Reviewing 360 Reviews Form Schedules and Email Notifications

Objective

After completing this lesson, you will be able to review Schedule Form Launch and Email Notifications in 360 Reviews.

Reminder Emails to Raters

While in the Evaluation route stage, process owners and managers can access a summary view where all raters are visible. If enhanced anonymity has been enabled in Form Template Settings and on the form template (Manage Templates), names will not be used to obscure the raters and each rater will instead be visible as Anonymous. Process owners and managers can send reminder emails to raters that have not submitted their completed review forms.

During the Evaluation, Completed and Signature stages (if applicable), the Process Owners will be still able to view basic information (employee name, email, department and category) about participants on the Rater List section even when the 360 Evaluation is anonymous. The Summary will remain anonymous. The option Show Participants in Status Summary (Applicable to Anonymous 360’s only) should be selected in Form Template Settings.

Complete a Form as a Rater

After sending forms out for ratings as the manager, proxy into each rater’s account to rate fields on the form. From the name menu (where you can see who you are currently logged in as), choose Proxy Now and type the name of each rater to proxy into each user’s account. To find the 360 review form that must be completed in each user’s account, navigate to the main menu in the upper left-hand corner, and select Performance. Choose the button below the route map to Submit Finished Form when ready.

All Raters Submit Completed Form Ratings

After all raters have completed and submitted review forms for the subject of the form, the manager and process owner will be able to see detailed reporting information if detailed reports have been enabled in Form Template Settings.

To view a subject’s completed form as a manager, navigate to Performance from the main navigation menu and choose the Completed performance folder. As a manager or process owner, choose a completed form to view the aggregate ratings in the Detailed 360 Report, or drill into each individual rated form by clicking the link in the Username column.

To view the completed form for each evaluator or rater, click the specific username and it will prompt you to print it in HTML or PDF format. Please note that if anonymity is turned on for the 360 review form, all usernames will read as Anonymous. To generate or view reports, choose the Open Detailed 360 Report link.

Note

The Detailed 360 Report will be explained in detail in the next unit with corresponding exercises.

Send Email Reminders to Raters and Complete Form Ratings

Business Example

In this exercise, you will be completing the 360 Evaluation as a participant, review the Summary as a Process Owner and send email reminders for raters to complete outstanding forms, to ensure all forms are submitted to complete the 360 Review process.

ExerciseStart Exercise

Steps

Log into the instance as the administrator and, from the name menu, select Proxy Now and proxy into the manager’s account (Joseph Tong - the user who sent forms out for ratings in the previous exercise).
Select the engagement card Complete 360 Evaluation for Janice Jones, which now shows Evaluation as the step, or select the form from your Inbox.
Verify that Joseph can see two tabs, Evaluation View and Summary View. Since Joseph sent the forms to the Evaluation stage, becomes the Process Owner and can control the overall process from the Summary, including actions like adding/removing participants, or send reminders.
Stay on the Evaluation View and complete the review. You can provide the ratings for the Competencies and Skills and add comments, using the Writing Assistant or the AI-Assisted Writing.
Try selecting a comment box on a Competency that you just rated, to display the AI-Assisted Writing options. Notice there is one option available when there is no text, which allows to Generate Comments from scratch. Based on the rating provided and the competency details, the AI-Assisted Writing will suggest 6 topics to generate a new comment. Select one topic of your choice.
Once the evaluation is completed and submitted, navigate to the Summary View. If you closed already the form, you can find it in Home→Performance→En Route. Since other participants still need to complete their evaluations, the form is not yet completed but available on the En Route folder.
Review the Summary, and to send email reminders to raters who have not completed the evaluation, choose Send Reminder.
To move the form into the Completed stage, you will need proxy into the accounts of all raters selected for this form. Complete ratings and choose Submit Finished Form.
Log into the email account you used to create the external rater.
To experience rating the form externally, in your email, choose the SAP SuccessFactors link.
After completing the external rating, log into the SAP SuccessFactors instance as the Administrator.
From the Name menu, select Proxy Now and proxy into the manager’s account.
From the Main Navigation menu, navigate to Performance and choose the Completed folder.
Verify the 360 review form is in the Completed folder. If not, proxy back into each rater’s account and push the form into the completed route step after completing all ratings.

Scheduled Reviews Management

If the form is launched on a recurring schedule, the schedule can always be modified or deleted from the option Manage Scheduled Reviews, available from the Action Search or the Admin Center.

