Configuring the Calibration Sessions

Objective

After completing this lesson, you will be able to create the calibration session.

The Calibration Session

The administrator is responsible for creating each calibration session. You initiate the session, select the template, determine when the session will be active, and who will be in the session. Before creating calibration sessions in Manage Calibration Sessions tool, you should have the required information about the session; who is involved, when and where it will take place, and what template will be used. There are three tabs within a calibration session that allow you to populate users into the template that has been configured. These tabs include:

Basic Info
People
Validation

Basic Info Tab for the Calibration Session

The Basic Info tab allows you to define general information about the calibration session. The only required fields are the Template, Sessions Name, and Session Owners.

Template: The group of settings determining the data, guidelines and views of the calibration session.
Session Name: The name for the calibration session.
Planned Activation Date: The date that the session is planned to be active and visible in the Calibration tab.
Session Date: The date when the Calibration Session will occur.
Location: Where the session will take place.
Session Owners: The person(s) whose direct reports are required to participate in the calibration session. In general, managers with two or more levels of reports are Session Owner(s) and Managers reporting to them are Participants of the session. Based on their hierarchy, the Select subjects and participants automatically according to the owners checkbox can be selected, to automatically add participants and subjects to the people list based on the Session Owner(s).
Session Facilitators: The users who have access to the session in SAP SuccessFactors and are able to edit. The facilitator is a neutral role responsible for managing the session and ensuring all the required information to calibrate employee ratings is available. In general, members of the HR team perform this role.

You may also add an attachment to the session.

The degree of access to the session (for example, changing user’s performance scores) for facilitators and owners is dependent on the permissions defined in the calibration template.

The Basic Info tab along with the necessary fields are displayed.

Create a Calibration Session

In this exercise, you create a calibration session.

ExerciseStart Exercise

Steps

Navigate to Manage Calibration Sessions using Action Search.
Choose Create New.
From the Template dropdown list, select the calibration template you worked with in a previous exercise.
Change the title from New Calibration Session to [Year] Calibration Session [Your Initials].
Ignore the Planned Activation Date, Session Date, and Location, as they are not required.
In the Session Owners field, add a user that has two levels of direct reports, for example, Carla Grant. It may be helpful to check the organizational chart to view users and their direct reports. From the main navigation menu, select Company Info and review users in the system. You may also search for a user if you do not immediately see them on the organizational chart.
The admin user you’re currently logged in as should populate in the Session Facilitator field. Above the Session Facilitator field, select the Select subjects and participants automatically according to the owners checkbox.
Choose Save.

The People Tab

The People tab allows you to select the participants and subjects of the calibration session.

Participants are those who are actually present at the session and are involved in the calibration task (managers).
Subjects are the employees whose data will be calibrated (individual contributors or managers).

Hint

The labels Participant/s and Subject/s in the Calibration module can be replaced using the Text Replacement Admin Center tool. Changes will reflect on the calibration sessions, calibration reports, and even on the settings of the calibration module itself (for example, when you are configuring the calibration template or creating a calibration session).

Subjects and participants are placed in a calibration session when the Select subjects and participants automatically according to the owners checkbox on the Basic Info tab is selected. Admin Center displays the numbers of each above the filter fields. On the far right, a panel can be opened and the names displayed in each category.

If you choose not to auto-populate participants and subjects into the session by owner, you may also search for users using the By Filter, By Group, or the Use Org Chart…options.

Using the filter fields, search for a user, then select the checkbox next to the name(s) of who you would like to add to the session. From the Actions button, add that user to the participants or subjects. If you add a user to the Participants, their direct reports will automatically populate in the Subjects field.

Hint

In Manage Calibration Settings, on the Search and Filter Fields tab, you can control which fields are returned by default in the search results table (Default Search Result Fields), and which fields can be selected additionally to display on the results (Include Search Result Fields).

Using the group option, you will just need to select the group (dynamic groups) created on the system from the dropdown list.

The People tab along with the search options are displayed.

You may also choose the link to Use Org Chart to see a visual of the organizational hierarchy. From here, you can choose Take Action and, depending on whether the employee is already selected in the session or not, find the following options: Add to Participants, Add to Subjects, Not in Session, or Add org levels to subjects. Only Managers with reports will have the Add org levels to subjects option. With this option, you can select levels of reports to be included as subjects.

