Creating a performance review
A performance review (Review) is a performance period, with a start date and an end date, which involves managers and their workers. They are based on reviews made both by the workers themselves and then by their managers and if necessary, also other managers.
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Performance reviews are available under Workbench > Performance Management > Performance Reviews > Performance Review Template. Access to Workbench depends on your role within the platform. This feature is available for users with Reviews professional role.
Step 1 - Performance review details
To create a review, proceed as follows:
Click Create performance review in the upper-right corner of the Performance Review Template section. The review creation form is opened at the first step, Performance review details.
Fill in the basic details of the review:
Select the type of the review from the Review type drop-down list.
Enter a title of the new review in the Title field.
Enter a description for the review in the Description field. We recommend that you state in this field the purpose of the review to avoid any confusion if you're creating several reviews in your system.
Change the state for the Enable toggle to be able to add Suggested agenda widget and be able to add agenda points by click on Add agenda point.
Choose your default language from the Language preference drop-down list.
If your company uses several languages and you want to translate the review, select the new language in the Translations drop-down list, and then enter the proper information inTitle and Description fields. Repeat this operation for all the languages that you want to support in your performance review.
In the Review periods section, select the Start date and the End date of your review. All the goals that were created with a due date or a deliverable date within the specified goal period will be included in the performance review. Enable the toggle below if the review period is different from the goal period. If you enabled the toggle select the review period to display by selecting another Start date and the End date. You may also hide the goal period from the review form by clicking on the button at the end of the Review periods section.
In the Add review owners section, select all the people that you want to own this Performance review.
In the Plan transmission section, you may tick the box called Send performance review PDF to Documents and then from the drop-down list select the communication round it will refer to.
In the Score calculation section, you may enable the Total score calculation feature. This option will allow the system to automatically calculate a total score at the end of the review form. This action will allow you to define which sections will contribute to the total score. You will be able to specify it in the last step - Custom section.
Click Next in the progress widget to move to the next step of the review creation process: Population.
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Click Save as draft in the upper-right corner of the application to simply save your changes and finish the creation of the review later on. In this case, the review is saved as a draft.
Step 2 - Population
Once you have entered the basic information for the review, you need to define its target population; in other words, the managers and workers who will be able to select this review.
To define the target population of a review, proceed as follows:
In the Include section of Step 2, Population, of the review, build a condition that will filter out the target group for the review:
If you want to include one or several organizational units, open the Organization drop-down list, and then check the boxes corresponding to all the units to be included. Click All organizational units to select all available organizational units at once.
If you want to include one or several specific locations, open the Location drop-down list, and then check the boxes corresponding to all the locations to be included. Click All locations to include all available locations at once.
If you want to include one or several specific roles, open the Role drop-down list, and then check the boxes corresponding to all the roles to be included. Click All roles to include all available roles at once.
Keep in mind that this method creates an restrictive (AND) condition, meaning that the more criteria you select in the drop down, the fewer workers will be included because only the workers meeting all criteria will be included.
Click Add at the right of the row of drop-downs. A badge containing your selection is added below the row.
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Click Add all company at the top of the section to add all the workers in your organization.
Repeat steps 1-2 to make another selection. If you add several selections, an inclusive (OR) condition is then applied between the selections, meaning that to be included, recipients must meet one of the selections.
If you want to include specific workers by name, type their name in the Individuals workers field and then click the name in the list of results. Workers added via this method will be included in the list of recipients regardless of whether they satisfy the criteria defined in step 3, if any.
If you want to explicitly exclude workers, roles, organizational units or locations, apply steps 1-4 in the Exclude section of the form.
Click Next in the progress widget, at the right side of the form, to move to the third step of the review creation process: Review stages.
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Click Save as draft in the upper-right corner of the application to simply save your changes and finish the creation of the review later on. In this case, the review is saved as a draft.
Step 3 - Review stages
After having added populations, you can configure stages of the review by changing the state of following toggles:
Moderation stage: after activating this option you will be asked to choose between:
Moderation led by the manager: if this feature will be set as active, managers will be able to complete the moderation process and advance the review process to the next stage via the review form. The professional review role will still have access to monitor, manage and intervene if necessary via the portal.
HR-led process: if this feature will be set as active, managers will not be able to complete the moderation stage or move the process forward via the review form. The professional review role will manage the process via the portal.
This selection will also allow you to activate or deactivate Manager can edit their inputs during HR-led moderation. This option will allow managers to edit their ratings and comments during the moderation stage. If you want to keep reviews frozen in read-only mode during moderation, disable this setting..
Conversation & publication: this setting will allow you to skip the "Conversation & publication" results stage. As a result, the review will be published and made visible to the worker after the manager submit their review. Please note that this setting cannot be changed after the review form is published.
Worker self-assessment: this option allows you to skip worker self-assessment. In this case only managers will be required to provide input. Workers will not be able to view the questions or respond to them.
Challenge process: after enabling the challenge process, the workers will be able to either request a follow-up conversation with their manager or challenge their review with the line manager above their manager reviewer (LM+1). Remember that when the challenge process is enabled, the overall performance widget must be included in the template; otherwise you will not be able to save the review template.
Worker sign-off comment box: this setting will include a comment box for workers to fill in as part of the completion process.
Final validation: setting activates an additional validation step where the review is forwarded to a higher-level manager (LM+1) for final approval after the worker and their line manager have completed the review process.
Click Next in the progress widget, at the right side of the form, to move to the fourth step of the review creation process: Review form components.
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Click Save as draft in the upper-right corner of the application to simply save your changes and finish the creation of the review later on. In this case, the review is saved as a draft.
Step 4 - Review form components
In step 4, Review form component, of the review creation form, you can add the components of the final review form.
You can allow additional managers to be invited by changing the state for the first Enable toggle. If you do it, you can then select the number of managers and decide if they will be able to see the worker's self review.
In the next row you may choose to add specific goals to the form. If you change the state of the Enable goals and Enable overall rating for goals toggles, you will be able to select goal types from the drop-down list and enable rating and comments for each goal separately and/or for the goals overall.
Next you may enable the behaviors. If you change the state of the Enable behaviors toggle, you will be able to enable to chose the answer type, rating, and comments for each behavior separately and/or for the behaviors overall.
You may also enable the overall performance. If you change the state of the Enable overall performance toggle, you will be able to enable to chose the answer type, rating, and comments for the overall performance.
In the last row you may also change the state of the Enable the useful information for self-reviews and manager reviews toggle.
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Click Save as draft in the upper-right corner of the application to simply save your changes and finish the creation of the review later on. In this case, the review is saved as a draft.
Step 5 - Custom section
In step 5, Custom section, of the review creation form, you can define a custom section, if your review form requires one.
To define the custom section, proceed as follows:
Click the Create custom section button. A new window is now displayed.
In the Settings section chose the Response permission , Response visibility, Widget placement, and Translations from the drop-down lists. Add the name of the widget in the Widget title and add the Description of the section. Enable the Editable after result publication toggle to be able to edit this section after the publication of the result.
In the Question section enter your Question and select the Answer type from the drop-down list. You can make this question Mandatory by enabling the toggle at the end of the section.
Click Add question to add another question in this section.
If you enable Total score calculation in the first step, Performance review details, an additional section called Sections weights will appear. You must assign a weight to each section (e.g., 33.3% for each), and the total weight for all sections must equal 100%. The system will validate this total before you can publish the template.
Click Publish in the progress widget, at the right side of the form, to publish your Performance review.
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Click Save as draft in the upper-right corner of the application to simply save your changes and finish the creation of the review later on. In this case, the review is saved as a draft.