
the employee. A prescribed goal is automatically entered into the employee’s performance plan
for the upcoming year.
6.
To assign the goal to an employee, select “Edit Cascade” from the “Actions” drop-down menu
on the Cascaded Goal.
7. Next, click and drag the employee’s name to the column with the goal.
8. Notification of your action is sent to employee.
Step 3 – (Supervisor) Manage and Record Meeting in WingSpan
1. Email is sent to supervisor prompting them to schedule review meeting.
2. Employee and supervisor meet and discuss Performance Appraisal and Goals after each has
completed their respective portions of the performance review.
3. Click on the “Manage Meeting” task displayed in the “My To Do’s” section of the supervisor’s
Home Page.
4. Enter the Date the Meeting with the employee was held in the “Meeting Date” field.
5. Click on both check boxes for “Attended.”
6. Click on both check boxes for “Signed Completed Appraisals.”
7. Check the Box that says “The review meeting for Employee was held on the meeting date.”
8. Click on Save.
Step 4 – (Supervisor) Draft Performance Appraisal is Finalized
1. Email is sent to supervisor alerting the person that they must now finalize the performance
appraisal for the employee.
2. Following the meeting with the employee, the supervisor must complete the appraisal, making
any necessary modifications. Log into WingSpan and click the “Manager Edits Employee
Appraisal” task in the “My To Do’s” section of the supervisor’s Home Page.
3. Make any changes to the Performance Appraisal, if necessary.
4. Click on Submit.
Step 5 - Department Head (if different from Supervisor): Accept or Reject Performance Appraisal
1. Email is sent to Department Head requesting approval of the Performance Appraisal submitted
by the supervisor of the referenced employee.
2. Log into WingSpan and click the “Read Appraisal” task in the “My To Do’s” section of the Home
Page.
3. The employee’s Self-Appraisal and Performance Appraisal submitted by the supervisor are
viewable, but not editable.
4. If you want changes made to the Performance Appraisal, note the recommended changes in the
“Comments” section and click on “Request Re-Write.”
5. When the Performance Appraisal is completed to your satisfaction, click on “Approve.”