Take Action and the relevant options are highlighted.

Add People to the Session

Business Example

In this exercise, you verify users are in the session.

ExerciseStart Exercise

Steps

Navigate to Manage Calibration Sessions using Action Search.
Click into the session you created in a previous exercise.
Choose the People tab.
On the right-hand side of the screen, expand the Owner tab. Verify that Carla Grant’s two levels of direct reports have been populated.
On the right-hand side of the screen, expand the Participants tab. Verify users with direct reports (Carla Grant’s direct reports) are listed.
On the right-hand side of the screen, expand the Subjects tab. Verify that Carla Grant’s second level reports have populated.
Choose Save.

The Validation Tab

Validation confirms that subjects are available for calibration; that they have forms, that their forms have been routed to the appropriate route map step, and that they are not already selected for other sessions.

When the validation fails, it will display the reason(s) for the failure. As the administrator, you can then correct the problem(s). For participants who have been included in the session, but who do not have forms or are already in another session, you may go back to the People tab to remove them from the session. Alternatively, you may decide that a form must be created for these subjects and correct the process by launching a form and ensuring it is moved to the correct step. For participants with forms that are not routed to Calibration, you can either send an email to that person’s manager to route the form, or you can select the option to automatically route the form.

After a session validates successfully, you must choose Activate (green tick icon). The session will then become available to Session Owners and Session Facilitators (from the main navigation menu, choose Calibration).

Note

Things to take note of when creating a calibration session:

At least one owner is required to be added into the session.
At least one subject is required to be added into the session.
A participant is not required to create a calibration session but you can always modify the users involved in the calibration session as long as the session is not yet active.
The subjects being added to the calibration session should be part of the target population of the owner(s) and participant(s) selected. The Validation tab will display a message when subjects added are not part of the target population of the owner(s) or participant(s). This enhancement helps prevent the selection of subjects during session creation who would not be able to appear in an activated session.

Validate and Launch a Session

Business Example

In this exercise, you validate the session.

ExerciseStart Exercise

Steps

Navigate to Manage Calibration Sessions using Action Search.
Click into the session you created in a previous exercise.
Choose the Validation tab.
To allow validation to run, save the session.
Did you receive the following warning message? Validation Failed! X subjects have no form.
If so, navigate to Launch Forms using Action Search, to create forms for those subjects.
Select the performance form template you associated to the calibration session in a previous exercise.
Choose Next.
In the One-time launch field, select the Now radio button.
Choose Next.
For the Review Period, select the This calendar year radio button.
Choose Next.
Select the Group of Employees radio button and use Dynamic Group to select GRANT-FullTeam. Employees that belong to that group should now be included.
Choose Next, review the Summary and choose Launch.
From the name menu, choose Proxy Now. Proxy as one of the managers of the subjects you selected in a previous exercise: Marcus Hoff, Richard Maxx, or Sid Morton. These users would be considered the Participants in the session.
As the manager, from the main navigation menu, navigate to Performance and provide ratings for some of the Subjects during the Manager Review route step. You can save and close the forms or send them to the next step.
From the Name menu, choose Become Self.
Navigate back to Manage Calibration Sessions using Action Search.
Open the calibration session you created in a previous exercise.
To run validation again, choose the Validation tab and choose Save.
If you have forms not yet routed to calibration, to auto route the forms for these subjects, choose Route Forms to Calibration.
If you cannot find the Route Forms to Calibration button to auto route forms in this step, ensure you have selected the Enable force route button in validation step checkbox for the calibration template you have created. This checkbox is located in Manage Calibration Templates, on the Advanced tab.
After receiving the message that validation successfully completed, choose Activate (green tick icon).

Summary

The administrator is responsible for creating each calibration session. Before creating calibration sessions in Manage Calibration Sessions tool, you should have the required information about the session: who is involved, when and where it will take place, and what template will be used.
There are three key tabs within a calibration session: Basic Info, People, and Validation.
- The Basic Info tab allows you to define general information about the calibration session.
- The People tab allows you to select the participants and subjects of the calibration session.
- The Validation tab confirms that subjects are available for calibration, that they have forms, that their forms have been routed to the appropriate route map step, and that they are not already selected for other sessions.

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