The Performance cycle is comprised of many elements right from Review

Period to Performance Document.

Review Period:

The review period is needed to be created for the year for which we need the cycle to be run.

To create a review period, we need to use task ‘Review Periods’. The navigation for the same
is: Login as HR Specialist -> My workforce/my client group -> Performance -> Review
Periods

While creating review period we need to fill period start date and period end date for which
the review period is being created.

Performance roles:

The performance roles are the roles which are part of performance process and hence these
roles are dependent on performance process of the organization. As we can give any name to
role that suits our business requirement, we will need to select an apt role type for the
performance role which evidently tells us the nature of role and part that it is playing in the
performance cycle.

For example, if the performance process only comprises of manager evaluating an employee
then we need two roles with role types - Manager and Worker.

In case where performance process also includes feedback from colleagues then we need
three roles with role types - Manager, Worker and a Participant.

To create performance roles along with role type we need to provide details like start date and
end date, the period in which these roles can be active.

Unlike manager and worker; the participant role type creation has one
more field ‘Allow role to view worker and manager evaluations ‘. A
participant is a person who gives the feedback about an employee through
answering the questionnaire. This field needs to be marked in case we
need the participant to be able to see the evaluations done by manager and
worker.
Eligibility Profiles:

This eligibility profile is the criterion to determine the workforce that is included in the
performance cycle.

The profile usage for the eligibility profile would be Performance, if we have followed the
navigation which is through the performance work area from my client group then this will
auto-populated field.
Performance Document Type:

Performance document type is created to map it with the performance template we create in
further tasks.

By default, the performance document manager is employee’s line manager, we can mark
‘Worker can select manager when creating document’ to facilitate the option of selecting
another employee as performance document manager than the line manager.

The above tasks are need to be followed in all scenarios of performance process i.e., with or
without feedback from peers.

If our business requirement does not need feedback from peers then we can go ahead and
continue to define a performance process and template for the same.

If our business requirement need feedback from peers then we need to create a questionnaire
through which the peers are supposed to give feedback.

To create a questionnaire, let’s first start with creating a question that later can be pulled into
Questionnaire template.

Questions:

Use task- Questions from the Performance document work area.

Field name and Explanation as below:

Status- Until a question is created, we keep it in draft status, once done we can set it to active
so as to make it available.

Privacy- If we want only owner to have update right to the question then we can set it to
Private otherwise Public.

Display the question conditionally- This can be used to display the question on the basis of
answer given to another question, when marked; this option populates two fields where we
can choose the deciding or controlling question and its response.

Question Type: This drop-down lists the question types which are Text, single choice,
multiple choice, no response.

On the basis of Question type we select, the Response section will populate options
accordingly. For example, if we select single choice question then we will need to provide a
list from which the choice will be picked and if we select multiple choice question then along
with list, we will be asked for minimum and maximum number of choices can be selected for
a question.

Questionnaire Template:
Questionnaire template is like a basic skeleton from which we can create one or more
questionnaires.

Questionnaire template takes care of instilling properties in all the questionnaires created
from it and hence used to have common configuration in multiple questionnaires, when
needed by business requirement.

In the questionnaire template task, we can create sections and map questions to each of the
sections.

For example, if questionnaire needs to have questions on behavioral aspect as well as work
field related competencies then we can create 2 sections and add related questions to them
which we created from task Questions. We also have option to create question then and there
rather than adding it from previously created ones.

Questionnaire:

This is a last task in the Questionnaire line. In this task we select the Questionnaire template
which will inherit the questions and properties from Questionnaire template. We can also add
sections, questions here in addition.

Performance Process Flow:

In this task we simulate our organization’s performance cycle flow. According to business
requirement we can define which all tasks are needed and sequence of the tasks will also be
defined here.

There are 4 sections where we define a set up for various aspects of performance process.

Section 1- Setting Goal: In this section we will define if the performance process includes
manager and worker himself setting goals and goal setting related tasks are to be enabled.

Section 2- Worker self-evaluation and manager evaluation: This is where we define how
evaluation of an employee will take place. We need to mark appropriate option(s) according
to our business requirement to let manager rate employee or employee can also self-evaluate.
These 2 tasks can also occur simultaneously upon marking ‘Evaluation task can be performed
concurrently’.

Section 3-Participant feedback: Here we can enable participant feedback and if feedback is
enabled then we can mark options to let manager or worker add participant, track and request
feedback from her/him.

Section 4-Approval, Review and meetings: Here we can define if we need final feedback
from worker and manager. We can also define notifications and acknowledgement regarding
the review meetings held between manager and worker along with approvals of performance
document.
According to options we mark here, the tasks will get populated on the
next tab ‘Task names’ where we can put their sequence number and also
define how their names get displayed to manager and employee.

Performance template sections:

In this task we have to create a section for each task that we have included through task
‘Process Flow’ previously.

Which and how many sections need to be created depend upon the tasks that we set up in
process flow.

For example, if we have Manager final feedback task (mark ‘Include manager provide final
feedback task’ in Process Flow) then we need to have a section for it with Section type as
Manager final feedback or if we have 'Set goals' task then we need to have either profile
content or performance goals/development goals section.

