Creating Performance Cycles
Performance Cycles define steps which various Users (Employees, Managers and Peers) need to complete in order to finalise the entire review. There are four step types that can be created: Define, PDP (Personal Development Plan), Check-in and Review. Each step is described in detail below.
Performance Review Users (Recipients) are defined as follows:
1. Employees - relates to all current Employees within the organisation, but in the context of a Review, usually relates to Employees within the same Deployment Group.
2. Managers - relates to all current Managers within the organisation (who have Employees from whom they will have to manage/complete Performance Reviews).
3. Peers - there are three types of Peers to choose from:
- Employee - another Employee (perhaps one outside of the Deployment Group for a particular Review/Review Cycle).
- User - an individual that is in the System as a User, but not an Employee (for example an individual from a Recruitment Agency who has already been given 'User' access to the System).
- External - an individual outside the organisation.
"Peers" are added to a Review Cycle via one of two methods:
- By listing them at a Define Peers step (see Define Step Type below).
- By using the Manage Peers action in the Performance Management Widget. To find it, go to the Reviews tab in the Widget HR/P&C Manager Dashboard, then locate the employee's Performance Review in the list and select Manage Peers from the Action dropdown on the right. This action will only appear if the Cycle contains a Define step that includes Peers (People & Culture users only).
Performance Workflow/Cycle Duration
Performance Workflow/Cycle durations have been capped at 12 months (that is, the cycle is limited to 1 year in length).
In each Performance Cycle, when you view the Cycle Steps, there are two timelines illustrated at the top of each Cycle Steps page in the System.
The actual length of the Performance Cycle is shown in the top grey timeline (including the number of days for the length of that Cycle). Below that in green is a 12-month timeline that shows the relation of the Performance Cycle against the entire 12-month period.
Creating New Cycle
Performance Cycle steps are added by clicking on Add Step button. Each step type contains the following parameters:
- After logging into Subscribe-HR, select Performance option under the GENERAL area from the left hand navigation.
- Select the Worfklows folder.
- Click "+Create New" button.
- Fill in the fields as defined below.
- Select the [Save] button.
|Name||Performance Cycle name.|
|Cycle Steps||Cycle steps can be added by clicking on Add Step button. A dialog box will come up and prompt for step details. Each step type is described in sections below.|
Adding Cycle Steps
After clicking on Add Step a dialog box will come up with step options. The following ones are common across all steps.
|Delayed Start||Allows for a step to be started at a later date. There are three options
|Start After (If Delayed Start = After Time Interval)||Allows users to specify time offset as numeric value and units (Hours, Days, Weeks, Months). This offset is added to the cycle's start date to determine the earliest time that the step can be opened.|
|Name||Name of the step.|
|Assign To||Who this step should be assigned to. Can be one or a combination of Employee, Manager and Peers. NOTE: Peers can only be added to the 'Review' Step type.|
|Step Due In||Allows users to specify time offset as numeric value and units (Hours, Days, Weeks, Months). This offset is added to the step's start time to determine when the step will be automatically locked if not completed in time. If the step is locked, it will have to be extended by the manager or a People & Culture user.|
|Email Rules||Allows users to configure emails that will trigger based on an action in a Cycle process. More details outlined in the section below.|
Email rules can be created on the fly to cater for a number of various use cases. For example an HR/P&C Manager may want an email to be sent to managers to let them know if particular step in a Cycle has been completed or notify an employee that step due date is approaching. Email rules can be added by clicking Add Rule button. A new line will be added to the list of rules.
|Event||What action will trigger the Cycle e.g. step completion.|
|By||Action performed by or related to. For example step completed by employee.|
|Recipient||Who will receive the email.|
|Template||Link a predefined correspondence template. For more information on how to create correspondence click here.|
NOTE: If the Event is set to "Step Delayed", the following options will appear underneath.
|Reminder||Yes or No to enable a reminder e-mail before the time limit is reached.|
|Number of Units plus Unit Type||How long before the Time Limit is reached before the reminder is sent.|
|Template||Correspondence Template for the Reminder.|
Define Step Type
The following options are related to the definition step type.
|Define Items||Defines which items need to be defined at this step. Available options are: Skills, Goals, Behaviours, and Peers. Please note that (Business Objectives - Goals) can be entered (and through the Goals Folder in the Performance Widget (Team Dashboard Users). Any Goal that is added here, if it is not completed, will be brought into the "Define" stage of the Performance Review. If the Goal has been completed there is a Button which allows the user to select any "Completed" Goals into the review. Skills can also be added through the Performance Widget in the "Skills" Folder. This can be done adhoc only if there is no "Review Cycle" in use. Once a Review cycle is being used, the ability to add Skills through the "Skills" Folder in the Performance Widget is removed. Any Skills that are current, will be brought into the Performance Review or they can be added into the Performance Review. Skills GAPS option exists so that Skills based on GAPS can be selected and brought into the review. This is for Team Dashboard Users Only.|
|Define Templates||Allows users to specify which system templates to use when defining items. Templates can be created using Subscribe-HR layout tool. Click here to see description for each option in define template section.|
PDP Step Type
The following options are related to personal development plan step type.
|Define Templates||Allows users to specify which system templates to use when defining Goals. Templates can be created using Subscribe-HR layout tool. Click here to see description for each option in define template section. If Intervention is selected for a Goal in the PDP step (Team Dashboards), the Employee will have records created in the PDP for interventions for that Goal. The Interventions can be: Course Waiting List. Event Waiting List. Go1 Elearning Course, Create Training Record, Create a Mentor. If a any of: Course Waiting List. Event Waiting List. Go1 Elearning Course, Create Training Record is selected, the status of the record will show from the Waiting List, E-Learning (pending) is started through to the completion of Training and the Training Record being created. This information will also be able to be seen in the "Goals" Folder in the Performance Widget. If you selected PDP from the Row options, for the Goal Record, all of the PDP items for Goals will be viewable. The relationship is one Inprogress etc (not completed) Goal to the PDP. So any Goal that is being worked on will be linked back to one PDP.|
Check-in Step Type
The following options are related to the check-in step type.
|Check-in Template||Specify a template to use for checking. Must be a canvas of type performance.|
Review Step Type
The following options are related to the review step type.
|Employee/Manager/Peer Permissions||A permission assignment section will show up for each user type assigned to a step. These permissions specify what information can be accessed by which type of user. Jump to review permissions details.|
The following options are related to the define templates section in the Cycle step definition.
|User Type (Auto-assigned)||Who will use this particular template. Employee, manager or peer.|
|Define Item (Auto-assigned)||What item the template is used for. Goal, skill etc.|
|Template||Template to use to create new or edit existing records.|
Granular permissions can be set against each user performing a review. For example it is possible to allow managers to see employee scores but not comments. At the same time it is also possible not to allow peers to view any of the answers from managers or employees. NOTE: Peers cannot see other Peers' answers. All participants can see their own answers from previous steps. [User Type] will be automatically filled in based on selection made in Assign To field.
|View [User Type] Scores||Can current user view scores of [User Type].|
|View [User Type] Comments||Can current user view comments of [User Type].|
|View [User Type] Answers||Can current user view answers of [User Type].|