Performance Review Process 2.0 (Administrator Perspective)

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.

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

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.

Signing Off

Signing Off is a feature wherein, once a review has been submitted, employee can sign off   on the review, thereby preventing any further changes to the review.

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.

Post Review Feedback Questionnaire

Once sign-off has been completed (if it is enabled), employees will be asked to fill in a feedback questionnaire which comprises questions pertaining to the review process.

Skip-Level Manager

A manager above an employee’s reporting manager is called their skip-level manager.

Now you can enable skip-level manager in your review process from the process configuration section of cycle creation.

Enabling skip-level managers in a review process will allow you to select capabilities for a skip-level manager which are

1. Approve Review

2. Edit Manager Review (Ratings/Comments)

You can select either of the options or both.

Selecting ‘Approve Review’ will allow the skip-level manager to either ‘Approve’ the reporting manager’s review or to ‘unlock’ it, allowing the reporting manager to re-submit their review.

Selecting ‘Edit manager review’ or both will allow the skip-level managers to edit the manager review, approve and submit it.

Skip-level managers can only edit the ratings and comments in the reporting manager review.

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

In the team dashboard/ Org dashboard, a column called ‘Skip-level manager’ which shows you the status of skip-level manager review.

This column is only visible if the ‘Skip-level manager review’ is enabled.

Initially, the status of reviews will be ‘Waiting’. Once the reporting manager submits their review, the status changes to ‘Pending’.

Now this review is awaiting the approval of skip-level manager.

Once a skip-level manager edits and approves the reporting manager review, the status changes to the date on which the skip-level manager approved it.

You can see the list of skip level manager reviews for your team in a dashboard by selecting ‘Skip level reviews’ from the dropdown on ‘Team Dashboard’.

HR managers can ‘Unlock’ skip level manager review for users through ‘Actions’ under  ‘Skip Level Manager’ column on ‘Org Dashboard’.

Cycle Timeline Section

The next section administrators need to fill in is the Cycle timeline. Here administrators can configure the timeline for the review process.

This essentially includes assigning dates to various actions within the review process.

We recommend assigning the dates in a linear manner, so that it becomes easier to track the progress of the review cycle.

You can also choose to send weekly and daily reminders to managers and employees to finish their review.

If you select this setting, weekly reminders will be sent till the due date and once the due date passes, daily reminders will be sent.

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 all 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.

Training Recommendations

Enabling this will allow you to add training recommendations to a review. You can only choose the courses that have been added through ‘Manage Training Courses’ from the ‘Settings’ tab.

To add a new course for training, go to ‘Settings’ and go to ‘Manage Training Courses’ under ‘Performance’. Here you can add a new course, description, the URL, the URL text and tags.

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 & Grading Scale Section

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.

Leadership Rating Scale Section

In the Leadership Rating scale section, administrators can define the rating scale that will be used in Nine Box analytics.

They can also decide the grading scale for Nine Box Analytics.

This involves using a slider to indicate which ratings constitute, low, medium and high performance. ( The 9 Box Grading Scale can be found in the Performance Rating Scale section)

Leadership Potential Evaluation (9- Box Grid)

The leadership potential evaluation helps HR managers identify the leadership qualities of their employees This is designed is such a way as to understand about employees who are individual contributors in the organization.

You can enable this evaluation process through cycle settings in the performance module. The result will be calculated based on the inputs provided by the manager on the review form.

Enabling Leadership Potential Evaluation

You can enable Leadership Potential Evaluation during the creation of a performance cycle through the Configure Review Inputs section.

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:

An employee will be plotted on 9-Box Grid based on the score in the leadership potential section and the overall score on employee performance

How Can A Manager/ HR Manager Find The List Of Users Plotted On A Particular Box From The 9- Box Grid?

Here are the steps that you should follow to find the list of users plotted on a specific box in the 9-box grid.

– Go to the Reports tab

– Select and apply the appropriate filters

– Click on the respective box to see the users who are plotted on a that box

– This displays a pop-up where you can see the users and their review form through the view button.

Manager/ HR Recommendation Questionnaire Sections

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

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

This is not mandatory, employees can choose not to take the survey. Here, administrators can add questions to the post-review feedback questionnaire.

Types Of Review Cycles

In Engagedly, users can create three types of cycles.

