Managing the 360 Reviews cycle as an Administrator

Objective

After completing this lesson, you will be able to manage the 360 Reviews cycle as an Administrator.

Forms by User Management

Administrators have many capabilities in the system to approve, delete, restore, route, and sign forms during the review cycle. Most of the functions discussed throughout the lesson are located in the Manage Forms by User section in the Admin Center tools.

Screenshot with Manage Forms by User highlighted.

Automatic Manager Transfer on Employee Import

When the user data file is exported, modified, and then imported back into the system, the administrator can configure Automatic Manager Transfer settings. This is especially helpful when employees change roles or leave the organization in the middle of a 360 Reviews cycle. To configure automatic transfer, navigate to Employee Import from the Action Search or the Admin Center. Select the checkboxes in Specify Form routing options before uploading the modified user data file.

Document Transfer Form Template Settings

Form template settings allow document transfer settings to ensure an employee’s performance review is routed to the correct manager during role changes. Configuring these settings from Form Template Settings verifies the form's route to the correct location. These document transfer settings are not compatible with the Change Engine.

Document Transfer

Document transfer allows administrators to transfer existing documents from an employee’s previous manager to a new manager. The system has multiple document transfer methods to verify that all changes have been made correctly.

To make a document transfer, navigate to Transfer Forms to New Manager from the Action Search or the Admin Center. Use the Find User search fields to find the employee to be transferred, the original manager, and the new manager. Select all transfer checkboxes that apply and choose the Transfer Employee’s Document button.

It may be helpful to check the organizational chart in Company Info from the Main Navigation Menu to make sure the transfer was successful.

Change Engine

The Employee Change Engine allows you to specify what happens with in-progress performance forms and 360 review forms when employee data changes. For example, if an employee moves to a new department, a copy of his or her old performance form can be forwarded to the new manager on completion. To create a rule in the change engine, navigate to Configure Change Engine from the Action Search or the Admin Center.

Caution

Some functions are not compatible with 360 Review forms.
If you would like to transfer forms to a new manager without final input or form completion, Automatic Manager Transfer is a better choice.
Change Engine rules will not apply if Automatic Manager Transfer options are configured on employee import.

Document ID

Many of the following actions require a document ID to process requests. Each form that is created has a unique system-assigned ID that can be found in two locations:

Navigate to Performance from the main menu and hover over the blue circle icon in the Action column of any form. This icon will show the document ID.
Run an Ad Hoc report to find the document ID for any user in the system. Creating these reports will be discussed in the next unit.

Change 360 Review Process Owner

From the option Change 360 Review Process Owner, available from the Action Search or the Admin Center, administrators can change the owner of the form. You might use this function if a quick fix is needed to correct incorrect information in a data import file. This function is usually handled automatically by:

Document transfer form template settings
Rules set in the Employee Change Engine
Automatic manager transfer on employee import

Enter the document ID and add a recipient to assign the new process owner.

Change 360 Review Process Owner

Business Example

In this exercise, you change the process owner of a 360 review form.

ExerciseStart Exercise

Steps

From the main navigation menu, choose Performance.
Choose a 360 review form that you have launched and, in the Action column, hover over the blue icon.
Write down the document ID of that form.
Navigate to Change 360 Review Process Owner from the Action Search or the Admin Center.
In the Document ID field, enter your document id.
Choose the Find User link.
Choose Search.
Select the radio button next to any user who is not the manager of the person you are currently logged in as.
Choose Select User.
Choose Change Process Owner.
Choose OK.
When the process owner has been changed, you receive a confirmation window with the following message: Process owner changed successfully. To close this window, choose OK.

Form Dates

As part of rerouting an employee’s forms to a new manager, some associated dates may also need to be changed. From Change Form Date, administrators can use advanced search fields to find an employee. After selecting an employee, all forms in the employee’s inbox will display, and the administrator can change the start, end, or due date of a single form, or multiple forms at a time.

Change Form Dates

Business Example

In this exercise, you change the dates on a form already in progress.

ExerciseStart Exercise

Steps

Navigate to Change Form Date from the Action Search or the Admin Center.
Use the search fields to select an employee.
Select the checkboxes next to any forms you choose.
Choose Change Date.
Extend the Due Date by one month.
Choose Save.
Choose Yes.

Process to Change Participant Category

This process is used when a 360 review rater changes categories (e.g., self, manager, peer, direct report). To change a participant category, navigate to Change Participant Category from the Action Search or the Admin Center. Enter the document ID in the Search field, choose Find Document, and use the drop-down list in the Change Categories column to select a different category.