 Section type- Performance Goals:

We need to create this section when we have at least one of the following tasks included in
our process flow- Goal setting, Worker Self-Evaluation, Manager Evaluations of Worker.

 Section Rating Model:

The rating model we select here will be used by Managers and/or Employees in respective
Evaluations tasks. The properties we set up in the section following this i.e., Rating
calculations will be used while determining the calculated ratings for the section.

 Comments and weighting:

We can enable comments and weighting for the section. When we enable weighting, we need
to make sure that summation of all the sections is 100.

 Item processing:

This section determines set up for content items for the section we are creating and the kind
of content items to include in the section depends upon its section type. For example, here,
our section type is Performance goals so Performance goals are our content items which we
can pull directly from Employee (goal plan) or we can add separately by marking ‘Use
specific content items’ option and adding them in Content items section.

 Ratings and calculations:

For ratings and calculations section of items processing; we need to choose rating type and
rating model to be used. As in our example we have used Performance goals section type
hence the rating type will auto-populate as Performance; same as in case of Development
goals section type. For rating model of an item, we can either choose from drop-down or opt
to use same rating model as the section.
  Properties:

In Properties section of content items processing; we can set up various properties regarding
the content items as below

◊ Weight and minimum weight for content items: By marking minimum weight option, we
can make weights to be editable in performance document for manager.

◊ Required: For item to be non-removable from performance document.

◊ Target proficiency level : Target proficiency level is displayed for the content items from
employee profile selected under ‘Section content’ section.

◊ Target performance rating:Target performance rating can be marked to let manager select
the target performance rating for items in the performance document.

Performance templates:
In this task we gather and interlink all the elements we created so far.

It has 6 tabs and each of which is has significance as below:

General Tab: Here we first give general details like E.g., Name, description etc. and
document type we created in auxiliary part.

Also, we can map eligibility profile here to determine eligible employees for performance
documents created through this performance template.

In participation section we can add the performance roles we created in previously with
minimum number of participants required for each of the role we add. For example, we have
Participant feedback task in our process and if we add 2 against participant type performance
role then manager can add minimum of 2 participants for the task.

Process Tab:

Here we set up process flow related properties.

 In alerts section, for each task we can send alert if not completed within specified days.
 In Rating Calculations section, we can set up if calculation of ratings is required and to which
performance roles it is required to be displayed.
 In Processing option section, we can set display/inclusion options for multiple elements like
feedback notes, start ratings, etc.
 In Participant Options section, we can set up if participant feedback is mandatory and if
worker can see the participant added by his performance document manager or HR
administration.
 This particular section is important when our requirement includes matrix manager as a
participant.To have matrix manager of the employee as a participant in performance process,
from Core-HR perspective prerequisite is to have matrix managers defined i.e. there should
be at least one other type of manager (other that line manager) in
lookup PER_SUPERVISOR_TYPE .And from Performance management perspective we
 need to create corresponding Performance role and mark ‘Auto populate matrix managers of
the worker as participants’ in this section.

Structure Tab: In this tab, the sections we created through task Performance Sections are
populated and for each section we can set up below properties;some of which are auto-
populated from Template sections task:

 Rating model
 Calculation rules
 Weight of the section
 Content items (goals or specific once added)
 Performers on the section and rights/access they have

Content Tab: In this tab we select a section and can load contents from that section by using
button ‘Load Items from Section’. We can also add specific content items here by clicking
‘+’.

You can see as our section is of type competencies ; for each content item we can select
Target proficiency level here from Proficiency Level model chosen.

Document Period Tab: In this tab we create a document period by mapping it to review
period. We can create one or more document periods in same template and to each we have to
map an eligibility profile.

Please note that the eligibility profile can be added to either template level (general tab) and
at period level (document periods tab).

In this tab, we can also add interim documents to be used in later evaluations e.g. we can add
Quarterly evaluation documents as an interim document in an Annual evaluation document so
comments and/or ratings from Quarterly Evaluation document can be referred in Annual
Evaluations.

We can also set due dates for each task here and map questionnaire that can be used for
participant feedback.

Summary Tab: This tab is where we get to review our responses through all the previous tabs.

Eligibility batch process:

Once all the above set up is done, HR admin will need to run ‘Eligibility Batch Process’
which will refer the document period eligibility profile to create a performance document for
employees satisfying the eligibility criteria and also complying data role of HR/person
running the batch process.
  Batch process type- Assign Performance Document
 Effective date - Current date or specific date as per requirement
 Performance document name and Dates- If we select a Performance document type
then the Performance document start date and end dates would get populated
accordingly. Or if we don’t select Performance document type, then the two date
fields are mandatory to be selected.
 Create eligible performance document-Yes
 Purge Historic Performance Management Eligibility Status Data- Yes

This feature is introduced in 20D, with which we can delete previous performance
management data that is created every time this process is run. By doing this we are deleting
the unnecessary data from application table resulting into increased performance of the
application.

Once the process is successful, the performance document will be available to managers,
workers and participants in their Evaluations page according the process flow defined and
performers mentioned on templates.