1. Linear cycle

2. Parallel cycle

3. No self-review

Linear cycle – A linear performance review cycle is one that is most commonly used. In this cycle, actions proceed one after the other.

For example, employees can only begin their reviews once a certain date has passed. Managers can only review their direct reports once the employee completes their self-review etc.

Parallel cycle – In a parallel cycle, it is possible for managers and employees to review performance at the same time. Managers do not have to wait for employees to finish their self-reviews before they start their own.

No self-review – In this type of cycle, the employee self-review has been completely eliminated. It only involves managers, HR, administrators and secondary reviewers if any.

Note:- It is possible to run multiple performance review cycles at the same time in Engagedly. It is up to the discretion of the HR administrator to decide how many review cycles they want to run at one time.

Creating A Performance Template

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.

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.

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.

Once you click on Save, you will be directed to the next part of template creation.

Note 1:- When the Goals module integration is enabled you will see a section called ‘Goals’ added automatically to the template. You just need to set the ‘who can rate’ and ‘who can comment’ setting and save.

Note 2:- When the Enable Competency Section is enabled, you will see a new section, intended for competencies alone.

Here you can change the section title, change the ‘Who can rate’ & ‘Who can comment’ options and save.

When you assign this template to employees, the respective section will be auto-populated based on the competencies added to the job title of the employee and will enable them to rate and comment.

The next thing for you to add is a section to the template. To add, click on the +ADD SECTION button, Provide the section title, description, set who can rate and comment preferences and save.

Once the section is added you can now add questions (KRAs – Key Result Areas) and sub-questions (KPAs – Key Performance Areas) to it. For example, a KRA can be ‘Product Deliverables’ and the following KPAs can be Feature Enhancements, Quality of Deliverables etc.

To add a new Question, click on the “+” sign. To add sub question, click on the “Add Sub Question” icon, which is right next to the “+” sign.

To add competencies from Engagedly’s competency library, click on “+Search and Add”

Note:- If a question has sub-questions, only the sub-questions can be rated and commented upon. If there are no sub-questions, then it is possible to rate and comment upon the question itself.

Once you have added all your sections in a template, it is ready to be assigned. It is important to remember that any changes that are made to a template after it has been shared with employees will not reflect in the template.

Assigning A Performance Review Template

Administrators can assign templates employees from the Templates page or the Org Dashboard.

Assigning Templates From the Templates page:

• Go to ‘Templates’ in ‘Performance’.
• From the list of templates on the page, select the ‘Assign’ action from the Actions menu on the template that you want to assign.
• In the lightbox that opens up, select the cycle you want to assign the template for and click on Next.
• Then select the employees and click  on ‘Add’. Once you are done adding employees, click on Save.

Assigning Templates From the Org Dashboard:

• Go to ‘Org Dashboard’ and select the cycle that you want to conduct a review for.
• Click on ‘Assign’ button beside the employee’s name that you want to assign the template to.
• Select a template from the list of available templates.
• Click on ‘Submit’

Adding Employees To A Review Cycle

When a new cycle is created, by default, there are no employees who are part of the cycle. Administrators will need to add employees to the cycle.

If all employees are part of this cycle then you can add all of them in one click with the ‘Add All Employees’ action.

If your organization runs parallel cycles with different sets of employees you can search select and add employees with the “Search & Add Employees” action.

Add All Employees – When you click on this, all the employees in an organization will be added to a cycle.

Search & Add Employees – When you click on this option, you be redirected to a new page where you can see a list of all the employees in your organization. There is a checkbox next to each employee’s name.

Select the employees you want to add to the cycle, and then click on Add. They will appear in the Selected Employees column.

You can also remove employees from the Selected Employees column If you have selected a few employee by mistake or decide that you do not want to add an employee to the cycle.

Once you’ve finalized the list of selected employees, click on Save. You will now be redirected to the Org Dashboard page where you can see all the employees who are a part of the cycle.

Note:- Blocked users will still remain in the cycle. They can be identified by a small icon next to their name and the fact that their complete row is a different colour from the rest of the page.

Assigning To & Sharing Templates With Employees

• Click on ‘Assign’ button beside the employee’s name that you want to assign the template to.
• Select a template from the list of available templates.
• Click on ‘Submit’

Once you are done assigning templates, the next thing you need to do is share them. This you can do by clicking on the Share action under the Status column.

