Adding and Modifying Calibration Route Maps

Objective

After completing this lesson, you will be able to configure a route map for Calibration.

Route Maps

Route Maps establish the workflow and steps that employees follow during the performance review process. To use a route map, you associate it with a form template. Several form templates may be associated with one route map.

Route Maps specify the order in which a form moves from one employee to another and what employees can do during each step. Some aspects of form permissions are built at the template level. You may build your own route map; however, most administrators edit an existing route map that was developed for their organization during configuration. You may also add and modify a pre-configured route map from the SuccessStore.

Route Map Creation

Navigate to Manage Route maps using Action Search. Choose Add New Route Map to either Build Your Own or Choose from Library.

When the new route map opens, choose the green plus icon next to the Modify Stage header to add at least one step in the modify stage. After adding one step in the modify stage, you must associate a role to that step to define who has access to the performance form at this new step. Select the new step and locate the Roles field, which has a drop-down list. You may select any role from this list or add custom roles. Roles will be discussed in detail later in this lesson, but you must select at least one role from the list to save the new route map.

Choose Add New Route Map to select between Build Your Own and Choose from Library.

After creating at least one step in the modify stage and assigning that step to a role, you may give the route map a new title and choose Save in the upper left-hand corner of the window.

Build your own Route Map

Business Example

In this exercise, you will create your own route map.

ExerciseStart Exercise

Steps

Navigate to Manage Route Maps using Action Search.
Choose Add New Route Map and select Build Your Own.
Rename the route map Calibration [Your Initials].
In Modify Stage, add a new step called Manager Assessment. Select Manager as the role (single step).
Choose Show advanced options and, in the Step ID field, enter M1.
In Modify Stage, add another step called 1:1 Meeting. Select Manager as the role (single step).
Choose Show advanced settings and, in the Step ID field, enter M2.
In Signature Stage, add a new step called Employee Acknowledgement. Select Employee as the role.
Choose Show advanced options and, in the Step ID field, enter S1.
In Signature Stage, add another step called Manager Acknowledgement. Select Manager as the role.
Choose Show advanced options and, in the Step ID field, enter S2.
Choose Save.

Route Map Navigation

After navigating to Manage Route Maps, all route maps in the instance will be visible. Hovering over the spyglass icon will provide a preview of the workflow of that route map.

Please review the table below for a description of each column on the main landing page after navigating to Manage Route Maps.

Column	Description
Name	Choose to make any edits or hover over the spyglass to see a quick summary of the steps within the route.
Active	Mark a route map as active or inactive. Inactive route maps are not selectable when attaching a route to a performance form.
Description	If a description has been added for that route map, it will be visible here.
Updated On	When the last update was made for the route map.
Related Templates	The templates that are currently active and using a particular route map. Several products in SAP SuccessFactors use route maps, so these templates are not exclusive to performance forms.

Route Map Stages

A stage specifies the type of action employees can perform. Forms go through three main stages: Modify, Signature, and Completion. Each stage can include numerous steps. For example, you can specify two steps in a Modify stage: a Planning Step, which allows employees to review and update the content of the form, and a Review Step, which allows employees to evaluate the content on the form.

At each stage, you may add a step to the workflow. You may also reorder the steps in your workflow. However, the Signature step will always be before Completion. You may also edit any step in the workflow by choosing the name of that step. This brings you to a Step Configurations screen.

In the Modify Stage, you can add steps where various roles are involved in editing the form, whether providing a performance rating on goals or competencies, adding comments to goals or competencies, or provisioning both ratings and comments.

In the Signature Stage, you can add steps where various roles are involved in signing off on the performance form. Form signers will also have the ability to add a comment along with their electronic signature.

In the Completion Stage, you can change the Step Name, and select Carbon Copy Roles, which determine who is copied on the form when it is completed.

Route Map Steps

Using steps within each stage, you specify which employees receive the form and what the employee is expected to accomplish. In the Modify Stage, you may edit the Step Name, Step Description, Step Type, reviewer roles, and dates.

Step Name: The name that will display on the route map within a form.
Step Description: A description that the users will see in their To Do list on the home page. This will give more context behind the action users are being asked to take. If this field is left blank, the Step Name will be used for the To Do List.
Roles: Reviewer roles are associated with employees when you add them to the SAP SuccessFactors system. The route map you define will use the roles assigned to these users to determine to whom to send the process form. The standard system roles are: Employee, Manager, 2nd Level Manager, First Matrix Manager, All Matrix Managers, HR Rep, HR Rep’s Manager, User, Originator, and Originator’s Manager. There is also a Custom role that can be defined.
Start Date: The date when the specific step starts.
Exit Date: The form cannot be completed until this date has passed.
Due Date: The date the step is due.

