Creating Performance Workflows
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| − | <td width="484"><font face="Arial" size="2">Defines whether step has a time limit. There are two options. <b>Never</b> - step does not have a due date. It is completed when user clicks submit button. <b>After Time Interval</b> - additional option will show up <b>Lock After</b> which will allow specifying the time offset for when step due date should be set to.</font></td> | + | <td width="484"><font face="Arial" size="2">Defines whether step has a time limit. There are two options. <b>Never</b> - step does not have a due date. It is completed when user clicks submit button. <b>After Time Interval</b> - additional option will show up <b>Lock After</b> - which will allow specifying the time offset for when step due date should be set to.</font></td> |
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Revision as of 04:17, 3 August 2021
Contents
Performance Workflows
Performance Workflows 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 Workflow/Cycle manually via the "Reviews" Tab of the Performance Management Widget in the HR/P&C Manager Dashboard. To create a Peer Review, go to the Reviews Tab in the Performance Management Widget, click on the Reviews Tab next to the Employee you want to add a Peer Review for, click the Action dropdown, select "Manage Peers" (which will appear if a Peer Review is possible for that Employee).
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 Workflow, when you view the Workflow Steps, there are two timelines illustrated at the top of each Workflow Steps page in the System.
The actual length of the Performance Cycle for that particular Workflow 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 Workflow cycle against the entire 12-month period.
Creating New Workflow
Workflow 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.
| Field Name | Description |
| Name | Performance workflow name. |
| Workflow Steps | Workflow 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 Workflow Steps
After clicking on Add Step a dialog box will come up with step options. The following ones are common across all steps.
| Field Name | Description |
| Delayed Start | Allows for a step to be started at a later date. There are two options. No - indicating that step will start immediately. After Time Interval - additional option will show up. Start After - which will allow you to specify the time offset. |
| Start After (If Delayed Start = After Time Interval) | Allows users to specify time offset as numeric value and units (Hours, Days, Weeks, Months). |
| Name | Name of the step. |
| Type | Step type. |
| Assign To | Who this step should be assigned two. Can be one or a combination of Employee, Manager and Peers. |
| Lock Step | Defines whether step has a time limit. There are two options. Never - step does not have a due date. It is completed when user clicks submit button. After Time Interval - additional option will show up Lock After - which will allow specifying the time offset for when step due date should be set to. |
| Lock After (If Lock Step = After Time Interval) | Allows users to specify time offset as numeric value and units (Hours, Days, Weeks, Months). |
| Email Rules | Allows users to configure emails that will trigger based on an action in a workflow process. More details outlined in the section below. |
Email Rules
Email rules can be created on the fly to cater for a number of various use cases. For example hr manager may want an email to be sent to managers to let them know if particular step in a workflow 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.
| Field Name | Description |
| Event | What action will trigger the workflow 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. |
Define Step Type
The following options are related to the definition step type.
| Field Name | Description |
| Define Items | Defines which items need to be defined at this step. Available options are: skills, goals and behaviours. |
| 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.
| Field Name | Description |
| Define Templates | Allows users to specify which system templates to use when defining goals and action plans. Templates can be created using Subscribe-HR layout tool. Click here to see description for each option in define template section. If Training is selected as the Intervention, the Employee will be placed onto the "Waiting List" for the "Course" and a Training Record will be created for them also. |
Check-in Step Type
The following options are related to the check-in step type.
| Field Name | Description |
| 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.
| Field Name | Description |
| 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. |
Define Templates
The following options are related to the define templates section in the workflow step definition.
| Field Name | Description |
| 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. |
Review Permissions
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. [User Type] will be automatically filled in based on selection made in Assign To field.
| Field Name | Description |
| 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]. |
