Testing the 360 Reviews form

Objective

After completing this lesson, you will be able to test the 360 Reviews form.

360 Review Forms Launch Testing

Verify that the correct role-based permission has been granted to the user who will be testing the form, then navigate to the Performance area from the Main Navigation Menu. Choose Create Form to launch a one-off form for testing purposes. This method tends to be faster and easier to test forms than the second launch method that will be discussed next.

Screenshot of the Performance window with an arrow pointing towards the Create Form button.

Caution

Sometimes, launching a form individually via Create Form does not work when the form template has been recently created/converted.

If that happens, wait for an hour before attempting it again, or use the second launch method that will be discussed later in this unit.

For testing purposes, the dates of the form are not relevant. However, when you prepare to launch the actual 360 review cycle, you will need to configure pre-set dates either in Form Template Settings or when launching the form. Because the Form Template Settings are currently configured to Disallow users from changing the Start/End/Due dates, these fields are greyed out. Choose Create and Open to view the performance form as an end user.

Launch the 360 Reviews Form for Testing

Business Example

In this exercise, you launch the 360 Reviews form to test configurations made in previous exercises.

ExerciseStart Exercise

Steps

Create a new form launch to all employees within the Talent Management department, using Launch 360 Reviews tool. From the Main Navigation menu, navigate to Performance.
1. Navigate to Launch 360 Reviews using Action Search.
2. On the Form Template dropdown option, select the 360 Reviews form template you have been working on.
3. Select Next.
4. Leave the options as-is for the Launch Date, and select Next.
5. Leave the option Dates configured for form on the Review Period step, and select Next to continue.
6. On the Select Employees step, choose the option Group of Employees.
7. Select the option Find Employees by Filters and choose Select Criteria to continue.
8. On the Department filter, select Talent Management (TALENT).
9. Choose Done.
10. Select Next.
11. Select Launch.
12. On the confirmation dialog, select OK.
13. To complete this step, choose Close on the last confirmation dialog that displays.
Run a Metadata Refresh to avoid issues when opening a 360 Reviews form for the first time.
Hint
This particular step is to prevent a message like this example: OData Service FormConfiguration(formDataId=11473L,formContentId=18728L) Failed, Error Status: error, errorThrown, which could display when a newly created 360 Reviews form is opened. This is only a one-time action and not required every time.
1. Navigate to OData API Metadata Refresh and Export using Action Search.
2. Select the Refresh button to refresh the cache.
3. Once this is completed, log out and log back into the instance.

Modification of Participants

After launch, route the form through all steps to verify that all fields and sections look the way you intended. 360 Reviews are unique because the first route step is the nomination of raters. To do this, choose Modify Participants in the Rater List section of the form and add or remove users. Some users may be configured in the template to be non-removable.

External Raters

360 review forms can collect ratings from internal employees and external raters. This feature is enabled and disabled in Form Template Settings. After choosing the 360 review form, select Enable 360 Review Add External Participants Section.

Next, navigate to E-Mail Notification Templates Settings and enable the following:

360 Review Document Evaluation Notification for External Participant
360 Review Document Send Back Notification for External Participant
Document Due Notification for External Participant
Document Late Notification for External Participant
Step Due Notification for External Participant
Step Over Due Notification for External Participant

After launching a form, select Modify Participants from the Rater List section. This will bring you to a window where you may add additional internal raters and external raters. External raters will be invited through an email notification with the email address provided when adding the rater. These email notification templates are configurable, so the text is specific to the organization.

Note

Internal participants will populate as suggestions based on matched first and/or last name results. For external participants, select the Add new external participant button, where you will provide the email address, and first and last name.

It is recommended not to add more than 500 participants to avoid performance issues.

Screenshot of Add Participants with Add new external participant highlighted and an arrow pointing towards the fields.

The external rater will be asked to complete a verification code and then log into the SAP SuccessFactors system as an external user. External raters will view the same 360 Review form that an internal rater would.