Select a step to see its configuration and edit the step.

Note

Requirement for Route Maps used in Calibration:

The route map must have at least one step in the Modify stage that is not iterative (looping between two or more roles) for performance ratings to successfully be pulled into a calibration session. It is common to have a route step specifically titled Calibration to eliminate confusion about when performance form ratings will be calibrated. This step designated for ratings to be calibrated must be a single role or collaborative route step.

Route Map Modification

After adding a route map, open the route to define a name and description. To add additional steps to the route map, choose the green plus icon within the Stage section on the left-hand side of the screen. This will allow you to name the new step and add the step to the stage that has been chosen.

After adding a new step, you have the ability to delete or move the step within the stage. To change the order of the steps, hover over a step and drag the six dots that appear on the left to the location where you would like to place the step. Click on a step to define the name, description, step type, roles, and dates. Step types allow you to configure how many users will be involved in that step before moving on to the next step in the route map.

Single Role: Assigning the form to a single user before moving on to the next step.
Iterative: Within the step, the form loops between two or more people before moving on to the next step.
Note
This step type is not supported for the Calibration step. However, if needed, it can be used for other steps in the same Route Map.
Collaboration: Allows multiple people to view and edit the form at the same time. However, this often works as a sequential edit, rather than simultaneously, because one user must be identified as the Exit User to push the form to the next step, and all edits must be made at that point.

For testing purposes, it is not recommended to set start, end, and due dates in the route map. In a live performance cycle, these dates are very helpful with managing the process and keeping all employees on the same schedule.

If the Enforce start date checkbox is selected, the form will not be available to edit by users until that date has been reached. If the Automatic send on due date checkbox is selected, the form will automatically push to the next step in the route map on that date, regardless of whether or not ratings have been completed.

Note

The difference between general performance management route maps and calibration route maps is a step designated specifically for calibration, and typically assigned to the HR team. Calibration takes place when all employee performance forms are in the same route map step with the rating of record completed. Any role could be permissioned in the performance form template to have the rating of record, but an employee’s manager typically has the final rating of record. The step used for calibration doesn’t have to be specifically titled Calibration, but a clear title can make it easier to identify the correct step.

Organizations may also opt to manually mass-push forms to each route map step on a specific date. This means that the HR team could verify that all forms are in the correct step to begin the calibration process and route those forms that are not yet in the Calibration step when the session is being set up. There is also a setting to enforce routing of forms not yet in Calibration when the session is being validated to assist the HR team with that task.

Caution

Remember to save your work before exiting out of Manage Route Maps.

If you have worked with your implementation consultant to define specific permissions for the performance form at each step of the route map, do not change the existing Step ID. They have used this Step ID in the back end code for the performance form, and changing the Step ID will break the permissions.

However, if you are creating a new route map from scratch or adding a new step, you may define meaningful Step IDs (for example, M1 or a Step ID that is similar to the other existing steps in the route map), so it is easily identified in the back end code. If you leave this field empty, the system will generate a random numeric ID.

After the start, edit, and due date fields, there is a link to Show advanced options. You may use this area to edit the text that is displayed when a user hovers over a step in the route map with a cursor, or to enter text that the user will see when pushing the form from one step to the next.

When completing a performance review, the end user can view the route map on the performance form. The user can see who the next recipient of the form is and can forward the form to the next step when they have completed their review. The route map displays differently depending on the version of the performance form.

Modify a Route Map

Business Example

In this exercise, you will modify the route map created in a previous exercise.

ExerciseStart Exercise

Steps

Navigate to Manage Route Maps using Action Search.
Click into your Calibration [Your Initials] route map.
In the Modify Stage, add a new step called Calibration.
Set the Roles to Single Role and, from the dropdown list, select HR Rep.
Choose Show advanced options and, in the Step ID field, enter CAL.
Place this step after the Manager Assessment step and before the 1:1 Meeting step.
Save and exit Manage Route Maps.

Summary

Route Maps establish the workflow and specify the order in which a form moves from one employee to another, and what employees can do during each step during the performance review process.
To Add New Route Map, navigate to Manage Route maps using Action Search.
To set up a Calibration Session, a dedicated route map step should be included in the Modify Stage for this purpose.
Forms go through three main stages: Modify, Signature, and Completion. Each stage can include numerous steps.

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