For anniversary-based reviews, when are the pending confirmations created?
They are created immediately upon adding a new hire to the system – if they meet the review cycle criteria. If the review is set to send to "everyone" it will automatically pull in new employees. If it's not set to everyone you would have to go to the review and add them. It is recommended that you wait to confirm pending assignments until right before the review starts. NOTE: On page 4 of the cycle settings, you can enable email notifications to go to selected performance administrators.
If a review start date is outside the review cycle start and close dates, will the assignment be created?
No. For example, you create a Quality of Hire review that launches 180 days (6 months) after the employee's start date, and the review cycle is open Jan 1, 2017, and closes Dec 31, 2017. If the employee's start date is December 1st, 2017, the review would begin on June 1st, 2018, so they would not be included in the "2017 cycle" that has been set up.
Can you do quarterly goal review cycles based on the anniversary date? I.e. 90, 180, 270 days after the anniversary can that be the performance timing?
Yes. In the schedule, you would select "On or after a specific event" and then "Employee's annual anniversary." Then you would create 3 cycles at 90, 180, and 270 days.
If you have an anniversary review that is 30 days before the anniversary date, and you set the cycle to start 2 months ago, will the people in the past be pulled in?
Yes! If you start the review today and the cycle dates are in the past, then people from the past will get the review - but their due dates are in the past, so their review will be overdue.
Can you customize the system-generated emails when a goal update or feedback is overdue?
Yes! Go to Organization set up. Navigate to Tools> Setup.
- Select Notifications.
- Expand the section called When a Goal Status Update is Overdue.
- Click on Send Immediate email.
- A new window will pop up so that you may edit the template.
What does the lock mean on the goal in the goal chart?
It means there is restricted visibility for the goal.
What does the number inside the lock icon in the goals chart mean?
The number displays the priority of the goal.
Does changing a fiscal year in goals change the fiscal year used in performance?
Yes. Changing the fiscal year under goal settings updates the fiscal year in performance.
What does contributing to a goal do in the system?
The idea with goal contribution is you could be working on something that is a piece of a larger goal for another employee. This can be helpful for matrix-style organizational structures.
In Goals notifications, there's an option to get a notification when a goal metric is updated/added, etc - what is considered a Goal Metric in the system?
Goal Metrics do not currently exist. Those templates were built for future intended functionality.
After a goal is completed can I adjust the priority of that goal?
No, you cannot change the priority of a completed goal. You want to make sure the priority is set before you complete any goals.
When you do a goal status update, can you edit that update?
No, once you post a status update to a goal you cannot change what you wrote.
When you comment on someone else's goal status update can you edit or delete your comment?
Yes, you can delete your comment on the status update. But you cannot edit it.
How many characters can be in a goal title?
There can be 490 characters. Anything after 490 will cut off the text.
What is the logic for goal notification reminders?
The system determines when the next occurrence of that day/time will happen, based on when you're updating the setting. Notifications will be sent out at that time and then repeated based on whatever interval you select. For example, if you enable the notifications today (Monday) to be sent out Mondays at 5pm every two weeks, then the first notification will be sent out today and then every two weeks on Mondays at 5pm ET. If you would like to enable a notification for next Monday, July 16th, you would be able to set this up anytime between tomorrow and Monday before your scheduled notification time. Note the time selected will be based on EST. If you do not want future notifications sent, disable the notification on Tuesday, July 17th.
Can you edit the goal dates of a goal created within a goal planning section within the review cycle itself?
Yes, and clicking save will publish the goal to the review subject's Me-Goals page.
If you use skip-level approvers, what happens if no user on the org chart exists?
That stage will be skipped and the review will proceed with the next step in the workflow.
Can approvers make comments on a review?
Yes. Approvers can optionally leave comments on standard, Q&A, competency (role and company), and goal review sections. They CANNOT select an item from the scales. Approvers CANNOT add goals on the Goal Planning section. Please note that the comments left by approvers do become part of the final review.
Can an approver attach a document to a review?
Yes, an approver can attach a document to a review and then approve it.
Does a review have to have a welcome stage?
No, it does not need a welcome stage. This can be removed. The purpose of the welcome stage is to let people know it is going to be starting on X date in the future. You cannot do anything during the welcome stage.
