Launching a Legacy Review Cycle

This guide explains how to create, launch, and manage a standard Performance Review using legacy.

In this article:
Prerequisites
Launching the Review
Additional Resources

Prerequisites

• General review templates, workflows, workflow notifications, and submission terms are set up.
• All employees who are to participate in the review have the Performance Management user setting turned on.
• Your company's org chart inside ClearCompany is up to date.
• Employee work email addresses are properly configured.

Launching the Review

Getting Started

1. From the Performance Dashboard, click Create New Cycle.
2. Select Legacy Version.
3. The first step is Assignments & Title.

Type of Review

The first step is to select what type of review this is, see the information below for each.

Type	Description
General Review	This is a general review for any other reviews that you need.
Exit Interview	This is for employees who are leaving the company, you can have them complete this exit review before they lose access to ClearCompany.
Goals Review	This allows you to review the goals that users have based on the dates that were set.
Performance Improvement Review	Performance Improvement Review
Quality of Hire Review	This review is for new hires to see how the onboarding process was.
Quality of Onboarding Review	This review is to see how your onboarding process was for managers.
Other	Use this option if the review does not fall in line with the rest of the options.
None	Use this option if you do not want a label for the kind of review this falls in line with.

Assignment & Title

1. After selecting the kind of review you would like to launch, select who should receive the review. These options are:
   
   1. Current Employees
   2. Recent Hires
      
      1. How recently should they have started?
         1. Started within the (Last 30 Days, Last 60 Days, Last 90 Days, Last 6 Months, Last Year, Last Fiscal Year, or Current Fiscal Year)
         2. Started or after (selected date)
   3. Do you want to include additional filtering criteria?
      1. No, I want to send this review to all employees.
      2. Yes, I want to specify further criteria like departments and offices.
         • Who do you want to include?
           • Include the following departments
           • Include the following offices
           • Include the following tags
           • Include the following individuals
         • Who do you want to exclude?
           • Exclude the following departments
           • Exclude the following offices
           • Exclude the following tags
           • Exclude the following individuals
           • Exclude individuals who started within "X" days of this review's start date.
           • Exclude individuals who started on or after
2. Give this review a title and instructions.
3. When done, select Next.

Note

In this section of the Review Cycle Setup, you are only selecting the Review Subject. The Reviewers, Manager, etc. will be assigned in the last step.

Schedule

1. Define when the Review Cycle will Start.
2. On a Specific Date
   • You can select a specific date it should start
   • Then select a performance period.
     • Specify start and end dates
     • Specify a fiscal year
3. On or After a specific Event
   1. What event should trigger this review?
      1. Employee's start date (Review employees hired in the past __ days)
      2. Employee's annual anniversary (Review employees once a year based on their hire date)
      3. Employee's month/day anniversary (Review employees on a monthly, quarterly, or other frequency)
      4. How many days after this event do you want their review to begin? The number of days entered here indicates how many days after the event specified above the first stage of the review cycle workflow should begin. For example, a new hire starts on November 1st, and the event is set as the "Employee's start date". If you enter "60" in the box to the left, the actor responsible for the first workflow stage will receive their notification to start on January 4th.
   2. Should this date fall on a weekend, what would you like to have happen? Since the start date for each individual review is unique to that person, there could be a chance that the review would get triggered to begin on a weekend day. Should that happen, you have the option of moving it up or back to fall on either the previous Friday (when possible) or the following Monday. Your options are:
      1. Start the review that day
      2. Start the review on the first business day after that date
      3. Start the review on the last business day prior to that date
4. Select the Performance Period the User's should be reviewed on. (Options are: Last 30 Days, Last 60 Days, Last 90 Days, Last 6 Months, Last Year, Last Fiscal Year, Current Fiscal Year)
5. Select the Open and Close Dates for the Review Cycle.
   • It is recommended that you keep Review Cycles open for at least one year. Once a Cycle Closes, it can no longer be edited and no additional Assignments can be added.
6. When you are finished, select Next.

Tip

The Review Cycle Date Range needs to include both the Event Date and the Date on which the Review Cycle will launch. Example: If you want to launch a review 90 Days after an Employee's Start Date and the employee started on 1/1, then the Review Cycle Open Date would need to be at least 1/1 or before and the Review Cycle Close Date would need to be 3/31 or after (which is 90 days after the Start Date).

Content & Structure

1. Select the Review Template the Review Cycle will use in the dropdown menu. Once the Review Cycle has started, you will be unable to change this selection. To learn more about templates, check out this article.
2. Select the Review Workflow this Review Cycle will use in the dropdown menu.
   • Note: Once the Review Cycle has started, you will be unable to change this selection, although you will be able to update Due Dates in the Workflow as needed until the Review Cycle is closed. To learn more about workflows, check out this article.
3. When you are finished, select Next.

Other Options

1. Select Performance Admin Users who should receive Pending Confirmation Reminder Emails. Check the box to the left of the User name to have them receive these reminder emails.
   1. Note: Unless you are launching an ongoing or Anniversary-Based Review, you do not need to select any Users here.
2. Example: If you are launching a 90-day New Hire Review Cycle, you will want to remind your Performance Admin Users to confirm the Assignments as they are generated in the Review Cycle.
3. Select the Show Section to the right of the Set Advance Options text to set Visibility Restrictions on the Review Cycle.
   1. Note: While the Review Cycle is actively in progress, the Review will only be visible to Performance Admin Users and the Current Actor (User) whose Stage the Review Cycle is in. For an in-depth guide on Visibility Restrictions, check out this article. 
4. When you are finished, select Create Assignments. The Pending Confirmations Page may take a while to load if you are adding many Users to the Review Cycle.

Review Visibility (Advanced Options)

Performance review cycles give you the ability to manage who is able to see a complete review. You can control the visibility settings of a performance review when creating a cycle or editing the cycle settings.

1. Once you are there, select Show section, next to Set Advanced Options.
2. There will be a list of options you can enable. These are the users you can allow to see completed review in a cycle. Check the box next to the user(s) you want to make the completed reviews visible.
3. Depending on what type of review you are performing with the cycle, you have the option to enable or disable new hires to access the review cycle from onboarding.
4. The options for whom you can make a complete review visible are as follows:
   • Performance Admins: Anyone with the performance admin permission.
   • Review Subject: The employee being reviewed.
   • Review Subject's Supervisor: The assigned supervisor of the employee being reviewed
   • Review Subject's Superiors: Anyone superior to the candidate in respect to their leadership chain.

Subject Confirmation

1. Confirm the User Assignments you would like to launch.
   • To confirm an Assignment, select the checkbox to the left of the User's name. Select Confirm Selected Assignments to launch these Assignments.
   • If all Assignments appear to be correct, select Confirm All Assignments.
   • If an Assignment should not go to a particular User, select the checkbox to the left of the User's name. Select Reject Selected Assignments.
2. Note: If there appears to be a No User Error in any Workflow Stage of the Assignments or if an incorrect User was pulled into any Stage, you can select the Name or No User to assign the correct User via the dropdown menu.
3. It is important to go through all the pages of employees to view their assignments to correct any issues.
4. Once the Assignments have been confirmed, your Review Cycle will be ready to launch based on the dates you set in the Schedule section.
5. To Edit, Delete, Confirm Assignments, or view a Live Review Cycle, go to Tools> Performance> Active and select the Review Cycle in the list.

Additional Resources

Introduction to Performance
Performance Testing