Additionally, you can find internal employees using a search option, including Advanced Search Options, by Department, Division, Location, or Match Type and select several employees at once to add them as participants.

This example shows a search for employees from the Talent Management (TALENT) Department.

Screenshot of Advanced Search Options with the Talent Management Department highlighted.

Screenshot of Search Results displaying a list of internal employees belonging to the Talent Management Department.

Send Out for Ratings

Once the list of raters has been determined by the employee (the first route map step is generally for the employee to nominate raters, or if using an iterative step, the employee will be the entry user), the form is sent to the manager to approve the list of raters (the second step in the route map is for the manager to approve raters or the manager is the exit user in an iterative step). Managers can also add and remove raters at this route step, although some roles might be non-removable if defined in the Rater List section.

Note

The role responsible for sending out for ratings (starting the 360 Evaluation) will be considered the Process Owner. For example, if the route map had another step in the modify stage, after the manager and before the 360 Evaluation, where the HR Rep is the step owner, the manager would be an Approver. The HR Rep would become the Process Owner.

To review the 360 review form as a manager, you can open the engagement card displayed on the Home page, located in the For You Today area. The card will show Complete 360 Evaluation, as well as the route map step (like Manager approves raters), the employee's picture, and a step due date (if defined in the route map, otherwise it will show as No Due Date).

Screenshot of For You Today area with Complete 360 Evaluation highlighted.

You can alternatively navigate to Performance from the main menu and select the 360 Reviews form for the employee being evaluated. After opening and reviewing the form content, choose Send out for ratings, located below the route map at the top of the form. This moves the form into the Evaluation route map stage, where forms have been launched for all raters.

The form will not move into the Completed route map stage until all raters submit their review forms. The Completed route stage is important because several reports become available after all ratings are collected.

Modify the Rater List and Send for Ratings

Business Example

In this exercise, you modify the rater list and send the form out for ratings.

ExerciseStart Exercise

Steps

Log into the instance and select Proxy Now to proxy as one of the subjects that received the 360 Reviews form, based on the department Talent Management (TALENT). You can use Janice Jones (HRIS Manager).
On the Home Page, locate the For You Today section, and select the engagement card Complete your 360 Evaluation that displays.
Note
If you cannot display this engagement card yet, you can navigate to Home→Performance and search the form in your Inbox.
Open your 360 Reviews form and review the content. Are you able to display the competencies and skills assigned to Janice's job role?
Review the Rater List section. Are you able to add additional internal employees? Are any of the employees that are populated in the list removable? Test adding and removing participants from the rater list.
Try adding an external participant. Select the option Add Participants to start.
Select Add an external participant button.
Add your Email, First Name, and Last Name.
Choose Add.
From Category dropdown list, select the External.
Choose Add to List.
Take a screen capture or write down all the raters in the Rater List section of the form which will be helpful to complete ratings for the other participants.
Scroll down to the bottom of the form, and verify there's a button that shows Send to Joseph Tong based on the Send to [username] parameter that you configured on the Route Map associated to this form template for the Iterative Button text.
Select the button, to send the form to Janice's manager.
Select Proxy Now to proxy as Joseph Tong.
Locate the engagement card Complete 360 Evaluation for Janice Jones and select it (if you cannot see it, try searching the 360 Reviews form in your Inbox as mentioned on the note previously.
Reivew the form content and, when ready, select the Start 360 Evaluation button. The form will be sent to the Evaluation Stage, and all the participants will be distributed with their own 360 Reviews form to evaluate the subject (Janice Jones).

Summary

If an employee's manager changes while forms are in progress, you can specify what happens with those forms in Form Template Settings. Forms can be transferred to the new manager, and if the manager is also the Process Owner, the role can be reassigned to the new manager.
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. Navigate to Delete Forms from the Action Search or the Admin Center to use advanced search fields and locate 360 forms to be deleted. These can be restored anytime using the Restore Deleted Forms tool.

Next lesson