Screenshot of Manage Scheduled Form Launches.

Choose the Take Action link to the far right of the form template that has been scheduled, then choose Edit. The Change links that are visible on the popup dialog window will allow you to walk through the form launch steps you completed to initially launch all forms on this schedule. You may modify the schedule here and resend forms on a new schedule, or cancel the launch altogether and edit the 360 review form template.

Screenshot of Summary section with Change links highlighted.

Create and Modify a Launch Form Schedule

Business Example

In this exercise, you will create and modify a scheduled form launch for 360 Reviews to a group of users.

ExerciseStart Exercise

Steps

Navigate to Launch 360 Reviews from the Action Search or the Admin Center.
Verify that Type is already selected as 360.
In the Form Template drop down, select your 360 review form.
Choose Next.
For the Launch Date, in the Recurring Schedule section, select the 30 days after each employee’s anniversary radio button.
Start the recurring schedule on today’s date.
Choose Next.
For the Review Period, select Full year prior to anniversary.
Set the Due Date for completed forms: 60 days after launch date.
Choose Next.
Select the Group of Employees and Find employees by filters radio buttons.
Choose Select Criteria and pick any department from the available list.
Choose Done.
Choose Next.
Review the final summary of the form and choose Launch.
Choose Close.
Note
You could alternatively select One-time launch at a later date if no employees are matched after you select the department and confirm in step 13, To do so, navigate back until the Launch Date step, select Later radio button, and set into the first day of next month to change the criteria.
Make some changes on the scheduled review.
Navigate to Manage Scheduled Reviews from the Action Search or the Admin Center.
From the form that you launched today, locate the Action menu and choose Take Action→Edit.
In the Launch section of the form, choose Change.
To modify the recurring schedule, change the days after each employee’s anniversary to 5 days.
Choose Next through all steps until you come back to the Summary page.
Review the Summary page.
Choose Save and Close.

Email Notifications

If email notifications have been enabled for the form launch, these will immediately be sent to users to notify them that the performance forms have been launched. To enable email notifications, navigate to Email Notification Templates Settings. Verify the Document Creation Notification template is enabled on the left-hand side of the page, and then edit the email template that will be sent on the right-hand side of the page.

To specify unique templates for each type of form, select the Specify Different Templates for Each Form checkbox, select your 360 review form from the drop-down list, and choose Switch to.

This screenshot highlights the Document Creation Notification email template and the setting to Specify Different Templates for Each Form.

There are several email reminder notifications that you can choose to enable for your 360 Reviews in Email Notification Templates Settings.

In Form Template Settings, an option Series Due Notification Dates (days before due date) lets you schedule multiple reminders using the Step Due Notification email template. To define how many days in advance reminders are sent, enter numbers separated by commas. In the figure below, you can see the setting and an example 2,3,5,7 to set reminders to be sent two, three, five and seven days before the step's due date.

Note

The Series Due Notification Dates (days before due date) setting overrides the existing option Default Due Notification Date (in days), which only supports a single reminder.

This screenshot shows the 'Series Due Notification Dates (days before due date) setting in Form Template Settings to set multiple Step due Notification emails.

Remember to enable the Step Due Notification email template in Email Notification Templates Settings if you want to use the Series Due Notification Dates setting in Form Template Settings.

This screenshot highlights the Step Due Notification, which can be used with the Series Due Notification Dates setting in Form Template Settings.

You may also choose to add a link to the Detailed 360 Report in the 360 Document Completion Notification email template, so users have immediate access to the Detailed 360 Report from their email. To add the link, insert the tag [[PM360_DETAILED_REPORT_URL]] and select Save Changes. See the figure below for details.

Note

How the tag is rendered depends on whether the option Enable HTML email notifications is selected in Company System and Logo Settings. If selected, the tag appears as a clickable phrase. If not selected, it will appear as a clickable URL, preceded by introductory text: For an overview of raters' feedback, view {URL}.

This screenshot highlights the 360 Document Completion Notification email template and the tag to enter in the template to add a link to the Detailed 360 Report.

Summary

If email notifications have been enabled for the form launch, these will immediately be sent to users to notify them that the performance forms have been launched. To enable email notifications, navigate to Email Notification Templates Settings.
To launch forms on a recurring schedule, navigate to Manage Scheduled Reviews in the Admin Center. Recurring schedules can be modified or deleted after they are scheduled.

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