Performance Review Process Upgraded (Administrator Perspective)

• Create a cycle with timelines
• Set your rating scale
• Decide on Final Recommendation Questions by Managers and HR. Default questions are already given.
• Create templates for self-review and manager review
• Assign templates to employees from the Org Dashboard
• Share templates to employees from the Org Dashboard

Cycles

On the cycles pages, cycles can be filtered according to their present state (active, archived and halted) and the by the type of cycle as well (Focal Point Review, Hire Date Based Review, Work Anniversary Review).

Cycles can also be further sorted by cycle date and cycle name.

Cycle Actions

 

On the Cycles page, for each cycle that is created, it is possible to go directly to the Org Dashboard for that cycle by clicking on ‘Dashboard’.

 

Clicking on the three dotted line next to ‘Dashboard’ shows the list of actions that can be performed on the cycle.

• Edit – To make changes to the cycle
• Copy – To create a duplicate copy of the cycle
• Add Users – Adding users to a cycle
• Restrict Visibility – Restrict who can see the cycle
• Archive – To make a cycle inactive
• Halt – To put a cycle on ‘hold’ for a short period of time.

 

Furthermore, at a glance, it is possible to distinguish a few details about the cycle just by looking at it on the cycle page. The cycle timeline can help an administrator quickly gauge what is happening in a cycle, whether templates have been assigned, how many employees are yet to complete a review etc.

Creating A New Cycle

To create a new cycle, administrators should go to ‘Cycles’ within the Performance module.

Click on ‘Create Cycle’. You have the option to choose between three different cycles.

• Focal Review – Reviewing employees within a set time frame.
• Hire Date Based Review – Reviews which are triggered with 30/60/90 days of an employee’s joining date.
• Work Anniversary Review – Reviews which occur on an employee’s work anniversary.

The different types of cycles allow users to streamline the process within the Engagedly app. Users can customize their performance management process without having to create multiple cycles.

Focal Point Review

Process Configuration Section

The next section administrators need to fill in the Process Configuration section.

Here, administrators can decide how the review process will take place and who can participate in the process.

The above shown image shows the default settings in the process configuration settings section.

You can also enable the ability to invite additional reviewers who can add comments on an employee review.

You can also enable self review from this page which allows employees to rate and review themselves.

There is also a setting that enables a post review feedback questionnaire to be filled.

There’s also a setting called ‘Skip-level manager review’ which enables the manager above a manager to approve the review for their direct report.

You can also enable a setting if you want to manually share the templates or not.

Normally, the HR sets a date for the Sign Off option to appear.

If the HR has not set a date, then the Sign Off option appears as soon as the review has been submitted by the HR and the manager review has been made visible to the employee.

Once, a reporting manager submits their review, their skip-level managers get a notification, clicking on which redirects them to the review approval page.

If you enable training recommendations, you can add courses by selecting ‘+Add’ beside ‘Training recommendations’ on the review template and select a course from the available list.

This list can be further filtered based on the courses from ‘Performance’ and from the ‘Learning’ module. Select ‘Performance’ or ‘Learning’ from the dropdown menu on the top left corner of the page.

If you select ‘Performance’, selecting a course from the list and saving it will change the status of the course to ‘Assigned’.

If you select ‘Learning’, the list will display the courses from ‘Learning’ module that are pushed to ‘Library’. The status of the course here shows if these courses are already completed, unassigned or in progress. Once the user finishes the course, the status will change to completed.

Performance Rating Scale

In the Performance Rating Scale section, administrators can manage and edit the rating scale that they want to use in the review form. It is also possible to set ratings with decimal points.

For example, instead of 1 standing for ‘Needs Improvement’, administrators can set the lowest rating as 1.5 for ‘Needs Improvement’.

Administrators also have the option to manage the grading scale that is used for overall ratings. Administrators can assign a grade to the minimum and maximum scores for overall ratings.

Leadership Potential Rating Scale

 

You can evaluate employee potential in two ways : Rating and Questionnaire

Rating – You will be able to set the rating and decide which category (Low, Medium, High) it falls into.

Questionnaire – The questionnaire consists of ten questions that can be answered with a yes or a no. These questions and their categories (Low, Medium, High) cannot be edited.

After this part is configured, managers can see the Leadership Potential Section on the review page.

On this page,they either find a rating dropdown menu or a set of choice based questions depending on the configuration choice they make (Rating or Questionnaire)

When rating is enabled

When questionnaire is enabled

Manager/ HR Recommendation Questionnaire

In the HR Recommendation Questionnaire section, administrators can manage and edit the questions for the HR Recommendation Questionnaire.

Administrators can even add new questions to the questionnaire and get rid of the default questions.

Hire Date Based Review

Administrators will see a number of collapsed sections. Click on a section to expand it.

 

The first thing administrators need to do is fill in Cycle Information. This includes filling in details like Cycle Type, Title, Description and the Start Date and End Date. You can also see the number of active cycles selecting ‘Click here to view’ beside ‘n number of active cycles available’.

 

Creating a review cycle using this format involves doing a few things differently. For example, you can select a 30/60/90/Custom days format for the review. Based on the number of days selected, a performance review will be triggered in the ensuing time period.

