23-05_Performance_Tracker

MOUNTAIN VIEW POLICE DEPARTMENT SPECIAL SERVICES SECTION TRAINING AND INFORMATION BULLETIN PAGE 1 OF 3 CONFIDENTIAL • FOR LAW ENFORCEMENT USE ONLY 2023 DATE: 05/01/2023 BULLETIN NUMBER: 23-05 SUBJECT: Performance Tracker - Agency360 INFORMATION: Beginning May 1st, 2023, the performance tracker system will be transitioning from the current format in File Maker Pro, to Agency360 (The software being used for the FTO program). The transition is occurring due to Agency360 having more capabilities within the softwar e for performance trackers . In addition to performance trackers, employee evaluations will be transi tioning to Agency360 at a later date. Please follow the outlined process for entering a performance tracker: CREATING A TRACKER ENTRY: 1. Go to www.agency360.com and select login 2. Click “Forgot your password,” which will prompt you to use your department email to change your password A. If you already have an account, please use your existing credentials 3. In the top left corner of the website after logging in, click the drop down menu and select “Evaluations & Performance Tracker.” Depending on your existing access level, it may default to this program, but please ensure you are in the right one (Not the FTO or other program). 4. Once you have selected the Evaluations & Performance Tracker program, click the blue drop down menu in the top right corner and select “Incident Report.” This is the new name for a performance tracker. MOUNTAIN VIEW POLICE DEPARTMENT SPECIAL SERVICES SECTION TRAINING AND INFORMATION BULLETIN PAGE 2 OF 3 CONFIDENTIAL • FOR LAW ENFORCEMENT USE ONLY 2023 5. After selecting an Incident Report, it will bring up a new screen where you will be able to choose which employee you are writing a performance tracker for. Select the desired employee 6. The next screen will be where you complete the following fields for the performance tracker entry : a. Incident Type : Select “General” b. Call Number : Enter either a case number, incident number or leave it blank if not applicable c. Nature of Incident : Select either Positive, Neutral, or Corrective i. If you select Corrective , it will prompt another box to select what type of corrective action was taken (None, Training Provided or Miscellaneous) d. Incident Description : This is your general narrative section where you can type your summary in word format e. Add file attachment : If there are any files to attach, use this button f. Performance Rating : Just as with past practice involving performance tracker entries, please sel ect the most appropriate corresponding evaluation performance category (These will automatically be attached to the employees eva luation when those are active in Agency360). You will have to scroll down to the performance categories, as they are at the bottom of the list g. After a performance category is selected, an icon ( ) will appear next to it that allows you to see the rating definitions for NI, ME, EX h. It will then give you a rating option by default for the performance rating , so please select which one is most appropriate (1 for corrective tracker, 2 for general/meets expectations , 3 for positive tracker) . Do not select option 4. MOUNTAIN VIEW POLICE DEPARTMENT SPECIAL SERVICES SECTION TRAINING AND INFORMATION BULLETIN PAGE 3 OF 3 CONFIDENTIAL • FOR LAW ENFORCEMENT USE ONLY 2023 i. If appropriate, you can add multiple performance category ratings for a single tracker entry (Ensure your narrative addresses each performance category selected. The tracker will be attached to the selected performance categories in future evaluations) 7. After you are finished with the tracker entry, click the orange “Submit” button on the bottom right portion of the scree n 8. The summary tab at the top will display the workflow history 9. After submitting the entry, the employee will get a n email notification rega rding the tracker and have the opportunity to review it, then accept or reject it. Once accepted, there is nothing else to do and that tracker is complete. a. If the tracker is rejected by the employee, you will get an email notification of the rejection 10. If you start a tracker entry and want to save it to complete at a later time , click “Save as draft,” which is right next to the submit button at the bottom right portion of the screen (It will also auto -save periodically) . To access th at draft , or to access a tracker that was rejected by the employee, click on the “In Progress” tab at the top of the screen. Please ignore the “Upcoming” tab at the top, as this will eventually be for evaluations. 11. As with past practice involving negative trackers (Now titled corrective), please have the entry reviewed by your Lieutenant prior to being submitted. 12. Please do not click on any other forms (Evaluation or High -Five), as they are not finalized yet If you have any questions regarding the new performance tracker system in Agency360, please reach out to Sergeant Crowl. Prepared by