You can share templates individually or you can also share templates with employees at one go by selecting Share in the Status drop down menu and selecting the checkbox that appears next to the Employee title.

Note:- If manual sharing of templates is enabled during cycle creation, then employees will only see assigned templates once it has been shared with them. If not, employees will be able to see review templates as soon as templates have been assigned to them.

Adding Additional Reviewers

In an organization, different people work on different projects. People who might have worked together at one point of time might now be working with different people.

So, when reviewing the performance there might be a need to gather inputs from different users.

Engagedly allows administrators to add additional reviewers to contribute to the performance review of users in their organization.

If the feature has been enabled, you will find a new column called ‘Additional Reviews’ in the Org Dashboard.

Clicking on this column against the username, will take you to a pop-up where you can add multiple additional reviewers. These additional reviewers can only contribute to the review by adding a comment. They cannot modify or delete the comment once submitted.

You can notify the additional reviewers who haven’t completed their reviews by selecting ‘Notify’ under actions for additional reviewers. HR can also notify additional reviewers individually through ‘Manage Reviewers’.

Removing Employees From A Cycle

To remove employees from a cycle, hover on the gear icon next the Employee title and click on ‘Remove from cycle’. Select the employees you want to remove from the cycle and click on Remove.

Tip:- If you want to exclude just a few employees from a cycle you can add all employees and then remove the employees you want to exclude.

Review Manager (Delegating Manager Review)

When you are working with different teams, though your manager is the one you report to, there is a possibility that sometimes someone else from the team or different department is more suitable to give you a review.

Now, managers/HRs can delegate someone else as a review manager for their direct reports. You (Manager/HR)  just have to go to the Team Dashboard/ Org Dashboard, and go to the ‘Reviewer’ column.

In this column, go to the user that you want to edit the reviewer for and select the edit icon. Now you can add the name of the review manager.

You can also see the review manager and reporting manager on the review form. This feature is enabled for everyone by default.

Once a review manager is delegated by a reporting manager, all the notifications related to the review of that specific user will  be received by the review manager and not the reporting manager.

Note: Reporting managers cannot edit the review submitted by the review managers. They can only read it.

Recalling Templates

You can recall templates by selecting Recall from the Template drop down menu in the  Org Dashboard.

Clicking on the Recall action will make checkboxes appear next to all the users who have been assigned templates. Check the boxes next to users from whom the template needs to be recalled and then click on Recall.

Note:- Once a template has been locked by the HR, it cannot be recalled unless the template is unlocked first.

When should you recall templates – You can recall templates if a mistake has occurred when reviewing an employee’s performance or there was a change made to the template after it was assigned and shared and completed.

What happens when you recall templates – When you recall a template, the progress on the review is reset. Employees and managers will have to re-do the review.

Who can recall templates – Only administrators and managers can recall templates.

If an employee or manager would like to modify their submission, it is possible for the HR manager or site administrator to unlock a review. This can be accomplished from the Employee and Reviewer columns. Once the employee and the reviewers make their changes, they can resubmit their reviews. It is important to note that if a review is unlocked, no data is lost. The review template merely becomes available once again for employees or reviewers to add their input.

The Performance Review Form (What Can The HR Do?)

In the performance review form, if certain segments have been enabled, then the HR will be required to fill those out before submitting the review.

HR Remarks

In the HR Remarks section, the HR can add remarks to the section is they have any. These remarks can be simple observations or comments about the employee’s performance.

Reviewer Notes

In this section, the HR can make additional comments and notes that have not been mentioned in the main review.

Training Recommendations

If managers want to recommend any additional training resources to the reviewee, they can be added here. In order for the training resources to show up, they must first be added in the Performance section on the Settings page.

To add courses to the Training Recommendations, click on ‘Manage Training Courses’ and then click on ‘+New Course’ to add the course. It is important to remember, when you create a course here, it just creates a course title.

HR Recommendation Questionnaire

If the HR Recommendation Questionnaire has been enabled, then the HR has to fill this short questionnaire out before they submit the review.

Post Review Feedback

This feedback questionnaire can only be filled in by employees. It is the last step in the review process.