Can you add an attachment to a 360 review that all review participants see?
Yes! You can attach something to a 360 as a performance admin when the review is in any stage (including select participants) the attachment is not visible until the 360 review has started.
If someone rejects a review, does it start previous approvals over again or does the new version go back to the person who rejected it?
If you reject the review back to a previous stage, the review will proceed through the workflow as normal. When rejecting a review it goes back to the prior stage.
Should a review subject be able to see any rejection comments? For example, if HR rejects my manager's comments, should I see the HR person's note?
No, review subjects should not see rejection comments.
If a client is assigned a stage but doesn't receive an email notifying them of the stage, what could be the issue?
Ensure the workflow notification for the stage is going to the Current Actor rather than a specific user. If the client edits the stage assignment in the pending assignments step, it will not update the notification. The notification should be set to Current Actor when it makes sense.
If I change a workflow (eg. add an additional review/approval stage), does that affect completed reviews that have used that workflow at all?
No, workflow stage changes do not impact reviews in progress or completed reviews.
Whose score is used in a review workflow?
The last person completing the review is the score that is used. For example, in Self Eval review, Supervisor Review, Skip Level Review, HR approval, the Skip Level Review's score is the final score and the one used in reports. Keep in mind it is always the last evaluation stage in the workflow that becomes the final score.
Can the results of reviews be downloaded in an active cycle?
Yes! Go to the Review Cycle dashboard. Click the Download All Results button. This action emails the result to the user (logged in).
Is there anywhere where we can see that a manager checked off one of the submission terms? Use case: HR Admins know that the manager had to check it to move forward, but they want proof to show someone else later that the manager checked that box.
No.
If a review is automatically approved (ie it was set up to auto-approve in the workflow after 2 weeks) is that noted anywhere in a report?
No, the report does not display any difference between when an approver actually approvers versus when the system automatically approvers after a set period of time.
If a manager or supervisor participates twice in a performance review, how is the overall score impacted?
The overall score of a performance review is calculated based on the answers of the most recent/last review, regardless of who is completing the last review. For example, if my workflow is EE eval Supervisor eval Approval Supervisor meets with EE & is able to review a second time. The overall score is the weighted average of the manager's responses the second time, their first responses are not taken into account.
Can I do a goal review in a 360 review?
No, a goal review section cannot be added to a 360 review, as we intend goal reviews to be with a manager and a direct report.
When you do a 360 review, do you always need a review selection step?
Yes, otherwise the system will not know who should be assigned to evaluate the employee. This step can be assigned to anyone (ie. the employee, manager, HR, admin, etc.).
Do 360 reviews have the same reporting options as standard reviews?
No, the download results option is NOT available. Cycle Completion, Score Distribution, and 9-Box ARE available.
When you unlock a 360 review, can you pick which reviewer should have access or is it everyone?
You can pick a reviewer (or multiple). Once the reviewers are picked, an email is sent to the users letting them know the review is unlocked and a response is needed.
If a 360 review is in the process (people are currently reviewing) can you re-open it for a user who has already submitted it?
Please wait until all participants have finished the review. Then you need to have an approval stage that allows the person to reject. If there is NOT a rejection stage then you are not able to send it back. When you reject the review, you can pick which of the 360 reviewers you send it back to and note why.
What kinds of sections can I add to a 360 Review?
Currently, you can add the following:
- Company Values (Company Competencies): This will automatically pull in company values or competencies defined in Role Management. You apply a scale against which each competency is graded.
- Role-Based Competencies: This will automatically pull in skills/competencies for the review subject's role as defined in Role Management. If you have individual roles with competencies defined for every review subject, you can use this section to send out an automated
- Standard Section: This will include questions you type in manually. You can then apply a rating scale to the question upon which the review subject can be graded.
- Q&A Section: This will include questions you type in manually. It will have no applied scale and is intended for open-ended, written response/feedback.
Why can't I add Goal Review or Goal Planning sections to a 360 Review?
Goal data as it pertains to a performance review will include manager feedback. Manager feedback is restricted to be visible only to a manager and their direct report. As this feedback is private, other reviewers (such as peers or direct reports) would not be able to access this portion of the goal review. Additionally, they would not be able to create or manage goals on behalf of a review subject. As a best practice, it is recommended that goal feedback be a conversation between a manager and their direct report to encourage a transparent line of communication.