 

Example: An employee joins on March 20th, 2019 and is added to a Hire Date Based Review cycle. If the 30 day format has been chosen, then exactly one month later, his review will occur on April 20th, 2019.

 

It is also not necessary to add an end date for the Hire Date Based Review cycle. A start date however, is mandatory.

 

Users can be added automatically to a review cycle, or they can be added manually by the HR manager.

 

The review cycle in Engagedly is broken into several sections. The next section administrators need to fill in the Process Configuration section.

Process Configuration Section

Here, administrators can decide how the review process will take place and who can participate in the process.

Administrators can choose to use the same review template for all employees in the cycle or they can choose to manually assign templates.

You can also enable the ability to invite additional reviewers who can add comments on an employee review.

You can also enable self review from this section which allows employees to rate and review themselves.

You can also enable signing off a review from this section, where the employee can sign off a review and no further changes can be made to it.

You can also enable a post review feedback questionnaire to be filled.

There’s also a setting called ‘Skip-level manager review’ which enables the manager above a manager to approve the review for their direct report.

The next section that administrators need to fill is the Review Submission Window

Review Submission Window

The Review Submission Window can help a HR manager decide how much time the employees and managers get to complete a review.

In a Hire Date Based review cycle, as soon as users are added to a cycle, templates will be automatically get shared with them. And they can begin the review based on the time period the administrator has specified in the review submission window.

Configure Review Inputs Section

 

The next section that administrators need to fill in is the Configure Review Inputs section. In this section, administrators decide who should rate and comment in a review process. This section is especially configurable because we want users to have the flexibility to decide who participates in the review process.

In a Hire Date Based review cycle, a few features such as Manager Recommendations, HR Recommendations, Review Notes and Training Recommendations are automatically disabled. However, cycle creators can choose to enable them once again.

While in a Focal Point review, it is possible to enable the Leadership Potential and Development Plan options, those features are not available in the Hire Date Based Review.

Two new columns have been added to the Org Dashboard – Added On/Hire Date to reflect a Hire-Date Based review cycle.

It is possible to halt a Hire Date Based review cycle for a duration of time. However, during this time, users can still be manually added to a cycle.

Performance Rating Scale

In the Performance Rating Scale section, administrators can manage and edit the rating scale that they want to use in the review form. It is also possible to set ratings with decimal points.

For example, instead of 1 standing for ‘Needs Improvement’, administrators can set the lowest rating as 1.5 for ‘Needs Improvement’.

Administrators also have the option to manage the grading scale that is used for overall ratings. Administrators can assign a grade to the minimum and maximum scores for overall ratings.

This grading scale is denoted by an alphabet code and will be displayed on the review form as well as on the Org Dashboard. In the absence of a grade reference for a value, the numerical rating itself will be displayed.

Post Review Feedback Questionnaire

The post-review feedback questionnaire is a survey about the performance review, which is available only to employees.

As this is not mandatory, employees can choose not to take the survey. In this section, administrators can add questions to the post-review feedback questionnaire.

Additional Notifications for HR

In this section, administrators can choose whether the HR manager should be notified when a candidate is added to the cycle or when manager submits review.

Work Anniversary Review

Administrators will see a number of collapsed sections. Click on a section to expand it.

The first thing administrators need to do is fill in Cycle Information. This includes filling in details like Title, Description and the Start Date and End Date.

It is important to note that the review period cannot extend beyond 365 days.

Process Configuration Section

 

Here, administrators can decide how the review process will take place and who can participate in the process.

 

Administrators can choose to use the same review template for all employees in the cycle or they can choose to manually assign templates.

 

You can also enable the ability to invite additional reviewers who can add comments on an employee review.

You can also enable self review from this section which allows employees to rate and review themselves.

You can also enable signing off a review from this section, where the employee can sign off a review and no further changes can be made to it.

You can also enable a post review feedback questionnaire to be filled.

There’s also a setting called ‘Skip-level manager review’ which enables the manager above a manager to approve the review for their direct report.

The next section that administrators need to fill is the Review Submission Window.

Review Submission Window

 

The Review Submission Window can help a HR manager decide how much time the employees and managers get to complete a review.

In a Work Anniversary Review cycle, as soon as users are added to a cycle, templates will be automatically get shared with them. And they can begin the review based on the time period the administrator has specified in the review submission window.

Configure Review Inputs Section

The next section that administrators need to fill in is the Configure Review Inputs section. In this section, administrators decide who should rate and comment in a review process. This section is especially configurable because we want users to have the flexibility to decide who participates in the review process.

Manager and HR recommendations allow them to give their recommendations to their employees through a questionnaire.

You can also enable a setting to add developmental plans, which can be a list of courses that you can add which maybe an online link to a course or just any recommendations.

Enabling training recommendations allows HR/manager to recommend courses from the development plan or you can also select the existing courses from the Learning module.

These sections can be renamed and can also be rearranged by dragging and dropping. The same order will appear in the review form.

Selecting one-on-one meetings shows the list of one-on-one meetings that have been marked complete.