Caution

Ensure that the 360 review form for which you want to change the participant category is launched, and not in the Modify stage.
If the 360 review form template has enhanced anonymity, it can be difficult to identify the correct rater. This is expected behavior.

Complete or Decline a 360 Review Form

Completing a 360 Review form as an administrator can be done to unblock the review process for a specific user. For example, a rater could be on extended leave and the Detailed 360 Review Report set to Hidden until all raters have completed the form. If the form is completed by an administrator, any ratings and comments would be pulled into the final report. Declining a form can also be done to unblock the review process for a specific user; however, no ratings or feedback would be included in the report.

To complete or decline a form, navigate to Complete/Decline 360 Review Form from the Action Search or the Admin Center. Search for a user with the Find User link and choose Find Document. Select the box next to any of the available forms and select the buttons to either Complete or Decline the form(s).

Mass Complete or Decline Forms

Completing or declining forms one by one is time-consuming, so administrators also have the capability to mass complete or decline forms by importing a CSV file of one column containing the document IDs of the forms.

To access this area, choose the Mass Decline/Complete 360 Review Documents link on the Complete/Decline 360 Review Form landing page. Use the Select action menu to complete or decline forms, then upload a CSV file with all document IDs in the first column.

Complete a 360 Review Form

Business Example

In this exercise, you complete a 360 review form.

ExerciseStart Exercise

Steps

Navigate to Complete/Decline 360 Review Form from the Action Search or the Admin Center.
Choose the Find User link.
Choose Search.
Select the radio button next to an employee for whom you have launched a 360 review form.
Choose Select User.
Choose Find Document.
Select the checkbox next to any form that is returned in the search results and choose Complete Document.
Choose OK.
When the document(s) have completed, you receive a confirmation window with the following message: _ documents have been completed. To close this window, choose OK.

Form Deletion

Deleting a form removes it from the front end of the system, but administrators can still access the form and restore it later if necessary. Examples of scenarios where you would delete a form include the following:

An employee is no longer active, and you wish to remove the employee’s form from the reports or a manager’s inbox/completed folder.
Forms were created incorrectly.

Navigate to Delete Form from the Action Search or the Admin Center to use advanced search fields and locate 360 Reviews forms to be deleted.

You can search for documents in the employee’s folder, or use the Advanced Search to find documents based on one or more criteria, User attributes (Division, Location, Job Code, etc., Form attributes (Start Date, Form Template, Create By, etc.) or using a CSV Upload (Form IDs); the document retrieved will meet all criteria specified. You can delete multiple forms at one time.

Screenshot of Delete Document displaying User attributes, Form attributes and CSV Upload.

Delete a Form

Business Example

In this exercise, you delete a form from an employee folder.

ExerciseStart Exercise

Steps

Navigate to Delete Form from the Action Search or the Admin Center.
Select the Employee Document Folder radio button.
Choose Find User.
Choose Search.
Select the radio button next to any user you have launched a form for in past exercises.
Choose Done.
Choose Search.
Select the checkbox next to any form.
Write down the Form Id for the form you are going to delete.
Choose Delete.
To confirm, choose Yes.

Deleted Form Restoration

You may restore deleted forms at any time. The form is restored to the system at the routing step it was in when it was deleted. Examples of scenarios where you would restore a form include the following:

An employee leaves the company, but then comes back.
The form was accidentally deleted.

Restoring a form is very similar to deleting a form. Navigate to Restore Deleted Forms from the Action Search or the Admin Center, to use the advanced search fields to find 360 Reviews forms based on User or form attributes, and restore a form. You may restore multiple forms at one time.

Restore a Deleted Form

Business Example

In this exercise, you restore the form you deleted in a previous exercise.

ExerciseStart Exercise

Steps

Navigate to Restore Deleted Forms from the Action Search or the Admin Center.
In the Advanced Search section, enter the Form Id you wrote down in the previous exercise Delete a Form.
Choose Search.
Select the checkbox next to the form.
Choose Restore.
To confirm, choose Yes.

Document Visibility Management

This feature allows you to restrict control over who has access to forms. Forms must have been launched and moved through at least one route map step with another user to enable visibility. A user cannot remove visibility for themselves, but in the event that a manager should no longer have visibility to a direct report’s form after ratings have been completed, visibility could be removed for the manager. After visibility is removed, it can always be restored.