Can two goal-planning section types be included in one review template?
What is the logic around using including and excluding filtering criteria?
Excludes have higher precedence than Includes, meaning that if a person qualifies with both Includes and Excludes, they will not be included...unless they are explicitly called out in the User section.
What can be changed in an active review cycle?
This article goes over what can be changed during an active review cycle:
What happens when you import users mid-review cycle?
The review cycle will not be affected. Once review cycle assignments are created, they are static unless you recreate them (edit the cycle, proceed to step 4, click "create assignments.) Once assignments are confirmed, reimporting users will not affect the cycle. If you need to update a manager assigned, you would need to go to that review form and click the pencil icon to change the person assigned to the manager evaluation.
When you are on a review dashboard and click View all Reviews what is supposed to happen? Mine is stuck loading.
It is supposed to have a preview of each review template. If there are lots of assignments, loading can take a long time. We usually recommend using the download results option instead as this will email the user an Excel file of the scores and comments in an easier-to-use format.
I want to attach job descriptions to a performance review. Would the best process be to go to the dashboard and individually click on everyone to attach them?
Yes. If anniversary-based, we would recommend adding a notification to go to the admin who will be attaching the file or even making this a separate stage in the workflow.
Can you delete a review assignment and then add the user back in?
No, if you delete a review from the Cycle Status, you cannot add an employee back into the active cycle. Related note – if an assignment is still pending and you accidentally reject it, you can un-reject the assignment.
Can you have the review score hidden on the review template during the evaluation process but be visible under the me - performance tab later?
No. Within the cycle settings, you can set visibility restrictions under advanced options. Visibility restrictions (hide scale item, numerical values, section weights, section rates) do not differentiate between when the when the review is in progress vs. when the review is done.
Can you change the review cycle settings mid-cycle?
Yes. The cycle just cannot be closed.
How can you force a review forward? If, for example, an employee hasn't filled out their portion of the review I want to push it to the manager.
Mark the review as Complete (under Cycle Status). Then go to the review, scroll to the bottom, and click Unlock the Review. Select the option to Push the Review Back to the manager stage.
Can you change the due date in live review cycle?
Yes. Changing the due dates will affect a cycle in progress. Changing the due date will also impact when the overdue and due soon emails are sent.
Note that changing the due date will not trigger another original notification email.
EXAMPLE: A review has not yet reached stage 2. You update the due date. When the notification goes out associated with stage 2, the updated due date will be sent. NOTE: For standard reviews, the last due date determines when the review cycle closes. Once the review cycle closes, you cannot edit the cycle, so some clients may update the last due date for flexibility (in case the title, description, visibility, etc. may need to change).
I have a review that consists of an employee self-assessment, manager approval, and HR approval. If the HR approver adds comments on an individual question (ie: "great job here!"), but then rejects the review back to the manager approval stage (for example, the manager added a comment that needed to be toned down) the manager does not see the comment added by the HR approver on the individual question. Is there a reason these comments don't appear for the manager when reviews are sent back?
With individual questions, you may only see what's happened before, since the workflow stages are linear. Rejecting the review sends you back before the HR stage. Those comments can’t be viewed because you’re essentially going back in time. NOTE: Once the review is complete, the HR approval comments on individual questions do appear.
Can a review participant complete the evaluation multiple times in one workflow?
Yes, you can review it twice. You are able to see what your original responses are, and you'll have to answer all the questions again. Please note that this does not overwrite the original responses, but adds an additional stage to the review with the new responses and old responses.
Can you change the visibility settings for an active review?
Yes, just create the assignments again.
If you create a goal outside of the review cycle that fits within the data range of a goal review or goal planning section, will the new goal show up in the review cycle?
No, the goal has to be within the date range.
What is the character limit for review comments?
Does the character limit vary across review section types?
No.
What is the difference between the Average Score and the Final Score?
Average weighted scores require a calculation, there’s a separate section showing the scores. Final scores however is the final score for the review subject, it only displays in that section. If you would like to have the average weighted scores to be used as the final score for the review then you would need to uncheck the final score selection in the template.
When is the Average Score displayed on the bottom of a review template?