Performance Rating Scale

In the Performance Rating Scale section, administrators can manage and edit the rating scale that they want to use in the review form. It is also possible to set ratings with decimal points.

For example, instead of 1 standing for ‘Needs Improvement’, administrators can set the lowest rating as 1.5 for ‘Needs Improvement’.

Administrators also have the option to manage the grading scale that is used for overall ratings. Administrators can assign a grade to the minimum and maximum scores for overall ratings.

This grading scale is denoted by an alphabet code and will be displayed on the review form as well as on the Org Dashboard. In the absence of a grade reference for a value, the numerical rating itself will be displayed.

Manager/ HR Recommendation Questionnaire

In the Manager Recommendation Questionnaire section, administrators can manage and edit the questions for the Manager Recommendation Questionnaire. Administrators can even add new questions to the questionnaire and get rid of the default questions.

In the HR Recommendation Questionnaire section, administrators can manage and edit the questions for the HR Recommendation Questionnaire.

Administrators can even add new questions to the questionnaire and get rid of the default questions.

Post Review Feedback Questionnaire

The post-review feedback questionnaire is a survey about the performance review, which is available only to employees.

As this is not mandatory, employees can choose not to take the survey. In this section, administrators can add questions to the post-review feedback questionnaire.

Additional Notifications for HR

In this section, administrators can choose whether the HR manager should be notified when a candidate is added to the cycle or when manager submits review.

Creating Review Templates

Creating A New Template

To create a new template, click on ‘+ New Template’.

First, add in your Title, Description and Tags. You also have the choice to add Goals to your template. If you want to add Goals to your templates, then click on the ‘Enable Goals Module Integration’ button.

Templates house the main review questions or areas that employees and managers rate and comment on. One can create unlimited templates.

Many organizations usually have one performance review template per “role”. However you can also (if desired) use one standard template for all employees.

By default, this feature is set to ‘No’. Once it is enabled, it will display as ‘Yes’. This step is completely optional and up to the discretion of the users.

You also have the option to enable a feature which allows competencies to be auto-assigned on the basis of job titles. This feature however is Settings based and is only visible if it has been enabled by a site administrator.

Manage Reviews

Clicking on manage reviews takes you the cycle dashboards. By default, you will land on cycle based on the sorting you have selected on the Cycles tab. If you have sorted according to Creation Date, then you will land on the most recently created cycle. If you have sorted according to Cycle name, then you will land on the alphabetically recent cycle.

To shift between cycles, simply click on Change Cycle and click on the cycle you would like to go to from the list of cycles.

Add Users

To add users to a cycle, click on ‘Add Users’ at the top right hand corner. Site administrators will be redirected to a list of all the users in an organization. They can select the users they wish to add to a cycle and then click on ‘Add’.

For Hire Date Based Review cycles and Work Anniversary Review cycles, users are automatically added to the cycles because the cycles function according to a date criteria. However, it is also possible to manually add users to these two cycles.

Dashboard View

By default, only a certain number of columns will be shown on the cycle dashboard. But administrators can click on Manage Columns to display additional columns and then scroll between them.

Default View of Columns

Employee Name – The employee’s name

Reviewer – The reviewer’s name

Template Assignment – Status of template

Employee Status – Employee’s review status

Reviewer Status – Reviewer’s review status

Additional Reviewers – Number of additional reviewers who are participating in the review process

Lock Status – The status of the review

Manage Columns (All Column View)

Hire Date – Column shows the hiring date of the employee

Added On – Date when employee was added to the cycle

Manager Name – The name of the reviewee’s manager

Job Title – Employee’s job title

Levels – Designation levels

Template Assignment – Status of template

Employee Status – Employee’s review status

Reviewer Status – Reviewer’s review status

Additional Reviewers – Number of additional reviewers who are participating in the review process

Lock Status – The status of the review

View All Stages – Clicking on this allows you to view the review cycle according to its stages. You can choose to view the Configuration Stage, the Review Stage, or simply, the entire review process.

Page View – Users can toggle between Comfortable view and Compact view.

Dashboard View – This view allows you to toggle between the Organization view, Team View, Secondary Team, Skip Level etc.

Filters and Actions

Filters

Clicking on Filters allows users to filter the information on the page based on Locations, Business Units, Departments, Level, Employee, Manager and Status.

Actions

All of the major actions can be accomplished from the Bulk Actions button.

Configuration

• Remove from cycle
• Recall template
• Assign template

Employee

• Rollback employee review so that employee can resubmit
• Nudge employee with pending self-review submissions

Reviewer

 

• Rollback employee review so that manager can edit and resubmit
• Delegate reviews
• Nudge employee with pending manager-review submissions

Other Reviewers

 

• Notify additional reviewers

 

HR

 

• Lock Reviews
• Unlock Reviews

Reports

In the Reports section, site administrators can view how a cycle is progressing through graphical representations of Nine Box Analytics, Rating Distributions across the cycle Manager Recommendations, HR Recommendations and Post Review Feedback as well.

Site administrators can choose to view a cycle through the My Team view or My Org view.

Updated on 10th May, 2019.
Performance Review Process – Manager & Employee Perspective
Click here to go to the older ‘Performance 2.0’ documentation.[
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