This feature is accessed from the tool Manage Document Visibility, available from the Action Search or the Admin Center. Search for a document by user or document ID, then select the user whose visibility will be removed, or restored.

Form Route Map Modification

Administrators have the capability to modify a form route map during the 360 Reviews cycle with this feature. To modify a route map, navigate to Modify Form Route Map from the Action Search or the Admin Center.

Administrators are able to search for forms using a form template name, form id, employee search, or search through an employee’s performance folders. From here, all functionality that was available when the route map was initially created can be changed. Forms can only be modified one at a time.

Restore a Completed 360 Review Form

This process moves a form from the Completed route step back to the Evaluation step for ratings to be completed. This could happen because the route map is configured to auto-route forms on a certain date, even with incomplete ratings. This could also happen if the administrator mass-routed forms forward a step and an evaluator didn’t submit their ratings.

When restoring a form, it can be restored to the Evaluation step for the process owner or for a participant (the Process owner would also receive the 360 form to manage the process). When restoring for a participant, you can only restore the form to someone who was originally selected as a rater for the form, whether the rater was internal or external.

Navigate to Restore Completed 360 from the Action Search or the Admin Center to search for a form using the document ID, then restore the form back to the Evaluation route step.

Screenshot of Restore Completed 360 screen displaying Document ID and Restore Document button.

Restore a Completed 360 Review Form

Business Example

In this exercise, you restore a 360 review form from the Completed route step to the Evaluation route step.

ExerciseStart Exercise

Steps

From the main navigation menu, choose Performance.
Choose the Completed folder of performance forms.
In the Action column of a completed 360 review, hover over the blue icon.
Write down the document ID.
Navigate to Restore Completed 360 from the Action Search or the Admin Center.
In the Document ID field, enter the document ID of the completed 360 review.
Select the Process Owner radio button.
Choose Restore Document.
Choose OK on the confirmation pop up dialog.
To proxy into the account of the user to whom the form was restored, from the Name menu, choose Proxy Now.
From the main navigation menu, choose Performance.
In the main Inbox folder, review the document IDs of all forms and verify the form that you restored has been successfully restored back to the Evaluation route step.

Form Routing

Route Form allows the administrator to route a single form or a group of forms from the current route step to any other route step within the route map. You can search for a form using the form id, form template name, employee name, or search through an employee’s performance folders.

Forms can be moved any number of steps forward or backward within the route map, including moving back from the Completed step. When moving the form, the system may ask if you will validate or skip validation. This verifies ratings have been completed before moving the form out of a step. Comments may also be collected for changes.

To route forms, navigate to Route Form from the Action Search or the Admin Center. After selecting a form, take action by moving the form one step forward/backward or to a specific step.

Screenshot of form within a Route Map with the current step marked in green.

Route a Form

Business Example

In this exercise, you route a form to a different step in the route map.

ExerciseStart Exercise

Steps

Navigate to Route Form from the Action Search or the Admin Center.
To locate the template, in the Search By drop-down menu, select Form Template.
Next to the Select Template field, choose Select.
Select the radio button next to a form template you have launched and choose Done.
Choose Search.
Select a document by clicking on the checkbox next to the Form ID column, to select one of the documents in the search results.
Choose Next.
Under the header, How do you want to route your form?, select any of the radio buttons.
Choose Next.
After you the You have successfully routed the forms message displays, choose Back to Search Forms.
Repeat steps 2 to 10, but instead of routing one single form, try routing a group of forms together.
When finished, choose Back to Admin Center.

Form Signature

This feature allows administrators to sign forms on behalf of other users. The form must be in the Signature route stage to successfully sign the form. This effectively routes the form into the Completed route step.

Navigate to Sign Form from the Action Search or the Admin Center to search for a form with a document ID, then sign off.

This option is available for 360 Reviews forms as well as Performance forms, but as mentioned previously, the Signature stage is not recommended in 360 Reviews, therefore this tool is not relevant for 360 Reviews forms.

Summary

Administrators have several system capabilities during the form cycle, such as to approve, delete, restore, route, and sign forms. These capabilities are found in the Manage Forms by User section in the Admin Center.
Administrators may also Change 360 Review Process Owner, Change Participant Category, Manage Document Visibility, etc.
Sign Form in Admin Center allows administrators to sign forms on behalf of other users. To sign a form successfully, it must be in the Signature route stage.

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