The Average Score at the bottom of the review is only visible when the same scale is used for all sections, and the option to include the final score is not selected on the review template. If Final Score is selected, a question to add a Final Score is present at the bottom of the review, and that overrides the average score calculation.
A performance client wants N/A to be an option in a review, but not affect the final score. Should they make the question optional, with directions to skip the question if it's N/A?
Yes, making the question optional is the best route.
How are the final scores calculated if an optional section is weighted in performance?
The system reallocates the weighting equally over the remaining sections. If there were four questions in one section, each question accounts for 25% of the section score. If one question is optional, and the evaluator chooses not to answer one question, then the other 3 questions would still be weighted equally but now each question would be 33% of the section score. The same concept works at the section level. If a section has all optional questions and all are selected as N/A, then the weight that was assigned to that section is redistributed equally between other sections. The percentages of weights will be maintained.
Does making a section optional automatically add in the N/A option? (The user is still required to select something).
Yes, if you make a scaled question optional, the N/A option will automatically be added. If you make a Q&A question optional, you will be able to submit the review without entering any comments for that question. Worth noting that this does not negatively impact review scores and is the only way to be able to skip questions without impacting scores (vs adding a 0 option to a scale that does negatively impact scoring).
Are goals weighted in performance reviews?
Yes, when weighting goals and using Goal Review, a user will be able to adjust weights.
How is the order of the competencies on a performance review determined?
Alphabetical.
If a Review Scale is changed (i.e. to add more scale options, rename existing ones, etc) but that scale has been used on completed review cycles, will it impact the reviews completed in those completed review cycles?
Yes. If the review scale is changed, it will impact anywhere that scale is used – even if it is on completed reviews and/or completed review cycles.
What is the character limit for review scale descriptions?
256 characters.
Are the comments on a role or company competency section required?
No.
If I create a Performance Review cycle today that will launch on Nov 6th, will any role-based competency changes pull into the review on the 6th, or will it be a snapshot of what it was on the day the cycle was made?
Snapshot based on the day the cycle was created. In general, if you have changes to make to the workflow or template, you want to wait to create the final cycle.
The competencies will pull in from the role that the review subject was in for the longest amount of time within the review period. It also will look at what the role version was at the time (the last day they were in that role during that time period) to get the competencies.
If goals are added to roles, are they inherited by child roles?
Yes.
If goals are updated on a role, are they also updated for users assigned to that role?
No. Goals copy to the user from the role upon role assignment. After the initial copy, they are no longer associated with the role (removing or editing the role doesn't change them on the user).
What happens to goals when you reassign a user to a role?
Goals are additive; if you assign another role, it will add whatever goals are on the role to the user’s existing roles.
If I update role-based competencies later, will my current and historical performance reviews automatically update?
No, your current and past reviews won't be impacted. This change would only be going forward.
What competency information is shown in the role-based competency section?
Name and Level Description, level behaviors (as bulleted points).
What role and competencies are pulled into a review?
The review picks up the role the review subject was in for the longest duration during the review period. It also looks at the role version at the time (the last day they were in that role during the time period) to get the competencies. If new competencies have been added since they have been in that role, they will not be on the performance review.
If a user has the wrong email address on file, can you change it and have the change take effect for an active review cycle?
If you change the email address for a user who is not currently acting on the review, the user's email address will automatically update and no further action is needed.
If you change the email address for the current actor and would like to trigger a notification. Follow these steps:
- Reassign the stage from User A to User B.
- Save changes.
- Reassign the stage back to User A. Both User A and User B will get 2 emails - you have been removed and you have been added to the review (contents of the emails can be seen under Performance Settings - Email Templates)
Why doesn't the review cycle page load for a performance administrator?
Check and make sure that the user not only has the performance admin permission but also the performance management permission.
Is there a way for a performance admin not to see the performance results for a specific user - use case: the performance admin is an HR assistant and the company does not want her to see her direct manager's performance review results.
You can launch another review cycle with just that person in it then under advanced options not make the review visible to performance admins. The HR assistant could adjust this setting, but this is the optimal solution.
As a performance administrator, I click to create a new review cycle and select the type, but the page never loads. What is wrong?
The performance administrator user also needs performance management permissions.
Can admins see the answers on reviews that have been partially completed (by a subject or manager), but not yet submitted?
No, reviews must be submitted for admins to see the answers.
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